Purpose of this Policy
- Our organization, Nova Scotia Yachting Association, is the governing body for the sport of Sailing in Nova Scotia, and provides these services to members in the public:
- a) To encourage Nova Scotians to become more proficient in managing, handling, cruising and racing any type of sailing or power yacht, through training in safety, sailing, navigation and seamanship.
- b) To serve as the Provincial authority for advancing the interests common to all Nova Scotia yachting organizations, and to act in their mutual behalf as occasion may require.
- c) To coordinate Provincial competition, and to select representative teams for national and international yachting events.
- d) To coordinate annual programs of regattas and training in areas of Nova Scotia where several yachting organizations may be involved.
- e) To acquire, borrow, lend and sell real and personal property as may be desirable to further the objects of the Society.
- Personal information is information about an identifiable individual and includes information that relates to their personal characteristics (e.g., gender, age, home address or phone number, etc.), their health (e.g., health history, health conditions, health services received by them) or their activities and views (e.g., religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information, however, does not include business information (e.g., an individual’s business address and telephone number), which is not protected by PIPEDA.
- The NSYA 1st Vice President, is the Privacy Officer and is responsible for the monitoring of personal information collection, use, disclosure, data security, and ensuring that all staff receives appropriate training on privacy issues. The Privacy Officer also handles personal information access requests and complaints. The Privacy Officer may be contacted at the following address: 5516 Spring Garden Road, Halifax, B3J 1G6 or by phone at (902) 425-5450 ext 312.
- Personal information will only be collected by the Nova Scotia Yachting Association to meet and maintain the highest standard of organizing, and programming the sport of yachting. Nova Scotia Yachting Association collects personal information from prospective members, coaches, instructors, officials, participants, managers, and volunteers for purposes that include, but are not limited to the following:
- a) Name, address, phone number, cell phone number, fax number, and e-mail address for the purpose of receiving information from Nova Scotia Yachting Association.
- b) NCCP number, education, resumes and experience for database entry at the Coaching Association of Canada to determine level of certification and coaching qualifications.
- c) Credit card information for registration at events, purchasing equipment, coaching manuals and other resources.
- d) Date of birth and athlete biography for media releases and to determine age group.
- e) Banking information, social insurance number, criminal records check, resume, and beneficiaries for Nova Scotia Yachting Association’s payroll, company insurance and health plan.
- f) Personal health information including provincial health card numbers, allergies, emergency contact and past medical history for use in the case of medical emergency.
- g) Personal health information for individuals with a disability in order to determine eligibility to compete and classification.
- h) Athlete information including height, dietary supplements taken, uniform size, shoe size, feedback from coaches and trainers, performance results, biography information and Nova Scotia Yachting Association registration number for required registration forms, outfitting uniforms, media relations, and components of selection.
- i) Athlete whereabouts information including sport/discipline, training times and venues, training camp dates and locations, travel plans, competition schedule, and disability, if applicable, for Canadian Centre for Ethics in Sport inquiries for the purpose of out-of-competition doping testing.
- j) Individual measurements for adjusting equipment.
- k) Body weight, mass and body fat index to monitor physical response to training and to maintain an appropriate weight for competition.
- l) Marketing information including attitudinal and demographic data on individual members to determine membership demographic structure, and program wants and needs.
- m) Passport numbers and Aeroplan/frequent flyer numbers for travel purposes.
- n) Individuals providing their addresses or e-mail addresses to Nova Scotia Yachting Association may receive information regarding NSYA events and fundraisers
- If a purpose has not been identified herein, Nova Scotia Yachting Association will seek consent from individuals when personal information is used for a purpose not already consented to. This consent will be documented as to when and how it was received.
- Nova Scotia Yachting Association will obtain consent by lawful means from individuals at the time of collection, prior to the use of disclosure of the personal information. If the consent to the collection, use of disclosure was not obtained upon receipt of the information, consent will be obtained prior to the use or disclosure of the information. Nova Scotia Yachting Association may collect personal information without consent where reasonable to do so and where permitted by law.
- By providing personal information to Nova Scotia Yachting Association, individuals are consenting to the use of the information for the purposes identified in this policy.
- Nova Scotia Yachting Association will not, as a condition of a product or service, require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the specified purpose.
- An individual may withdraw consent to the collection, use or disclosure of personal information at any time, subject to legal or contractual restrictions, provided the individual gives one week’s notice of such withdrawal to Nova Scotia Yachting Association. The Privacy Officer will advise the individual of the implications of such withdrawal.
- All personal information will be collected fairly, by lawful means and for the purpose as specified in this policy. Nova Scotia Yachting Association will not use any form of deception to obtain personal information.
Limiting Use, Disclosure and Retention
- Personal information will not be used or disclosed by Nova Scotia Yachting Association for purposes other than those for which it was collected as described herein, except with the consent of the individual or as required by law.
- Information disclosed to a third party with consent from the individual will be protected by a third party agreement to limit use and disclosure.
- Personal information will be retained for certain periods of time in accordance with the following:
- a) Registration data and athlete information will be retained for a period of four years after an individual has left the program in the event that the individual chooses to return to the program;
- b) Parental/family information will be retained for a period of four years after an individual has left the program in the event that the individual chooses to return to the program;
- c) Credit Card information will be destroyed immediately upon completion of a financial transaction
- d) Personal information collected about coaches and instructors will be retained for a period of four years after an individual has left the program in the event that the individual chooses to return to the program, and in order to communicate program and conference dates.
- e) Qualifications and certifications of coaches and instructors will be retained for a period of twenty years after a coach/instructor has left Nova Scotia Yachting Association in the event that the individual requires confirmation of qualification and certifications.
- f) Employee information will be retained for a period of seven years in accordance with Canada Customs and Revenue Agency requirements.
- g) Personal health information will be immediately destroyed in the event that the individual chooses to leave the program
- h) Personal health information of paralympic athletes will be retained for a period of three years after an individual has left the program in the event that the individual chooses to return to the program;
- i) Marketing information will be immediately destroyed upon completion and analysis of collected information.
- j) As otherwise may be stipulated in federal or provincial legislation.
- Personal information that is used to make a decision about an individual will be maintained for a minimum of one year of time to allow the individual access to the information after the decision has been made.
- Nova Scotia Yachting Association may disclose personal information to a government authority that has asserted its lawful authority to obtain the information or where Nova Scotia Yachting Association has reasonable grounds to believe the information could be useful in the investigation of an unlawful activity, or the comply with a subpoena or warrant or and order made by the court or otherwise permitted by applicable law.
- Documents will be destroyed by way of shredding and electronic files will be deleted in their entirety. When hardware is discarded, Nova Scotia Yachting Association will ensure that the hard drive is physically destroyed.
- Nova Scotia Yachting Association will use accurate and up-to-date information as is necessary for the purposes for which it is to be used, to minimize the possibility that inappropriate information may be used to make a decision about an individual.
- Personal Information is protected by security safeguards appropriate to the sensitivity of the information against loss or theft, unauthorized access, disclosure, copying, use of modification.
- Methods of protection and safeguards include, but are not limited to, locking filing cabinets, restricted access to offices, security clearance, need-to-know access and technological measures including the use of passwords, and firewalls.
- The following steps will be taken to ensure security:
- a. Paper information is either under supervision or secured in a locked or restricted area
- b. Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers.
- c. Paper information is transmitted through sealed, addressed envelopes or in boxes by reputable courier/delivery companies.
- d. Electronic information is transmitted either through a direct line or is encrypted.
- e. Staff are trained to collect, use and disclose personal information only as necessary to fulfill their duties and in accordance with this policy.
- f. External consultants and agencies with access to personal information will provide Nova Scotia Yachting Association with appropriate privacy assurances.
- Nova Scotia Yachting Association will publicize information about its policies and practices relating to the management of personal information. This information is available through Nova Scotia Yachting Association’s web site or upon request by contacting the Privacy Officer.
- The information available to the public includes:
- a. The name or title, address and telephone number of Nova Scotia Yachting Association’s Privacy Officer.
- b. The forms that may be used to access personal information or change information.
- c. A description of the type of personal information held by Nova Scotia Yachting Association, including a general statement of its approved uses.
- Upon written request, and with assistance from Nova Scotia Yachting Association, an individual may be informed of the existence, use and disclosure of his or her personal information and will be given access to that information. As well, an individual is entitled to be informed of the source of the personal information along with an account of third parties to whom the information has been disclosed.
- Requested information will be disclosed to the individual within 30 days of receipt of the written request at no cost to the individual, or at normal costs relating to photocopying expenses, unless there are reasonable grounds to extend the time limit.
- If personal information is inaccurate or incomplete, it will be amended as required.
- An individual may be denied access to his or her personal information if:
- a. This information is prohibitively costly to provide;
- b. The information contains references to other individuals;
- c. The information cannot be disclosed for legal, security or commercial proprietary purposes;
- d. The information is subject to solicitor-client or litigation privilege.
- Upon refusal, Nova Scotia Yachting Association will inform the individual the reasons for the refusal and the associated provisions of PIPEDA.
30.An individual may challenge Nova Scotia Yachting Association’s compliance with this policy and PIPEDA, by submitting a challenging in writing.
- Upon receipt of a written complaint, Nova Scotia Yachting Association will:
- Record the date the complaint is received;
- Notify the Privacy Officer who will serve in a neutral, unbiased capacity to resolve the complaint;
- Acknowledge receipt of the complaint by way of telephone conversation and clarify the nature of the complaint within three days of receipt of the complaint;
- Appoint an investigator using Nova Scotia Yachting Association personnel or an independent investigator, who will have the skills necessary to conduct a fair and impartial investigation, and who will have unfettered access to all the files and personnel, within ten days of receipt of the complaint.
- Upon completion of the investigation and within 25 days of receipt of the complaint, the investigator will submit a written report to Nova Scotia Yachting Association.
- Notify the complainant of the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures, within 30 days of receipt of the complaint.
Approval and Review
- This Policy was approved by the Board of Directors of Nova Scotia Yachting Association on October 12, 2004 and will be reviewed annually.
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The web site is a product of Nova Scotia Yachting Association. The information on this Web site is provided as a resource to those interested in yachting. Nova Scotia Yachting Association disclaims any representation or warranty, express or implied, concerning the accuracy, completeness or fitness for a particular purpose of the information. Persona accessing this information assume full responsibility for the use of the information and understand and agree that Nova Scotia Yachting Association is not responsible or liable for any claim, loss or damage arising from the use of this information. Reference to specific products, processes or services does not constitute or imply recommendation or endorsement by Nova Scotia Yachting Association. Nova Scotia Yachting Association also reserves the right to make changes at any time without notice.
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