Kajaks Privacy Policy

Privacy Statement and Personal Information Protection

This Policy Statement is made pursuant to the Personal Information Protection Act of British Columbia (the Act). Under the Act "personal information" is information about an identifiable individual, including certain information about employees and volunteers. Why we collect personal information.

Kajaks collects "personal information" about its members for the following purposes:

To establish and maintain a responsible relationship with you and to provide ongoing service. When you apply for a Kajaks membership, we collect information that ensures that you are served and afforded the membership services and benefits associated with your membership type. The information collected ensures that we properly serve you. Some examples are:

To ensure that athlete members compete in the appropriate age groups and levels of participation.
To ensure that officials and coaches are identified and recognized for their roles, responsibilities, training and authority within Kajaks and by BC Athletics and at events conducted by Kajaks or sanctioned by BC Athletics.
To allow us to contact you directly and to communicate pertinent information to you.
To assist the Club in making awards and granting scholarships;
To assist members in obtaining scholarships for post-secondary education.

To understand your needs and preferences.

To manage and develop our operations. For example:

we may analyze member participation and performance to help us manage them efficiently, plan for future growth and to develop statistics;
we may record the performance of athletes to monitor their progress and to keep Club records;
to enable the Club to compile the reports necessary or useful for fund raising and in dealing with governmental agencies to obtain and maintain the equipment and facilities the Club requires.

To meet legal and regulatory requirements.

In order for Kajaks to obtain the benefit of third party insurance coverage provided by BC Athletics all Club members and coaches must be members of BC Athletics. So each application for Club membership must be accompanied be accompanied by an application for membership in BC Athletics in which certain personal information is provided. Kajaks forwards those applications to BC Athletics and does not retain copies or any record of the information in the BC Athletics form.

When do we disclose personal information?

There are a variety of circumstances where we may need to disclose some personal information about our members. Here are some examples:

We may disclose a member's personal information to a person who, in the reasonable judgment of Kajaks, is seeking the information as an agent of the member.
We may disclose a member's personal information to a public authority or agent of a public authority, if in the reasonable judgment of Kajaks, it appears that there is imminent danger to life or property which could be avoided or minimized by disclosure of the information.
If a member calls 911, we will on the request of an emergency agency provide the member's name, address and telephone number to that agency.
In conjunction with athletic events or programs we may disclose members' personal information to event organizers, our program partners, or those responsible for administering such events or programs;
We may disclose personal information necessary to determine suitability to be selected for an athletic purpose or to receive an honour or award including a scholarship or bursary;
We may publish the performances and awards which members achieve on the Club’s web site;
We may provide information about those performances and awards to the media; and
We may disclose personal information otherwise as allowed by the Act.

How do we protect your personal information?

In order to protect your personal information and your right to privacy:

Kajaks will not collect, use or disclose personal information for any purpose other than those identified above, except after publishing an amendment to this Statement to that effect on the Club’s web site or with your consent;
Kajaks will require all Board members, coaches, employees and volunteers to sign a confidentiality agreement in which they will agree not to disclose personal information they receive about members of the Club except as stated above;
Kajaks will protect the confidentiality of your personal information when dealing with other organizations;
Kajaks will strive to keep your personal information as accurate and up-to-date as is necessary for the purposes identified above;
Kajaks will honour any request you may make for access to your personal information;
Kajaks will appoint one or more individuals (the Privacy Officer) as required by the Act, to ensure that the Club complies with the Act.
Kajaks encourages all members and coaches to use "blind copy" when sending e-mail messages to avoid disclosing the e-mail address of persons to whom a message is copied.

What are your choices?

We would like to have your consent to continue to collect, use and disclose your personal information for the purposes identified above. However, you do have choices and can refuse or withdraw your consent as follows:

You may have your name removed from our telephone, mail or e-mail lists. We use these lists to inform members of schedules, events, minutes or services and other information that may benefit them or to contact members or former members in connection with membership renewal or opportunities to fulfill their volunteer obligations.
You may refuse to provide personal information.
You may also withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.

However, if you refuse to provide the information requested or withdraw your consent to Kajaks’ use or disclosure of personal information in accordance with this statement, this may limit our ability to serve you and your access to some events, programs and services. That may also be difficult for Kajaks to administer and so membership in the Club in those events will be allowed or will continue only with the approval of its Board of Directors.

Privacy Officer

If you have any questions or concerns about our privacy practices, please contact the Privacy Officer. Otherwise, we will assume that we have your consent to continue to collect, use and disclose your personal information for the purposes identified above.

The Kajaks’ Privacy Officer is:

Susan Henderson
Manager, Registration and Membership Services
Address: #440 - 8155 Park Road, Richmond, BC V6Y 3C9
Phone: 604-241-9094
Email: membership@kajaks.org

Kajaks’ Privacy Policy - COMPLAINT PROCESS

The Personal Information Protection Act of British Columbia (PIPA) requires all organizations dealing with personal information to have a complaints handling system. The following system has been adopted by Kajaks Track and Field Club (Kajaks or the Club) and has been approved by its Board of Directors.

The individual responsible for receiving complaints is the Club’s Privacy Officer, identified in the Club’s Privacy Policy and posted on the Club’s web site.

All complaints should be made in writing, stating the circumstances complained of and providing contact information for the complainant.

The Privacy Officer will:

Promptly inform the Chair of the Club’s Board of the complaint;
Investigate the circumstances of the complaint with such involvement of the Chair and the Board or any of its members as the Chair shall decide; and
Within 14 days report to the Chair and to the Complainant as to the validity of the complaint
if there is any validity to the complaint, report to the Chair as to what, if anything, should be done to prevent further breaches of PIPA.

The Board shall promptly consider the report and recommendations of the Privacy Officer. The Complainant shall be informed of the time and place of the Board meeting and shall be given an opportunity to address the Board.. The Board may conclude its consideration of the Complaint and the Report and Recommendations of the privacy officer in private.

The Board will determine the validity of the Complaint and what corrective action, if any, should be taken and how, when and by whom any corrective action will be implemented. Particulars of the complaint and the decision of the Board shall be included in the Minutes of the Board Meeting.

The Chair will promptly cause the Complainant to be informed of the decision of the Board as to the validity of the Complaint and as to the corrective action, if any, authorized by the Board.

The Complainant shall be deemed to accept and approve the decision of the Board unless the Complainant shall give written notice to the privacy officer to the contrary within 14 days after being informed of the board decision.

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