Boys and Girls Club of Ottawa is committed to protecting the privacy of the personal information of its employees, members, donors and other stakeholders. Boys and Girls Club of Ottawa (herein referred to as “BGCO”) values the trust of those we deal with, and of the public, and recognizes that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us. During the course of our various projects and activities, BGCO occasionally gathers and uses personal information. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent. BGCO’s privacy practices are designed to achieve this.
Defining Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Examples of personal information include SIN #, age, marital status, and language. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.
Where an individual uses his or her home contact information as business contact information as well, BGCO considers that the contact information provided is business contact information and is not therefore subject to protection as personal information.
Personal information gathered by BGCO is kept in confidence. BGCO personnel are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained. Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. We also take measures to ensure the integrity of this information is maintained and to prevent its being lost or destroyed.
The BGCO collects, uses and discloses personal information only for purposes that a reasonable person would consider appropriate in light of the circumstances.
Through participation in virtual programs, it is understood that consent is given to the partaking of activities and the collection of data from participants to assist in evaluating the success of these programs.
It is also understood that observation assessments (Quest 2) may be completed during programming.
Zoom sessions will be both monitored and/or recorded to either be posted on the micro-site and/or to help with the validity of observations and evaluations. Results, if published, will be reported anonymously and names will not be used in any of the publishing.
It is understood that Zoom sessions MAY BE RECORDED and that the recordings may be published for micro-site use or used by the evaluation team with all data being stored on a secured server.
Participation in fitness programs may include physical exertion (which may include cardiovascular endurance and core strength exercises (through activities such as sit-ups/ curl-ups and push-ups)).
Data collected may be used for evaluating the implementation and effectiveness of BGCO activities, but all results will only be reported/published anonymously, and any identifying information will be removed. Any evaluation data will not be used to determine or influence individual club members’ or their family’s participation, performance assessments, etc.
The storage of data and personal information will be maintained on secure encrypted servers.
Website and Electronic Commerce
Canada Anti-Spam Legislation (CASL)
The Boys and Girls Club of Ottawa is committed to complying with the new CASL. We strive to maintain the privacy of our Members, donors, volunteers, and community partners at all costs. To comply with CASL, the Boys and Girls Club of Ottawa will:
- Ensure that we offer an “unsubscribe” feature for all newsletter communication
- Ask for consent if there is any commercial promotion, not related to fundraising
- Only send commercial electronic messages (CEM) to participants going back two years as per the implied consent section outlined in the full policy
Boys and Girls Clubs of Ottawa is regularly reviewing its privacy practices for its various activities. Any revisions to the policy will be made available on our website over the coming months.
Further information on privacy and your rights in regard to your personal information may be found on the website of the Privacy Commissioner of Canada at www.privcom.gc.ca