Purpose
This policy defines HPLBC’s policy for the collection, use and disclosure of personal information.
References:
Ontario Lawn Bowling Association, Policies #6 Confidentiality, #16 Privacy, and #20 Social Media, all dated 21 March 2021 and available at https://www.olba.ca/by-laws–policies.html
Personal Information Collected by HPLBC
HPLBC officials hold records of HPLBC members’ personal information, normally limited to Name, Email address, Telephone number and Mailing Address. Individual(s) employed by HPLBC may be required to provide more information as needed to meet regulatory requirements for employment or OLBA requirements for insurance purposes.
While the above personal information is required for the proper functioning of Highland Park Lawn Bowling Club within the broader context of the Provincial Association, communications within the club (HPLBC) will be limited to email addresses and/or telephone numbers. E-mail addresses of some HPLBC Board members will be posted on the website to facilitate enquiries.
Photographs of normal club activities are not regarded as personal information. All posting on social media is done in conformance with the OLBA Social Media policy.
Identifying Purposes
HPLBC collects personal information provided by potential or actual members to enable HPLBC to carry out functions necessary for the club’s operations, including:
- Attracting new members and providing coaching on the basics of lawn bowling;
- Registering all categories of members;
- Electronic communication with members;
- Facilitating communication between members by sharing member email addresses and telephone numbers among members;
- Meeting OLBA requirements for member registration and insurance purposes.
- Complying with federal or provincial confidentiality and privacy requirements, including those for employees.
Accountability and Duties
The HPLBC Board is responsible for implementing procedures to protect personal information.
Personal information is collected and/or stored by HPLBC in electronic and/or paper records held, shared and/or used by HPLBC officials in carrying out their responsibilities.
Consent
Individuals provide their personal information to HPLBC by completing forms as needed by HPLBC, and indicate consent to the collection and use of this information by completing the form(s) on which the personal information is collected.
HPLBC seeks consent on behalf of individuals who are minors or mentally incapacitated from a parent or other legally identified person.
An individual may withdraw consent at any time. HPLBC will inform the individual of the implications of withdrawing consent.
Accuracy, Retention and Openness
On request, HPLBC will provide to any individual complete information about the personal information held on that individual, and will correct any errors or remove any information as requested by the individual.
Though personal information on individuals is normally used only in the time periods during which the individual is active in the club, personal information may continue to be held in subsequent years in electronic or paper record held by current or past HPLBC officials in membership lists, minutes of meetings and other such archives.