Privacy Policy for ECCCLC 2011

Privacy of personal information is an important principle to the Eastern Canada Chinese Catholic Living Camp 2011 (ECCCLC 2011). We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the goods and services we provide. We also try to be open and transparent as to how we handle personal information. This document describes our privacy policies.

What is Personal Information?

Personal information is information about an identifiable individual. Personal information includes information that relates to their personal characteristics (e.g. name, home address, home phone number, cellular phone number, email address, MSN, emergency contact information, age, gender, marital status, education and training, and language), their health (e.g. medical condition) or their activities and views (e.g. religion, belong parish, history with ECCCLC, reference, boarding location, volunteer information, shower time and roommate preferences). Personal information is to be contrasted with business information (e.g. an individual’s business address and telephone number), which is not protected by privacy legislation.

Who we are

Our organization, ECCCLC 2011, includes at the time of writing six committee members and ten working teams. We have appointed a number of working team leaders that may, in the course of their duties, have limited access to personal information we hold. These include the Handbook Team Leader, House Team Leaders, and Bus Leaders. In addition, we may be required to provide campers information to the local parishes, local Dioceses, the camp venue and/or the insurance company if a reasonable request has been filed. We restrict their access to any personal information we hold as much as is reasonably possible. We also have their assurance that they follow appropriate privacy principles.

We Collect Personal Information: Primary Purposes

About ECCCLC 2011 Campers

Like all similar sports camp, retreats, and living camps, we collect, use and disclose personal information in order to maintain an active dialogue amongst the registered campers. For our campers, the primary purposes for collecting personal information are to provide:

For example, we collect information about a camper’s contact information, including their name, contact number, email address, and MSNI in order to help us to publish a directory that appears inside the handbook. Each participating camper is entitled to receive a printed copy of the handbook. All campers are given the option to opt-out from publishing their personal information on the handbook at the time of registration and until the final draft is sent to the printer.

A second primary purpose is to obtain the campers’ boarding information, including their name, contact number, and boarding location. Each bus leader is given a list of names and their contact information for all campers riding on his/her bus. The bus leader is responsible to ensure all campers have boarded the bus before each departure. In case of missing campers and/or emergency, the bus leader needs the list to contact the appropriate parties (e.g. ECCCLC 2011 Committee and the campers' emergency contact persons) accordinly.

A third primary purpose is to obtain the campers’ emergency contact information, including their name, contact number, emergency contact information, and medical conditions. Each bus leader is given a list of names and their contact information for all campers riding on his/her bus. The bus leader and the driver are responsible to ensure the safety of all campers who have boarded the bus. In case of emergency, the bus leader needs the list to contact the appropriate parties (i.e. ECCCLC 2011 Committee and the campers' emergency contact persons) accordinly.

A fourth primary purpose is to obtain the campers’ room assignment information, including their name, gender, age, martial status, roommate and shower time preferences. Each house team leader is given a list of names and other necessary information to assign rooms according to the campers' preferences given at the time of registration.

You can choose not to disclose your personal information (e.g. contact phone number, email address, and MSN) on the handbook by checking the appropriate boxes on the registration form. We will, however, publish the names of all registered campers on the handbook.

We collect Personal Information: Related and Secondary Purposes

Like all similar sports camp, retreats, and living camps, we collect, use and disclose personal information for purposes related to or secondary to our primary purposes. The most common example of our related and secondary purpose is as follows:

To subscribe, by default, all new registered campers onto the general mailing list (eccclc@yahoogroups.com) and to renew all returning campers' existing subscriptions. All registered campers for 2011 and previous years are entitled to be a full and active member of the mailing list. Thus, all unregistered campers and any external person wishing to subscribe to this mailing list is subjected to the discretion of the mailing list moderators.

You can choose not to be part of some of these related or secondary purposes (e.g. by declining the subscription offer made by the mailing list moderator.

Protecting Personal Information

We understand the importance of protecting personal information. For that reason, we have take the following steps:

Retention and Destruction of Personal Information

We need to retain personal information for some time to ensure that we can answer any questions you might have about the goods and services provided and for our own accountability to external regulatory bodies. However, we do not want to keep personal information too long in order to protect your privacy.

We keep our campers’ registered information for about four years. The contact information printed on the camp handbook are much more difficult to systematically destroy. We keep any personal information relating to our general correspondence.

We destroy paper files containing personal information by shredding. We destroy electronic information by deleting it and, when the hardware is discarded, we ensure that the hard drive is physically destroyed.

You can look at You Information

With only a few exceptions, you have the rights to see what personal information we hold about you. Often all you have to do is ask. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand. We will need to confirm your identity, if we do not know you, before providing you with this access.

If there is a problem we may ask you to put your request in writing. If we cannot give you access, we will tell you within 30 days if at all possible and tell you the reason, as best we can, as to why we cannot give you access.

If you believe there is a mistake in the information we have about you, you have the right to ask for it to be corrected. This applies to factual information. We may ask you to provide documentation to substantiate that our files are wrong. Where we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we have made a mistake, we will still agree to include in our file a brief statement from you on the point and we will forward that statement to anyone else who received the earlier information.

Do you have Questions?

Our Information Officers, Dennis Hau, Joyce Wong, Julia Tang, Karen Lee, Keith Fung, Peter Ho can be reached at:

gt11committee@googlegroups.com

They will attempt to answer any questions or concerns you might have.

If you wish to make a formal complaints about our privacy practices, you may make it in writing to our Information Officers. They will acknowledge receipt of your complain, ensure that it is investigated promptly and that you are provided with a formal decision and reason in writing.

If you have a concern about the professionalism or competence of our services, we would ask you to discuss those concerns with us.

This policy is made under the Personal Information Protection and Electronic Documents Act (PIPEDA). That is a complex Act and provides some additional exceptions to the privacy principles that are too detailed to set out here. There are some rare exceptions to the commitments set out above.

For more general inquires, the Information and Privacy Commissioner of Canada oversees the administration of the privacy legislation in the private sector, including non-profit organizations. The Commissioner also acts as a kind of ombudsman for privacy disputes. The Information and Privacy Commissioner can be reached at:

112 Kent Street, Ottawa,
Ontario, K1A 1H3

Phone: 613-995-8210
Toll-Free: 1-800-282-1376
Fax: 613-947-6850
TTY: 613-992-9190
Website: www.privcom.gc.ca