OAK BAY LAWN BOWLING CLUB

PERSONAL INFORMATION PROTECTION ACT

POLICY AND PROCEDURES

Purpose:

The Oak Bay Lawn Bowling Club (hereinafter called “OBLBC”) is an organization, which is subject to the Personal Information Protection Act of the Province of British Columbia (hereinafter called “the Act”). This document sets forth the practice, policies and procedures, which OBLBC and the Executive member responsible for its compliance with the Act, shall follow.

The Act requires that policy and practices shall be what a reasonable person would consider appropriate for the circumstances to allow OBLBC to fulfill its obligations to Bowls BC (hereinafter called “BBC”) and Bowls Canada Boulingrin, (hereinafter called “BCB”).

Information Collected:

The information collected for each member shall be limited to the following:

(a) first name(or nickname) and surname;

(b) home address including postal code

(c) home telephone number

(d) email address (optional)

(e) date joined

(f) emergency information

(g) signed release to permit OBLBC to provide name and phone number to BSI and OBLBC Rosters.

No other information is deemed relevant for the proper functioning of OBLBC.

Use Made of Information Collected:

As of January 2005, and until further notice, the following are the uses to which the information shall be put:

(a) communication with members by the Executive and other appropriate members of matters relative to the operation of the OBLBC

(b) registering members as required with the organizations of BBC and BCB. Addresses released to these organizations for members will be the OBLBC address only.

(c) publishing a Membership List of names and phone numbers which shall be available to all club members for the purpose of permitting them to contact each other for personal (i.e. NOT commercial, professional, soliciting or similar) reasons. A member may request in writing that no information other than his or her first name and surname be included in the Membership List, provided it is understood that it may be made available to the Executive for the purposes set forth in (a) and (b) above

(d) for such other purposes as may be approved by a member’s signed release from time to time.

Members Confirmation or Provision of Information and Consent:

Upon renewing membership in April of each year, every member shall confirm to the Executive member responsible for membership records of the accuracy of the information collected by the OBLBC pertaining to him or her. This information may be either written or oral. It shall, in either case, be recorded by the Executive member responsible. A consent form will be submitted annually as to the use of member’s name and phone number.

Any individuals joining the OBLBC other than in April of each year shall give the requisite information at the time of joining and shall confirm it in the April next following and thereafter in the manner above.

Security of Information:

Only the member of the Executive responsible for membership records may retain, maintain, update or change personal information provided by members. This member of the Executive shall ensure that it is not released to any person or persons except as permitted herein or as otherwise required by law.

Records may be retained in either written or electronic form or both and may be made available to those entitled to receive them in either form.

Any member misusing information may be subject to expulsion from the OBLBC under the terms of its constitution and bylaws.

Retention of Information:

OBLBC maintains information to preserve its history and the names of members in each year may be maintained, however, the remaining information shall be deleted from the records when a member leaves the club.

Processing of Access Requests, Inquiries and Complaints:

All requests for the changing, amendment or correction of personal information shall be made, in the first instance, to the member of the Executive responsible for membership records. Such requests may be in written, electronic or oral form. Upon receiving such requests, the records shall be changed as requested within a reasonable time.

Any inquiry as to the content of information shall also be directed to that member of the Executive responsible for Member Services.

If a member is not satisfied with the response to a request or inquiry made in accordance with this section, he or she may state their complaint in writing to the Executive Committee who shall then be responsible for the satisfactory handling of the matter.

Privacy Administrator:

An OBLBC Privacy Administrator shall be appointed by the Executive Committee. This Administrator shall be the person responsible for the compliance by the OBLBC with the provisions of the Personal Information Protection Act and the Regulations made from time to time.

The OBLBC’s Privacy Administrator shall be the Club Member Services Chair, provided that the Executive may designate some other person as Privacy Administrator in his or her place or stead. This Administrator shall be responsible to the Club for ensuring that the format of information collected and records maintained by the Club is adequate to enable it to meet its obligations under the Act.

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Personal Information Protection Background:

The Personal Information Protection Act (PIPA) of British Columbia came into effect on January 1, 2004. It is similar to legislation in several other Canadian provinces.

It applies to almost all private sector and any other non-government organizations.

The basic concept is to give individuals control over their personal information, the right to ensure that the information is correct and maintained updated and some control over the manner in which it is used. It also recognizes the need of the entities to which it applies to use the information collected for purposes, which are reasonable and appropriate for the carrying out of its purposes or objects.

“Organizations” as defined by the Act include an unincorporated association and a not for profit organization. Either of these descriptions can be, and are interpreted by the Office of the Privacy Commissioner, to include lawn bowling clubs and Associations.

The Privacy Commissioner is an independent official responsible to the Legislature for the administration of the Act and has the appropriate powers to enforce compliance with the legislation.

Each organization to which the Act applies is required to have an appropriate policy which is properly administered and about which members are informed. It also requires that an individual or individuals be designated who are responsible for compliance with the Act.

There are numerous other Act details involved, which are not appropriate to OBLBC Policy & Procedures.