personal information privacy policy

Women in Business Association Strathcona County (WIBA) is committed to safeguarding the personal information entrusted to us by our members. We manage your personal information in accordance with Alberta’s Personal Information Protection Act and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information.

This policy applies to WIBA and to any person providing services on our behalf.

What is personal information? Personal information means information about an identifiable

individual. This includes an individual’s name, company name, company address, home address and all other contact information.

We normally collect member personal information directly from our members. We inform our members, before or at the time of collecting personal information, of the purposes for which we are collecting the information. The only time we do not provide this notification is when a member volunteers information for an obvious purpose; for example: producing a credit card to pay a membership fee when the information is only to process the payment.

Consent. We ask for consent to collect, use, or disclose member personal information. We may assume your consent in cases where you volunteer information for an obvious purpose. We assume your consent to continue to use and, where applicable, disclose personal information that we have already collected for the purposes which the information was originally obtained. We ask for your express consent for specific purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use, or disclosure of certain personal information. Where express consent is required, WIBA will ask members to provide their consent in writing by signing a consent form.

We may collect, use, or disclose member personal information without consent only as authorized by law. For example: we may not request consent when the collection, use or disclosure is to determine suitability for an honour or award, or in an emergency that threatens life, health, or safety.

A member may withdraw consent to the use and disclosure of personal information at any time. We will respect your decision, but we may not be able to provide you with certain products and services if we do not have the necessary personal information.

How do we use and disclose personal information? We use and disclose member personal

information only for the purpose for which the information was collected. For example, we may use member contact information to deliver services. If we wish to use or disclose your personal information for any new business purpose, WIBA will ask for your written consent.

What is volunteer information? Volunteer information is personal information about a volunteer which is collected, used, or disclosed solely for the purposes of establishing, managing, or terminating a volunteer work relationship. We can collect, use, and disclose your volunteer information without your consent only for the purposes of establishing, managing or a volunteer relationship. We will provide current volunteers with prior written notice about what information we collect, use, or disclose and our purpose for doing so.

We will obtain your written consent to collect, use and disclose your personal information for purposes unrelated to the volunteer relationship.

What information do we provide for volunteer references? After your volunteer relationship with us ends, contact could come from other organizations asking WIBA to provide a reference for you. It is our policy not to disclose personal information about our volunteers to other organizations who request references without written consent. The personal information we normally provide in a reference includes:

● Confirmation that an individual was a volunteer, including the position, and date range of the

volunteer time.

● General information about an individual’s responsibilities and information about the

volunteer’s ability to perform those responsibilities and success in the volunteer relationship.

How do we safeguard personal information? We make every reasonable effort to ensure that

personal information is accurate and complete. We rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our organization. If you are aware of an error in our information about you, please let WIBA know, so we can correct it as soon as possible. We may ask for a written request for correction.

We protect personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure, or modification of personal information, as well as any unauthorized access to personal information. We use appropriate security measures when destroying personal information, including shredding

paper records, and permanently deleting electronic records. We retain personal information only as long as is reasonable to fulfill the purposes for which the information was collected or for legal or business purposes.

Access to records containing personal information Individuals have a right to access their own

personal information in a record that is in the custody or under the control of WIBA, subject to

exceptions. For example, organizations are required under the Personal Information Protection Act to refuse to provide access to information that would reveal personal information about another individual.

If we refuse a request in whole or in part, WIBA will provide the reasons for the refusal. In cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record. You may make a request for access to your personal information by writing to the Privacy Officer designated to ensure compliance with PIPA. You must provide sufficient information regarding your request to allow us to identify the information you are seeking. You may also request information about our use of your personal information and any disclosure of that information to people outside our organization. In addition, you may provide a written request for a correction of an error or omission in your personal information.

We will respond to your request within forty-five (45) calendar days unless an extension is requested and granted. WIBA may charge a reasonable fee to provide information, but not to make a correction. We do not charge fees when the request is for personal information regarding volunteers. We will advise you of any fees that may apply before beginning to process your request.

Website Cookies. Cookies help us provide you with a better website, by enabling us to monitor which pages or features you find useful and which you do not. A cookie is a small, encrypted text file stored on your computer or other device when a website loads onto your browser. Cookies “remember” your preferences but cannot access information on your device. Read more about cookies at All About Cookies, an external website.

Information Collected and Purpose for Using Cookies. We may use cookies to record anonymous, non-personal information about your visits to this website, to measure your interest and engagement, to help us continue to offer content that users find valuable. We make use of different third-party applications and services to enhance the experience of website visitors. These include social media platforms such as Facebook, Instagram, and LinkedIn (using sharing buttons). As a result, cookies may be set up by these third parties, and used by them to track your online activity. We have no direct control over the information collected by third-party application cookies. You have the option to turn off cookies when you log onto our website.

Website Links. WIBA’s website contains links to other websites. WIBA is not responsible for the content and privacy practices of other websites, and we encourage you to examine the privacy policy and disclaimer of each site and make your own decisions regarding the disclosure of your personal information to that site.

Use of Photos. WIBA frequently collects photos at our events and shares them on our website and social media for marketing purposes. If you do not want your image captured at our events, kindly disclose that to the photographer at the event. If you encounter any of your images that you would like to be removed from any of our marketing initiatives, please contact us at info@wibasc.ca and the image will be taken down as soon as possible.

Questions and complaints

If you have a question or concern about any collection, use or disclosure of personal information by WIBA, or about a request for access to your own personal information, please contact the Privacy Officer to ensure compliance with PIPA.

WIBA Privacy Officer - Sandra Nigro

c/o Nigro Manucci Barristers, Solicitors & Notaries Public

150 Broadway Crescent #100, Sherwood Park, AB T8H 0V3

Phone: 780.467.9559

Email: info@nigromanucci.ca

If you are not satisfied with the response you receive, you should contact the Information and Privacy Commissioner of Alberta:

Office of the Information and Privacy Commissioner of Alberta

Suite 2460, 801 - 6 Avenue, SW

Calgary, Alberta T2P 3W2

Phone: 403.297.2728 Toll Free: 1.888.878.4044

Email: generalinfo@oipc.ab.ca Website: www.oipc.ab.ca