Privacy Statement
Privacy Statement 2021 printable
At Bryerswood Youth Camp Optimist Club (BYCOC) we are committed to protecting the privacy of our members, donors, and non-member participants, and support a general policy of openness about how we collect, use and disclose personal information.
The purpose of this Privacy Statement is to inform you about BYCOC’s practices relating to the collection, use and disclosure of personal information which may be collected by us through your filling out BYCOC forms or otherwise providing information in order to participate in BYCOC events, or through our website. By filling out the forms, either yourself or on behalf of your child or ward, by participating in our events, or by using our website, you consent to the collection, use and disclosure of your personal information (as defined below) and, if applicable, the personal information of your child or ward in accordance with the following terms and conditions.
This Privacy Statement also explains how you can contact us if you have a question about, want to make a change to or delete any personal information that BYCOC may be holding about you or, if applicable, your child or ward. We strongly recommend that you take the time to read this Privacy Statement and retain it for future reference.
Personal Information
For the purpose of this Privacy Statement, “personal information” means information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization.
What Personal Information We Collect
BYCOC collects personal information in order to screen applicants for membership and non-member participation, and in order to help effectively and safely provide activities and events for BYCOC members, donors and non-members. This information includes but is not limited to contact information (such as name, address, e-mail address and telephone numbers), age, skills and educational background, employment history, volunteer experience, proof of identity (such as a signature), police reference checks, references and information on medical conditions, allergies and medications.
How We Use Your Personal Information
Personal information that is collected by BYCOC or its representative is only used for BYCOC purposes. BYCOC uses your personal information to facilitate communication between members, donors, and non-member participants, to communicate with you through mailings, newsletters, announcements of upcoming events and opportunities, and in connection with fundraising requests. BYCOC uses your information about skills, employment and volunteer history in order to best employ your talents in the service of our organization. BYCOC uses health information in order to help ensure the proper response to any health situation that may arise during our activities or events.
Any questions about how BYCOC uses your personal information should be directed to info@bryerswood.com.
When We Disclose Your Personal Information
BYCOC does not disclose personal information to individuals, organizations or corporations outside of BYCOC at any time or for any reason, except with the consent of the individual member or as required or authorized by law.
BYCOC may share personal information with third parties engaged to assist us in providing services to you or to carry out one or more of the purposes described above. These service providers are prohibited from using such personal information for any purpose other than to provide this assistance and are required to protect personal information disclosed by BYCOC and to comply with the general privacy principles described in the Privacy Statement.
BYCOC reserves the right to disclose personal information to a third party if a law, regulation, search warrant, subpoena or court order legally requires or authorizes us to do so.
Knowledge and Consent
BYCOC collects personal information about you or, if applicable, your child or ward only when you voluntarily provide it. Typically, we will seek consent for the use or disclosure of such personal information at the time of collection. In certain circumstances, consent may be sought after the information has been collected but before use (for example, when we want to use information for a purpose not previously identified).
The form of consent that we seek, including whether it is express or implied, will largely depend on the sensitivity of the personal information and the reasonable expectations of the individual in the circumstances. When you fill out a BYCOC form, for instance, you imply that we may use that information for the purpose for which you filled out the form.
BYCOC keeps a record of members’ and participants’ history with the organization, including participation in BYCOC activities and events. By participating in BYCOC, you acknowledge that we may keep this record and consent to such retention, so that if your membership or participation becomes inactive and you later decide to rejoin, BYCOC will still have your previous membership or participation history on file. We will not use this information for any other purpose except with your consent.
You may withdraw consent at any time, subject to legal restrictions (such as information kept to protect BYCOC from liability) and reasonable notice. If you wish to withdraw your consent, please email info@bryerswood.com. We will inform you of the implications of withdrawing consent as appropriate.
BYCOC does not, as a condition of participation, require you to consent to the collection, use or disclosure of information beyond that required to fulfill the explicitly specified and legitimate purposes for which the information is being provided.
Collection, Use or Disclosure of the Personal Information of Youth Participants
BYCOC may periodically contact youth participants directly to ask for their ideas, opinions, and feedback and to provide information about upcoming events. If you do not wish for BYCOC to contact your child/ward you may withhold permission or retract it at any time. If you wish to retract permission please contact info@bryerswood.com.
BYCOC will not disclose personal information of youth participants without the express consent of a parent or guardian, except where required by law.
Collection and Use of Demographic Data
In keeping with our commitment to diversity and inclusivity, we deem demographic data collection necessary in order to effectively identify and remove systemic barriers to full participation for all members, donors and non-member participants in BYCOC.
The information you provide in BYCOC surveys is of utmost importance as it helps BYCOC to better understand the demographics currently comprising BYCOC’s membership, donors and participants, to assess our diversity and inclusion efforts, and to make the necessary changes to ensure more inclusive cultures, programs, and practices that will be meaningful and relevant to all members, donors and youth.
The information you provide will be kept confidential and only used in aggregate form in accordance with the highest standard of human rights and privacy legislation. The data will be maintained in a secure information system.
Your participation in BYCOC surveys is voluntary.
How We Protect Your Personal Information
BYCOC makes all reasonable efforts to ensure that personal information collected from you is protected against loss and unauthorized access. This protection applies in relation to information stored in both electronic and hard copy form. Access to your personal information is restricted to selected members. In addition, BYCOC employs generally accepted information security techniques such as firewalls and access control procedures to protect personal information against loss and unauthorized access.
Retention of Your Personal Information
BYCOC retains your personal information for as long as necessary to fulfill the purpose for which it was collected. In some cases, it is necessary for BYCOC to retain personal information for longer, in order to protect BYCOC from liability in the event of a dispute. Unless you explicitly withdraw your consent, we will retain your name, membership and participation history beyond the end of your active membership and participation, so that we may archive your participation in the organization and retain this information for you should you decide to return at a later date. Any other personal information will be redacted or destroyed upon your membership or participation becoming inactive, or earlier if the information is no longer relevant to the purpose for which it was collected.
Changes to this Privacy Statement
BYCOC reserves the right to modify this Privacy Statement at any time. A current copy of the Privacy Statement can be obtained at any time by contacting: info@bryerswood.com.
Correcting or Updating Your Information
You can help us maintain the accuracy of your personal information, or the personal information of your child or ward, by notifying us of any changes to this information. You may contact BYCOC at info@bryerswood.com to update your information at any time.
Contacting Us
In the event that you have any questions about BYCOC’s Privacy Statement or if you have reason to believe that BYCOC may have failed to adhere to this Privacy Statement, you may contact info@bryerswood.com. If you no longer wish to receive email from BYCOC please send notification by email to info@bryerswood.com including the email address you do not want to be contacted at.
1733 South Malden Road, R.R. #1 Essex, ON N8M 2X5
TELEPHONE 519-776-6228