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Winter Hours (as of Nov. 1)
Office: Mon to Fri 10am-5pm
Bar:
    Wed & Fri: 4pm-Close
    Sat & Sun: 11am-7pm
Kitchen:
    Wed & Fri: 4pm-Close
    Sat: 12pm-7pm
    Sun: 1pm-7pm

Winter Hours (as of Jan. 1)
Office: Mon to Fri 10am-4pm
Bar:
    Wed & Fri: 4pm-Close
    Sun: 11am-7pm
Kitchen:
    Wed & Fri: 4pm-Close
    Sun: 1pm-7pm

Britannia Yacht Club
2777 Cassels Street
Ottawa, Ontario K2B 6N6
Phone: 613-828-5167
Fax: 613-828-5168
E-Mail: info@byc.ca

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Privacy Policy

This document was last updated on April 11, 2013

Britannia Yacht Club (BYC) Information Security and Privacy Policy

Purpose:

    To document the information security and privacy policy of BYC; and

    Make this policy available to all members, prospective members, volunteers, BYC Board Advisors, BYC Board of Directors and Committee members.

Definition of Personal Information

BYC adopts the definition of personal information as contained in the Ontario FIPPA as at June 22 2012, as detailed below: "personal information" means recorded information about an identifiable individual, including,

information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,

information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,

any identifying number, symbol or other particular assigned to the individual,

the address, telephone number, fingerprints or blood type of the individual,

the personal opinions or views of the individual except where they relate to another individual,

correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence,

the views or opinions of another individual about the individual, and

the individual's name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual; ("renseignements personnels")

The Ontario FIPPA legislation is publicly available through the Service Ontario’s web site at the following link: http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90f31_e.htm

Compliance with FIPPA

BYC, as a not for profit corporation without shares operating within Ontario, will follow the Ontario FIPPA legislation.

The Ontario FIPPA legislation is publicly available through the Service Ontario’s web site at the following link: http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90f31_e.htm

Identification of Personal Information Handled by BYC

Members

The name, marital status, age, contact information, and of all members in any combination, is personal information.

All members will have the option of remaining anonymous or providing BYC with permission to disclose their names and contact information as part of the Members Communication Program.

The name, marital status, age, contact information and correspondence of all members who wish to remain anonymous is personal information required to be kept private by BYC in accordance with this Information Security and Privacy Policy.

Handling of Personal Information

Members

The name, marital status, age, contact information and correspondence of all members will be retained in hard copy in the physical files of BYC.

Until a member provides a  request to not disclose their information, all member personal information shall be treated as available to other members.

The names of all members who wish to remain anonymous will be disclosed only to the select few BYC representatives on a need to know basis.

Personal information of members will only be entered into or maintained in electronic form on a secure computer and/or secure media.

    Exception to this policy is when a member chooses to use such electronic media to communicate with a BYC representative. In such a case, the BYC representative will inform the member that the form of communication is not secure and the member is accepting the responsibility and risk for the security and privacy of the form or communication. The following sentence must be included in any response to the member's electronic media communication. “The form of electronic communication you have chosen to use may not be secure or private. You are accepting the responsibility and risk for the security and privacy of this form of electronic communication. BYC does not accept any responsibility for breaches in security or privacy as a result of this mode of communication.”

Prospective Members

    The name, marital status, age and contact information of prospective may be retained in hard copy in the physical files of BYC.

    This information will be shared on a need to know basis.

    All prospective member names will be treated as anonymous members until such time as the prospective member provides their written permission to have their name disclosed as a prospective or actual member.

    Personnel will not leave any prospective member information unsecured.

    Personal information of prospective members will only be entered into or maintained in electronic form on a secure computer and/or secure media.

    Exception to this policy is when a prospective member chooses to use such electronic media to communicate with a BYC representative. In such a case, the BYC representative will inform the prospective member that the form of communication is not secure and the prospective member is accepting the responsibility and risk for the security and privacy of the form or communication. The following sentence must be included in any response to the prospective member’s electronic media communication. ““The form of electronic communication you have chosen to use may not be secure or private. You are accepting the responsibility and risk for the security and privacy of this form of electronic communication. BYC does not accept any responsibility for breaches in security or privacy as a result of this mode of communication.”

Records Management

Retention of personal information

    Personal information of members (including anonymous members and prospective members) will be retained for the periods defined by law.

    Personal information will be handled as stated in Section 5 above. Destruction of personal information

    Once personal information has passed the required retention period as stated in Section 5.1 above, such information will be destroyed securely by the appropriate means available at that time. Currently the appropriate means are shredding of such personal information under the control of a designated BYC representative.

    The BYC Secretary or his delegate will ensure such records are destroyed appropriately in a timely manner.

Personnel Security

Confidentiality Agreements

    All Directors, Advisors, Committee members and volunteers are required to sign the BYC Non Disclosure Agreement (NDA) prior to receiving information on members or prospective members.

    The NDA must contain an explicit reference to the BYC Information Security and Privacy Policy.

Training

    All BYC Board members and BYC Board Advisors will be provided with a copy of the BYC Information Security and Privacy Policy (or access to it via the BYC web site.)

    All BYC Committee members and all volunteers will be provided with a copy of the BYC Information Security and Privacy Policy (or access to it via the BYC web site.)

Physical Security

    All hard copy records of anonymous members that contain the private personal information of such member’s names will be stored in the offices of BYC.

    Access to these records will be restricted.

    All hard copy records of prospective members, that contain the personal information of such members, will be restricted on a need to know basis.

    All hard copy records of prospective members, that contain the personal information of such members, will be handled in accordance with Section 4.2 above.

System Security

    Personal information of members (prospective, anonymous and named) will be only be entered into or maintained in electronic form on a secure computer and/or secure media.

    Exception to this policy is when a member chooses to use such electronic media to communicate with a BYC representative. In such a case, the BYC representative will inform the member that the form of communication is not secure and member is accepting the responsibility for the security /privacy of the form or communication. BYC will provide a sentence to be included in response emails that states this policy (see section 5.1 and 5.2 above).

    All electronic records of members (prospective, anonymous and named), that contain the personal information of such members, will be restricted on a need to know basis.

Information Security and Privacy Policy Access

    The BYC Information Security and Privacy Policy will be available on the publicly accessible web site.

    The BYC Information Security and Privacy Policy will be available in hard copy accessible on site at the BYC head office on request.

Information Security and Privacy Policy Reviews

    An Information Security and Privacy Policy review will be completed by the Secretary of the Board or his/her designate as required to remain complaint with relevant FIPPA legislation.

    The Secretary will report to the Board on his/her review findings and provide recommendations on policy changes as may be deemed required.

    Changes to policy have to be approved by the Board.

 

Britann

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