The Oakville Choral Society Inc. (“OC”) is committed to your privacy. We value the trust that the community has placed in us and we try our best to ensure that this trust will always be well founded, including trust in relation to the handling and management of personal information.
OC recognizes that information is precious, and our members and supporters trust us to treat their information with respect for their privacy and a commitment to protecting the confidentiality of data. It is essential that we protect the privacy of the personal information individuals may choose to share with us or that we may gather by other lawful means.
This policy applies to personal information, including the personal information of prospective, current and past donors, board members, volunteers, individuals who engage with us on community initiatives, and our staff.
Personal information refers to information about an identifiable individual. It may include details such as your name, contact details, donation information, and transaction records. It excludes certain business contact information, specifically name, title, business address or telephone number of an employee of an organization, when used for business purposes.
Activities and Operations
This policy applies to all activities and operations of OC, including communications by phone, our website, and events.
OC embraces the principles set out in the National Standard of Canada entitled Model Code for the Protection of Personal Information, CAN/CSA-Q830-96, and manages the collection, access, use, retention, disclosure and disposal of all personal information in keeping with these principles.
We collect, use or disclose your personal information with your permission, except where otherwise required or permitted by law. Your permission may be expressed (orally, electronically or in writing) or may be implied (by an action or inaction).
During your relationship with us, we may communicate with you using the contact information you have provided, to inform you about OC activities and topics that we think may be of interest and value to you.
To manage your privacy consent and communication preferences, you can reach us by phone, email, or postal mail. We will comply with your change or withdrawal, subject to legal, contractual or technical restrictions. For example, if you ask to not receive any mail from us, we take steps to suppress donation requests or general information, but we will still mail you a tax receipt for a donation.
Limiting Collection, Use and Disclosure
Personal information we collect will be limited to that required for the purposes identified by us. We use your information for the purposes identified to you as a member or affiliate with OC.
We do not sell your personal information and will not disclose it for any marketing purposes outside of OC’s.
We may release personal information to legal or regulatory authorities or law enforcement in cases of suspected or actual criminal activity or contravention of law, for the detection and prevention of fraud, or when required to satisfy the legal or regulatory requirements or governments, regulatory authorities, or their self-regulatory organizations, or to comply with a court order or for the protection of our assets. In all other situations, we will disclose your personal information only with your consent, or as otherwise required or permitted by law.
We maintain appropriate procedures to ensure that personal information in our possession is as accurate and up to date as is necessary for the purposes for which it is to be used. We rely on you to provide us with any changes to your personal information, and in particular to your contact information. Failure to notify us of changes to your personal information may negatively impact the way we communicate with you, transact with you, and/or fulfil our legal and regulatory obligations. If you believe any of the information which we have collected about you is incorrect or incomplete, you have the right to ask us to change it or delete it.
We keep your personal information in strict confidence. We maintain appropriate physical, technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification. Access to your personal information is restricted to OC employees and specific Board of Directors who need the information to fulfill the purpose for which the information was collected.
OC will protect your personal information by safeguards that are appropriate to the sensitivity of that information and the format of the information, whether electronic or physical. When it comes to the handling of electronic records for payment purposes, OC adheres to Payment Card Industry Data Security Standards (PCI DSS). You are also responsible for helping to protect the security of your personal information. For instance, safeguard any sensitive records you have in connection with OC, like donation information and transaction records.