Privacy Policy
Your privacy is important to the RA Centre. You have offered important personal information to us, and did this in the interest of serving you better. To uphold your trust we are also committed to privacy. We are dedicated to protecting the privacy and confidentiality of all your personal information. This is addressed in this privacy policy. Our policy complies with the Personal Information Protection and Electronic Documents Act.
The Privacy Policy explains our commitment to respect and protect your personal information.
This policy applies to all of the RA Centre’s, members, guests, employees, and affiliates.
Accountability
The RA Centre is responsible for your personal information that is recorded and filed on our premises. We have appointed Susie Farmer, Member Services Manager, as the Privacy Officer who is accountable for compliance to this Privacy Policy.
You can contact the RA’s Privacy Officer in the following methods:
By mail - RA Centre, c/o Privacy Officer, 2451 Riverside Drive, Ottawa, Ontario, K1H 7X7
By telephone - 613-733-5100, ext 228
By Facsimile - 613-736-6234, Attention: Privacy Officer
By email - sfarmer@RACentre.com
Purposes of Collection
We ask for your personal information as a tool to serve you better. Personal information can be used to identify and/or contact you as an individual. This includes such information as your name, date of birth, gender, place of employment, e-mail address, mailing address, telephone number, banking information, credit card number, etc. The information is collected directly from you and/or from a club executive/volunteer who you provided the information to. We collect information from: Members, Prospective Members, Business Meeting/Social Catering Clients, Employees, and affiliates.
The purposes for collecting personal information are outlined in the next paragraphs:
Information collected from Members
Name, address, phone numbers, email address, and emergency contact - required for general business use and identifications such as; inclusion in directories produced for specific RA Clubs; Club Executive use; league rosters and directories for our league sports; league communication; newsletters; program guide; member satisfaction surveys; and member renewal calls.
Birth date and gender, place of employment - Both age and gender demographics data is used to assist the RA with long term planning for both program and facilities. This personal information is not shared with the RA Clubs.
E-mail address - We have found that many members wish to have information sent to them electronically. This will become a more significant method for communication over the next few years and a choice for each of you. Some RA Clubs maintain email addresses and send newsletters to members electronically.
Information collected from Prospective Members
Name, address, phone numbers and e-mail address - We collect this information either through verbal communications or written correspondence with the potential members. With their consent, we can then contact them for consideration in joining our centre, or to forward interested individuals for an activity to current members within that activity, or to forward interested individuals for a league onto a team looking for players, or to enter interested individuals on a waiting list for programs that are at their capacity.
Information collected from Business Meeting/Social Catering Clients
Name, address, phone numbers, e-mail address - We collect this information for use with respect to the client’s event at RA facilities.
Web-site Privacy Concerns
When you visit the web site, navigate from page to page, view pages or download content onto your computer, we establish which pages are visited and what content is downloaded. None of this is associated with you as an individual, it is measured only in aggregate. We record the statistical information on the frequency of visitors to our web site, but no information about you in particular will be kept or used. This helps us to understand what type of information is most useful to you so that we can improve our site, and make it easier for you to access information.
When you request information through our web site or by e-mail, we learn your exact e-mail address and any information you have included in the e-mail. We use your e-mail address to acknowledge your comments and/or reply to your questions, and we will store your communication and our reply in case we correspond further. We may use your e-mail address to send you news and information about specific events that we believe may be of interest to you. If you don’t want us to contact you by e-mail with this information, you may tell us so at anytime. If you have asked us to put you on an e-mail mailing list to provide you with certain information on a regular basis, you may ask us to remove you from the list at any time.
Consent
Your knowledge and consent are required for the collection, use, or disclosure of your personal information. We only collect, use or disclose personal information for the purposes we believe you would consider appropriate under the circumstances. As a member, guest, business meeting/social catering client we will use your name and address for general mailing and renewal purposes. We believe you would also expect us to contact you to advise you of new and existing services and benefits that may be of interest to you. From time to time, we will inform you of such services and benefits via direct marketing. Direct marketing material is usually delivered to you by mail, telephone or electronic means.
Consent is obtained verbally or in written format where required.
Consent is implied in some circumstances:
An individual such as family members, guardian, or friends who registers other persons is deemed to have obtained consent from them, even though they may not be present during the registration process.
If you are an existing member, and you request changes to your membership, it is assumed that the consent which you gave to us when initially becoming a member remains in effect until you direct otherwise.
Third Party Disclosure
We do not sell or share member information to others. We only collect the information we need and only use it for the purposes explained to you above. When you apply for membership, class programs, etc., we indicate either verbally and/or on the receipt how we intend to use your information. Likewise, when a client signs a Business Meeting/Social Catering Contract, Recreation Facility Rental Contract, or other business contracts, we indicate either verbally or on the contract how we intend to use the information.
We retain your information only as long as it is required for the reasons it was collected. If there are legal requirements relating to the period of time which we must retain your personal information, we comply with those requirements. When your information is no longer needed for the purpose explained to you, we have procedures to destroy, delete, erase or convert it to an anonymous form.
Protecting Information
We use your personal information only for the purposes identified above and access to your personal information is limited to those employees of the RA Centre who are authorized to do so.
We protect your information with appropriate safeguards and security measures, by physical measures, organizational measures and technological measures.
Access to your file
You have a right to access the personal information which we have recorded. If you wish to access this information, you should contact our Membership Coordinator, the Recreation Supervisor responsible for your activity, or our Privacy Officer, who will be pleased to assist you.
Responding to your Privacy Concerns
If you contact us, we will explain your options of refusing or withdrawing consent to the collection, use or release of your information, and we will record and respect your choices. In most cases, you are free to refuse or withdraw your consent at any time by contacting our Privacy Officer.
If you have a complaint related to this Privacy Policy, or any of our procedures, please contact our Privacy Officer. We will respond to your request within 30 days. If your complaint is justified, we will take the steps necessary to resolve the issue, including amending our Policy and practices if necessary.
If we are not able to resolve your concerns, you may contact the Office of the Privacy Commissioner of Canada. Our Privacy Officer will provide you with this contact information upon request.
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