The Ontario Orienteering Association is a provincially incorporated not-for-profit organization with a volunteer board of directors. the Adventure Runningcomplies with the Personal Information Protection and Electronic Documents Act (PIPEDA), a federally enacted act to protect personal information that is collected, used and disclosed. PIPEDA is based on ten (10) fundamental and internationally recognized principles.

1. Accountability: organizations are accountable for the personal information they collect, use, retain and disclose in the course of their commercial activities, including, but not limited to, the appointment of a Chief Privacy Officer;
2. Identifying Purposes: organizations are to explain the purposes for which the information is being used at the time of collection and can only be used for those purposes;
3. Consent: organizations must obtain an Individual’s express or implied consent when they collect, use, or disclose the individual’s personal information;
4. Limiting Collection: the collection of personal information must be limited to only the amount and type that is reasonably necessary for the identified purposes;
5. Limiting Use, Disclosure and Retention: personal information must be used for only the identified purposes, and must not be disclosed to third parties unless the Individual consents to the alternative use or disclosure;
6. Accuracy: organizations are required to keep personal information in active files accurate and up-to-date;
7. Safeguards: organizations are to use physical, organizational, and technological safeguards to protect personal information from unauthorized access or disclosure.
8. Openness: organizations must inform their clients and train their employees about their privacy policies and procedures;
9. Individual Access: an individual has a right to access personal information held by an organization and to challenge its accuracy if need be;
10. Provide Recourse:organizations are to inform clients and employees of how to bring a request for access, or complaint, to the Chief Privacy Officer, and respond promptly to a request or complaint by the individual.

• the Adventure Runningwill strive to adhere to the ten PIPEDA principles, above
  
  
• Our Privacy Policy applies to personal information about our members and participants that we collect, use or disclose in the course orienteering activities.
  
  
• Our Privacy Policy applies to the management of personal information in any form, whether written, oral or electronic.
  
  
• Our Privacy Policy does not impose any limits on our collection, use or disclosure of any of the following information -
  • an individuals name, address and telephone number that appears in a telephone directory that is available to the public, where the individual can refuse their information to appear in such a directory
  • other information about an individual that is publicly available or that is specified by regulation pursuant to PIPEDA.
    
    
• The application of our Privacy Policy is subject to the requirements and provisions of PIPEDA, the regulations enacted thereunder and any other applicable legislation, regulation, court order or other lawful authority.

The following identifies the guidelines for governing the collection and use of personal information by the Adventure Runningand how we conduct business with participants, members, volunteers, affiliated clubs, insurers, other orienteering jurisdictions and government jurisdictions.

1. Accountability

• Responsibility for compliance with the provisions of our Privacy Policy rests with our Privacy Officer, who can be reached by using the contact information the end of this Privacy Policy. Other individuals within our organization mat be delegated to act on behalf of our Privacy Officer or take responsibility for the day-to-day collection and processing of personal information.
  
  
• We will implement policies and procedures to give effect to our Privacy Policy, including -
  
  
  1. implementing procedures to protect personal information and to oversee our compliance Privacy Policy.
  2. developing information materials to explain our policies and procedures.
  3. training our volunteers, club membership administrators and event officials about our policies and procedures.
  4. establishing procedures to receive and respond to inquiries and complaints

2. Identifying Purposes for the Collection of Personal Information

• The Adventure Runningcollects information for the following reasons -
  
  
  • to identify participants of orienteering events sanctioned by the Ontario Orienteering Association.
  • to register individuals as members of the Adventure Runningand affiliated clubs
  • to communicate supplemental or urgent information with individuals who may have registered for events.
  • to distribute information in the form of regular newsletters of Orienteering Ontario or an affiliated club. Receiving this form of communication is optional.
  • as a requirement of our insurer to comply with potential audits
  • as a requirement of our standing as the Provincial Sport Representative for the Province of Ontario, in order to provide membership counts by age, sex or location.
    
    

3. Obtaining Consent for Collection, Use or Disclosure of Personal Information

• Consent is assumed by an individuals use of the online forms related to event or member registration. Use of personal information will be limited to the activities mentioned in Item 2, above.

4. Limiting Collection of Personal Information

• We will limit the collection of information to that which is requested through our event or member registration forms. Fields identified by red are required to facilitate the purposes detailed above (item 2). Fields not highlighted by red are included to enhance mechanisms for both urgent and normal communication.

5. Limiting Use, Disclosure and Retention of Personal Information

• The Adventure Runningwill not use or disclose personal information for purposes other than those for which it was collected (item 2, above), except with consent of the individual or as required by law.
  
  
• Information such as personal email IDs will not be shared with any other organization beyond the Adventure Runningand affiliated clubs without prior consent
  
  
• Personal information related to membership will be considered inactive if un-referenced for a period of five years. After this time, all associated membership data will be archived and made unavailable to our normal membership processes.

6. Accuracy of Personal Information

• For the purposes identified above (item 2), it is important that personal information be as accurate as possible. To facilitate this, there are two options available to update personal information -
  
  
  1. members may access and update their personal information by logging in using their Membership ID and Password.
  2. members may also contact their membership administrator to effect any change to personal information.

7. Security Safeguards

• The Adventure Runningwill take reasonable steps to protect personal information through security safeguards appropriate to the sensitivity of personal data. These include but are not limited to technology such as encryption of data streams.
  
  
• As a condition of access to personal information, all membership administrators and event officials must agree and sign the the Ontario Orienteering Association Confidentiality Agreement.

8. Openness Concerning Policies and Procedures

• The Adventure Runningwill make readily available to members, participants and affiliated clubs information about its policy and guidelines related to the management of personal information. This policy and related information is available at all times at the Adventure Runningweb site, www.orienteering.on.ca

9. Access to Personal Information

• Through the Online Membership System, members may enter, adjust or limit access to all aspects of personal information stored with the Ontario Orienteering Association. Access is available by logging in using the assigned unique membership identification and the associated password which was previously composed by the individual. A lost membership ID and password process is also available.

10.Challenging Compliance

• The Adventure Runningwill maintain procedures for addressing and responding to all inquiries or complaints from any member, participants or volunteer about our handling of personal information.
  
  
• The Adventure Runningwill inform our members, participants and volunteers and other stakeholders about the existence of these procedures as well as the availability of complaint procedures.
  
  
• Our Privacy Officer may seek external advice where appropriate before providing a final response to individual complaints.
  
  
• We will investigate all complaints concerning our compliance to our Privacy Policy. If a complaint is found to be justified, we will take appropriate measures to resolve the complaint, including, if necessary, amending our policies and procedures. An individual will be informed of the outcome of the investigation regard the complaint.