Policy on Privacy of Personal Information
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.
Summary of PIPEDA Principles
- 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
- 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;
- Consent: organizations must obtain an Individualís express or implied
consent when they collect, use, or disclose the individualís personal information;
- Limiting Collection: the collection of personal information must be limited
to only the amount and type that is reasonably necessary for the identified
- 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;
- Accuracy: organizations are required to keep personal information in
active files accurate and up-to-date;
- Safeguards: organizations are to use physical, organizational, and
technological safeguards to protect personal information from unauthorized
access or disclosure.
- Openness: organizations must inform their clients and train their employees
about their privacy policies and procedures;
- Individual Access: an individual has a right to access personal information
held by an organization and to challenge its accuracy if need be;
- 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
that we collect, use or disclose in the course orienteering activities.
whether written, oral or electronic.
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.
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.
our Privacy Officer, who can be reached by using the contact information the end of this
behalf of our Privacy Officer or take responsibility for the day-to-day collection and
processing of personal information.
- implementing procedures to protect personal information and to oversee our compliance
- developing information materials to explain our policies and procedures.
- training our volunteers, club membership administrators and event officials about
our policies and procedures.
- 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
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
- 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 -
- members may access and update their personal information by logging in using their
Membership ID and Password.
- members may also contact their membership administrator to effect any change to
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
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,
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.
- 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
- Our Privacy Officer may seek external advice where appropriate before providing a final response
to individual complaints.
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.