Policy on access to information and
protection of personal information
Context
Softball Québec offers services to numerous clients, particularly its different members and partners. To carry out its mission, the Corporation collects, produces and uses a lot of information, some of which may prove to be sensitive.
In the constantly evolving technological environment, the Corporation recognizes the important of ensuring the protection of personal information that members, staff, partners and donors trust them with.
Through this Policy, the Corporation commits to respect its legal obligations regarding the protection of personal information.
Commitment to protecting personal information
The Corporation commits to protecting the confidentiality of personal information of its members, its staff and all other people that participate in its activities or receive its services. The policy on personal information protection covers how to collect, use and disclose personal information.
This Policy may be modified at any time to ensure its relevance and compliance with technological changes, recognized practices and laws.
· Personal information is confidential and cannot be communicated without the consent of the person concerned, subject to the exceptions provided in the Personal Information Protection Act.
· The Corporation commits to take security measures to ensure the protection of personal information collected, used, communicated, stored or destroyed and which are reasonable taking into account, in particular, their sensitivity, the purpose of their use, their quantity, their distribution and their support.
· The Corporation must not collect personal information for purposes other than those necessary to carry out the mission of the Federation, to exercise its responsibilities and to implement a program which it manages.
· The Corporation must not use or consult personal information for purposes other than those for which it was collected.
· The Corporation must ensure that the personal information it retains is up to date, accurate and complete. Information about former members is not corrected and the Corporation cannot guarantee its accuracy.
Personal information
For the purposes of this Policy, personal information is that which allows us to distinguish, identify or contact a specific person. More particularly, the name, date of birth, residence address, telephone number, email address, sports information, medical and health information or interests of the person, information on credit cards (number, card type, expiration date) represent information that may be requested and used by the Corporation.
Personal information does not include the name, position, email address or business telephone number of an employee or company.
In the event that the Corporation is obliged to disclose information without the consent of the person concerned, it will not disclose any additional information than the circumstances require.
Consent
When a member consents, their contact information will be used by the Corporation for the sole purposes set out in this policy. If the member refuses to grant their consent, then the Corporation will only use their contact information for the sole purpose of communicating with them and must not disclose this information to anyone. In the event that a member does not indicate whether or not they consent, submitting this information constitutes their consent to the use of their personal information for this purpose. If a member wishes to withdraw their consent, the member must communicate their refusal in writing to the Corporation.
Retention of personal information
The Corporation retains personal information only for the necessary period of the reasons for its collection. This period may be extended after the termination of relations between the member and the Corporation, but will only last the time required for the Corporation to communicate with the member if necessary. When the Corporation no longer needs the member's personal information, it will be destroyed, deleted, erased or converted to an anonymous form.
Accountability
The Corporation is responsible for all personal information under its authority or control, including information that the Corporation may be required to share with a third party.
Responsibility for ensuring the protection of personal information under the control of the Corporation is entrusted to the general management of the Corporation. The general management may share this mandate with other members of its staff while remaining ultimately responsible for the protection of personal information entrusted to the Corporation.
Enforcement
This policy comes into affect on the day of its adoption by the board of directors of Softball Québec and has effect upon such adoption. The policy was adopted by the board of directors on April 3, 2023.