Ringette Alberta’s commitment to privacy
Protecting your privacy and the confidentiality of your personal information is of the utmost importance to your Provincial Association. We are committed to provide you with the best customer service, which includes treating you fairly and with respect.
This Privacy Code informs you of our policy on privacy, and tells you about the ways we ensure that your privacy and the confidentiality of your information are protected. It is law as of January 1, 2004 for organizations such as Ringette Alberta to provide you with this policy and obtain your consent prior to using your personal information as described in this policy.
For more information on the Government of Canada's privacy legislation, PIPEDA (Personal Information Protection and Electronic Documents Act) go to the Privacy Commissioner's web site.
Our privacy policy
Our privacy policy applies to; Association Officers; Players; Team Staff; Officials and any other parties involved in the delivery of ringette in Alberta where it is necessary to obtain and manage their personal information. Our Privacy Policy consists of five key principles:
1. Collecting and using information
Either before or when we collect information about you, we will explain how we intend to use it. We will limit the information we collect to what we need for those purposes, and we will use it only for those purposes. We will obtain your consent if we wish to use your information for any other purpose.
2. Releasing information
We may provide your information to other persons:
Where we have your consent
Where the other parties are our partners who assist us in delivering services to you
Where we are required or permitted to do so by law
3. Protecting information
We will protect your information with appropriate safeguards and security measures. We will retain your information only for the time it is required for the purposes we explain.
4. Providing information access and accuracy
We will give you access to the information we retain about you. We will make every reasonable effort to keep your information accurate and up-to-date including allowing you password protected access to the on-line database which allows you to view the personal information we have for you.
5. Respecting and responding to your privacy concerns
In this Privacy Code, we will explain your options for refusing or withdrawing consent to the collection, use and release of your information, and we will record and respect your choices. We will investigate and respond to your concerns about any aspect of our handling of your information.
In this Privacy Code, we will explain how we fulfill each of these important principles.
Why we ask for your information
We ask you for information to establish and serve you as a member of your local ringette association, Ringette Alberta and Ringette Canada.
We obtain information about you directly from you or from your local association registrar. The information we ask for depends on your role in ringette: Association Officer; Player; Team Staff; Official. Regardless of your role, we need your name, address, phone number and e-mail address. This information allows us to communicate with you efficiently and enables us, in part, to deliver you the services for which you have become a member. Here is why we need some of the other information we ask you to provide.
Birth date
This helps us identify you and provides us with another means to ensure that you are not mistaken for another member as from time to time we do find multiple members with the same name. We also use your birthdate to determine your eligibility for play and from time to time access to other programs and services that may be of specific relevance to a particular age group. Finally, knowing the ages of our members allows us to generate demographic information to report to our government funders and attract sponsors.
Years of Experience
For players, we maintain a record of the number of years you have played ringette or hockey or a combination of the two. This information is collected to determine the tiering of teams.
Personal Health Number
A Personal Health Number (Alberta Health Care number as it is sometimes referred) is required for players only and is provided to your local ringette association. It is optional for other members but recommended for Team Staff and Officials. The rationale for collecting this information is so that it may be used as part of an emergency action plan each ringette team should have.
While it is not a requirement in Alberta to have a Personal Health Number to obtain emergency care, providing one at the time of an initial visit to an emergency room can make the administration of your health care billing more efficient for you and your health provider.
Emergency Contact
Like your Personal Health Number, an emergency contact is part of a proper risk management program that each team should have. Contacting a next of kin in the event of an emergency can expedite appropriate medical care.
Community League Name and Number
For players in the Edmonton Federation of Community Leagues Ringette Association (EFCLRA) only , the member is required to provide their Community League Name and Number. This is used to verify that the members are valid community league members and therefore eligible to register with the EFCLRA.
Certification Information
We obtain and record your certification number and status to determine your elegibility to participate as a member of a team staff or as an official.
Parents' Names
It is optional for youth players to include their parents' names with their personal information. This information is included on team contact lists produced by team managers and distributed to the members of teams.
When we release your information
We are not in the business of selling membership lists or information to others. However, we may release your information to outside parties in these and only these circumstances:
With your consent
We will disclose the personal information you provided to outside parties, other than those listed in "To activate the Ringette Delivery System" below, only after receiving your consent. If you do not consent, your information will not be released.
For servicing purposes
We give a limited amount of information, only as necessary for delivering services to you, without your consent, to our suppliers and agents; for example, names of players to be included on awards.
To activate the Ringette Delivery System
We will share your personal information, for the sole purpose of delivering services to you, within the ringette hierarchy which includes Ringette Canada, Ringette Alberta and your Local Ringette Association.
Also, from time to time we may send a text-based message containing information about ringette schools that are members of Ringette Alberta. We consider the programs these schools offer to be potential development opportunities and therefore consider it reasonable to facilitate communication between you and these schools. Under no circumstances will Ringette Alberta release your contact information to these schools. You retain the right to initiate contact with these schools. If you are contacted by a ringette school without requesting them to do so, the schools have obtained your name and contact information through other means.
When required or permitted by law
We must give information in response to a valid demand, search warrant or other legally valid enquiry or order. We may disclose information to help us collect a debt owed to us by you. We may also disclose information to an investigative body in the case of a breach of agreement or contravention of law.
How we protect your information
We will protect your information with appropriate safeguards and security measures.
We have thorough security standards to protect our systems and your information against unauthorized access and use.
For example, our on-line systems have been designed to ensure that your User Name and its associated Password are private and confidential. When you use your User Name and Password to access Ringette Alberta’s on-line registration system, it is encrypted during the transmission process.
For your protection, your Password is known only to you. Ringette Alberta’s employees nor any Ringette Alberta volunteer or local association volunteer has access to them and they will not ask you to reveal them.
Ringette Canada and the local Ringette Association, as part of our partnership with them, are bound to maintain your confidentiality and may not use the information for any unauthorized purpose.
When we provide information in response to a legal enquiry or order, we ensure that the order is valid and we disclose only the information that is legally required.
We retain your information only as long as it is required for the reasons it was collected. Also, we may need to retain your unique Identification Number, Name, Years of Experience and, in the case of Team Staff and Officials, certification information beyond the end of your relationship with us. This will be held until it can be reasonably concluded by Ringette Alberta that you do not intend to return to the sport and for so long as it is legally necessary for us to have sufficient information to respond to any issue that may arise at a later date.
Your right to access your information
We will give you access to the information we have about you.
Your User Name and Password provides you with access to the Ringette Alberta database and will allow you to view most of the information we have about you.
If you wish to inquire about other personal information, simply contact and forward a written request to the current Executive Director of Ringette Alberta at the Ringette Alberta office. We will advise you in advance if a minimal charge will be required for conducting the search, and we will respond to your request within 30 days.
Please note that we may not be able to provide information about you from our records which contains references to other persons which is subject to legal privilege, contains confidential information proprietary to Ringette Alberta, relates to an investigation of a breach of agreement or contravention of laws, or cannot be disclosed for other legal reasons.
If you have any questions regarding decisions made about you, we will tell you the reasons for those decisions.
Keeping your information accurate
We will make every reasonable effort to keep your information accurate and up-to-date.
Having accurate information about you enables us to give you the best possible service. Allowing us to share your information within the ringette hierarchy means an increased level of service to you.
You can help by keeping us informed of any changes, such as if you move or change telephone numbers. All updates or changes to your personal information held in Ringette Alberta’s membership database are your responsibility and may be access via the Association’s web site, www.ringettealberta.com and logging into the registration system using the User Name and Password provided to you.
If you find any errors in our information about you that you cannot change yourself using the on-line registration system, contact us and we will make the corrections immediately, and make sure they are conveyed to anyone we may have been misinformed. For information that remains in dispute, we will note your opinion in your records.
Respecting your preference
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. You may do so by contacting the Ringette Alberta office. Our staff will be pleased to explain your options and any consequences of refusing or withdrawing your consent, and record your choices.
If you don't want us to share information within the ringette hierarchy or contact you with periodic e-mails related to your involvement in ringette, you can tell us so at any time. You can choose, for instance, not to receive generic messages pertaining to your Provincial Association, the annual general meeting as an example, or to receive information only applicable to your role in ringette.
You can change your options at any time. You may refuse consent for us to include you in the periodic e-mail messages however this may prevent you from getting information you may consider valuable. Once you have accessed a program or service, you may not withdraw your consent to receive information related to this program or service as this is necessary to deliver it to you.
Addressing your concerns
If you have any questions, concerns or problems about privacy, confidentiality or how a request for information was handled, you can take the following actions. If you choose to mail, fax or email us, please include your full name, address and telephone number.
STEP 1
Contact the current Executive Director of Ringette Alberta in one of the following ways:
Telephone: 780-415-1750
Mail:
Ringette Alberta
11759 Groat Road
Edmonton, Alberta, T5M 3K6
Fax: 780-415-1749
Email: privacy@ringettealberta.com
STEP 2
Elevation to the Ringette Alberta Executive Committee
If you are not satisfied with the solution you receive from the Executive Director in Step 1, the Executive Director will forward your concern, including all relevant information to the Executive Committee of Ringette Alberta for consideration. If you prefer, you may forward all relevant information directly to the current President of the Association by:
Mail:
Ringette Alberta
11759 Groat Road
Edmonton, Alberta, T5M 3K6
Email: president@ringettealberta.com