Personal Information Protection Policy
The BC Resources Coalition (BCRC) is committed to providing our membership with protection and security. As serving its purpose involves the collection, use and disclosure of some personal information about our membership, protecting their personal information is one of our highest priorities.
We will inform our members of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances in accordance with the British Columbia’s Personal Information Protection Act (PIPA).
This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our members’ personal information and allowing them to request access to, and correction of, their personal information.
Personal Information – is defined as information about an identifiable individual E.g., name, home address and phone number, email address. Personal information does not include contact information (described below).
Contact information – is defined as information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy or PIPA.
Privacy Officer – is the individual designated responsibility for ensuring that the BC Resources Coalition complies with this policy and PIPA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the member voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect member information that is necessary to fulfill the following purposes:
- To manage the affairs of the BC Resources Coalition Society;
- To contact, send information to and respond to members;
- To contact our members for fundraising;
- To ensure a high standard of service to our members;
- To meet Societies Act regulatory requirements;
- To collect and process membership fees and other payments;
- To maintain, retain and provide records as required by Societies Act.
- To facilitate advocacy in accordance with the BC Resources Coalition Society purpose, vision, and mission.
- To facilitate distribution of community security information.
Policy 2 – Consent
2.1 We will obtain members consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided by email, by delivery of written consent, by post or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the member voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a member is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, products, fundraising and the member does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), members can withhold or withdraw their consent for the BC Resources Coalition to use their personal information in certain ways. A member ‘s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the member in making the decision.
2.5 We may collect, use or disclose personal information without the member’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is permitted or required by law;
- In an emergency that threatens an individual's life, health, or personal security;
- When the personal information is available from a public source (e.g., a telephone directory);
- When we require legal advice from a lawyer;
- For the purposes of collecting a debt;
- To protect ourselves from fraud;
- To investigate an anticipated breach of an agreement or a contravention of law
Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose a member’s personal information where necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as:
- To manage the affairs of the society
3.2 We will not use or disclose member personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell member lists or personal information to other parties
Policy 4 – Retaining Personal Information
4.1 If we use personal information to make a decision that directly affects the member, we will retain that personal information for at least one year so that the member has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain member personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that member personal information is accurate and complete where it may be used to make a decision about the member or disclosed to another organization.
5.2 Members may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.
A request to correct personal information should be forwarded to the society Privacy Officer.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the member’s correction request in the file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of member personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 The following security measures will be followed to ensure that member personal information is appropriately protected: the use of locked filing cabinets, the use of user IDs, passwords, encryption, firewalls; restricting employee access to personal information as appropriate (i.e., only those that need to know will have access].
6.3 We will use appropriate security measures when destroying member personal information such as: shredding documents, deleting electronically stored information, when requested.
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing Member Access to Personal Information
7.1 Members have a right to access their personal information, subject to limited exceptions.
Some examples of exceptions that might apply include solicitor-client privilege, disclosure would reveal personal information about another individual, health and safety concerns. A full listing of the exceptions to access can be found in section 23 of PIPA.
7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. A request to access personal information should be forwarded to the Privacy Officer.
7.3 Upon request, we will also tell members how we use their personal information and to whom it has been disclosed if applicable.
7.4 We will make the requested information available within 30 business days or provide written notice of an extension where additional time is required to fulfill the request.
7.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the member of the cost and request further direction from the member on whether or not we should proceed with the request.
7.6 If a request is refused in full or in part, we will notify the member in writing, providing the reasons for refusal and the recourse available to the member.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual
8.1 The Privacy Officer is responsible for ensuring the BC Resources Coalition compliance with this policy and the Personal Information Protection Act.
8.2 Members should direct any complaints, concerns or questions regarding the BC Resources Coalition compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the member may also write to the Information and Privacy Commissioner of British Columbia.
Contact information for the BC Resources Coalition Privacy Officer: