From
time to time, the Saskatchewan Middle Years Association (SMYA)
will gather, maintain, and use personal information about its
members. This policy outlines the steps that the SMYA will undertake
to safeguard the privacy of this information.
If
you have any questions about the SMYA Privacy Policy, please
contact Heather at heatherm@smya.ca
1.
Accountability:
a. The Executive shall appoint one of its members as the SMYA
Privacy Compliance Officer.
b. The Executive may appoint other members of the Executive
to be responsible for collecting personal information subject
to the terms set out in this policy.
c. Complaints and/or inquiries arising from the collection of
personal information shall be directed to the Privacy Compliance
Officer of the organization.
d. Personal information of the membership shall be shared with
and maintained by the Saskatchewan Teachers Federation for grant
purposes.
e. Personal information shall not be shared with any other third
parties.
2.
Purposes
a. Personal information will be used for communication purposes
only. These communication vehicles will include the SMYA Journal,
The President’s Newsletter, and periodic mail outs, which
may advise the membership of upcoming professional development
opportunities.
3.
Consent
a. Consent to gather personal information shall be obtained
annually from the membership at conference.
b. Registration forms for new or renewed memberships shall contain
a “Consent for Release of Personal Information”
section.
c. This policy shall be made available to all members.
d. Information collected by the SMYA may be disclosed to the
Saskatchewan Teachers’ Federation (STF) for grant purposes
and/or to the members of the SMYA Executive only.
4.
Limiting Collection
a. The information collected shall be limited to:
i. Name
ii. Address
iii. Postal Code
iv. Teaching Certificate Number
v. Telephone Number
b.
Name, Address, and Postal Code information are needed to send
communication to the member.
c. A teaching certificate number is required by the STF for grant
purposes.
d. Telephone numbers are required to communicate with members
quickly (i.e. in the event of a program cancellation).
5.
Limiting Use, Disclosure and Retention
a. Membership information shall be retained for as long as a
person is a member of the organization.
b. Lapsed membership information will be retained for a maximum
of one year.
c. Lapses information in electronic or “hard copy”
form shall be securely destroyed.
6.
Accuracy
a. Membership renewal information will be checked for accuracy
with the individual member.
b. Individual members of the SMYA shall be responsible for informing
the organization’s Privacy Compliance Officer with appropriate
updates to their personal information.
7.
Safeguards
a. All reasonable measures shall be taken to protect members’
personal information against loss or theft.
b. Access to electronically stored information shall be limited
to members of the organization’s Executive only.
c. Executive members shall annually be made aware of the need
to protect the privacy of members’ personal information.
d. This policy shall be reviewed annually.
8.
Openness
a. This policy shall be published on the organization’s
website.
b. This policy shall be published annually in the Association
journal.
9.
Individual Access
a. Upon a request by a member, the President shall confirm the
existence of a member’s personal information and shall
provide a copy of this policy to the member.
b. If a member deems her/his personal information to be inaccurate,
the member shall be given the opportunity to correct any inaccuracy.
10.
Challenging Compliance
a. Complaints and/or inquires regarding this policy shall be
directed to the Privacy Compliance Officer of the organization.
b. Upon receiving a complaint and/or inquiry, the Privacy Compliance
Officer shall attempt to resolve the issue as expeditiously
as possible.
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