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Frequently Asked Questions
QCK is committed to protecting member’s privacy and meeting all the requirements of the Federal, Personal Information Protection and Electronic Documents Act (PIPEDA), also known as Bill C-6. PIPEDA.
Personal Information is any information that can be used to distinguish, identify or contact a specific individual. It is information concerning personal demographics, training activities and progress, health status, membership activities and contributions, and any other services specifically provided.
· Name, primary address and phone number
· E-Mail address
· Birth date
· Level of education for the athlete
· Skill and ability level for the athlete
· Competition results
· Emergency contacts
· Parental / Guardian status and legal considerations
· Health conditions and health care history pertinent to gym activities
· Credit, debit card or other payment information for account and purchase history
· Volunteer preferences, member commitments and fundraising activities
· Assess training needs based on information collected.
· Develop training plans and adjust for health conditions.
· Share information with others involved in planning and providing training.
· Manage membership services relevant to needs.
· Plan volunteer activities and commitments.
The choice to share personal information is yours. However a decision to withhold information may limit abilities to provide services.
QCK will share / disclose information to meet athlete and members needs. There maybe a need to communicate with others to developing an appropriate training plan, deliver of training activities and provide member services. Consent signed at registration for QCK services allows QCK to share information with others on a need to know basis. The following are considered under the QCK sharing / disclosure as appropriate and needed:
· QCK Director of Operations
· QCK Coaches
· QCK Office Administration Staff (e.g. Office Manager, Office Accountant, Volunteer Coordinator)
· Health Care Professionals at time of emergency (e.g. physician, EMT, paramedics, emergency contact person)
· Designated family member
As needed is a Canadian Standards Association (CSA) privacy code principle that would see only the information needed give to those in order to perform their job duties. (e.g. Office Accountant does not need health history or status, Coaches do not need membership account status information)
Disclosure of personal information beyond the above would require QCK to ask for additional consent. If there is a desire to limit sharing of information a request can be recorded and will be respected.
· QCK will only send competition registration information specifically provided by athletes and members for the purposes of registering for that single event.
· QCK will not use previously collected information to be forwarded to other clubs unless specifically directed to do so by the athlete or members.
· Athlete information and training plans are routinely keep with their designated coach. Summary information is keep at the QCK office for administrative purposes. If a need arises that athlete information should not be kept with the coach, please advise the coach and they will retain all athlete information in a secure central location in the QCK office.
· Member information and services are only kept centrally.
· Athlete and member information are not taken off site except for data backups purposes.
· Athlete and member information contained centrally are stored in secured physical areas and/or in secure electronic files.
· Once athlete and members no longer require QCK services, personal information will be stored in the QCK office to satisfy legal and non-profit audit periods. Athlete progress records will be retained after the legal and non-profit audit periods but all other information will be purged.
· QCK follows detailed policies to ensure confidentiality, retention and destruction of all documents containing personal information.
· QCK takes reasonable steps to protect your personal information from loss, unauthorized access, destruction or alteration.
· QCK coaches and staff will make every effort to ensure that personal information is accurate, complete and up-to-date. If there are changes information please notify the appropriate QCK representative as soon as possible.
· If there is a need to review personal information, athlete or member services, QCK has procedure that outlines how access can be obtained
· Any information found to be inaccurate can be requested to be changed.
· All questions pertaining to personal information should be first directed to the appropriate coach or staff. If the coach or staff are not able to satisfy the request or if any thing is unclear please submit your request to the QCK Privacy Officer for further assistance.
· Requests submitted to the QCK Privacy Officer must be done in writing or through e-mail. The QCK Privacy Officer may take up to 30 days to respond to a request. The QCK Privacy Officer may request to validate the requesters right to the information either through personal identification, guardianship, or delegated authority. The QCK Privacy Officer may asses the request for cost implications and respond with a cost estimate for approval before information is gathered.
If you wish to obtain more information or speak to someone at QCK about privacy please contact the QCK Privacy Officer.
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