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ActivScout Sport Remittance Inc.

Personal Information Protection Policy.

At ActivScout Sport Remittance Inc. (or ActivScout as it will be referred to from here on out), we are committed to providing our users (consisting of Athletes, Coaches, Parents, and Community Administrators) with exceptional service.  As providing this service involves the collection, use and disclosure of some personal information about our users, protecting their personal information is one of our highest priorities.

While we have always respected our users privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA).  PIPA, which came into effect on January 1, 2004, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.

We will inform our users 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.

Scope of this Policy  

This Personal Information Protection Policy applies to ActivScout and service providers collecting, using or disclosing personal information on behalf of ActivScout.

Definitions

Personal Information –means information about an identifiable individual [including name, age, home address, email address, club or athletic association, phone number, certifications, coaching profile, skills and athletic profile, as well as a ranking information,]. Personal information does not include contact information (described below).

Contact information – means 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 – means the individual designated responsibility for ensuring that ActivScout complies with this policy and PIPA.

Policy 1 – Collecting Personal Information

  1. Unless the purposes for collecting personal information are obvious and the user 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.
  2. We will only collect user information that is necessary to fulfill the following purposes:
    • To verify identity;
    • To identify the category of different users and their association to other users;
    • To recognize the unique needs of individual users;
    • To open and manage a users profile in relation and workings of their club or community;
    • To provide quality referrals on requested products and services
    • To recognize age restrictive programming;
    • To qualify users for gender based programing;
    • To direct, community, club and instructor based information out to the appropriate recipients;
    • To ensure a high standard of service to our users;
    • To meet regulatory requirements;
    • To collect and process product or service payments;

Policy 2 – Consent

  1. We will obtain user consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
  2. Consent can be provided orally, in writing, electronically, through an authorized representative or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the user voluntarily provides personal information for that purpose.
  3. Consent may also be implied where a user is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, and the user does not opt-out.
  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), users can withhold or withdraw their consent for ActivScout to use their personal information in certain ways. A users 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 user in making the decision.
  5. We may collect, use or disclose personal information without the users 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;

Policy 3 – Using and Disclosing Personal Information

  1. We will only use or disclose users personal information where necessary to fulfill the purposes identified at the time of collection or, to contact our users directly about how our app works
  2. We will not use or disclose users personal information for any additional purpose unless we obtain consent to do so.
  3. We will not sell user lists or personal information to other parties.

Policy 4 – Retaining Personal Information

  1. If we use client personal information to make a decision that directly affects the user, we will retain that personal information for at least one year so that the user has a reasonable opportunity to request access to it.
  2. Subject to policy 4.1, we will retain user 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

  1. We will make reasonable efforts to ensure that user personal information is accurate and complete where it may be used to make a decision about the user or disclosed to another organization.
  2. Users 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.
  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 users correction request in the file.

Policy 6 – Securing Personal Information

  1. We are committed to ensuring the security of personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
  2. The following security measures will be followed to ensure that users personal information is appropriately protected: [Examples may include: the use of user IDs, passwords, encryption, firewalls; contractually requiring any service providers to provide comparable security measures].
  3. We will use appropriate security measures when destroying users personal information such as deleting electronically stored information.
  4. We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

Policy 7 – Providing User Access to Personal Information

  1. Users have a right to access their personal information, subject to limited exceptions.
  2. A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought
  3. Upon request, we will also tell users how we use their personal information and to whom it has been disclosed if applicable.
  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.
  5. A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the user of the cost and request further direction from the user on whether or not we should proceed with the request.
  6. If a request is refused in full or in part, we will notify the user in writing, providing the reasons for refusal and the recourse available to the user.

Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual

  1. The Privacy Officer is responsible for ensuring ActivScout’s compliance with this policy and the Personal Information Protection Act.
  2. Users should direct any complaints, concerns or questions regarding ActivScout’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the user may also write to the Information and Privacy Commissioner of British Columbia.

Contact information for ActivScout’s Privacy Officer: 1 (604) 902-2978

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