Privacy Policy

Air Cadet League of Canada Privacy Policy

The Air Cadet League of Canada (League) is committed to respecting the personal privacy of website visitors, League members, Air Cadets and others. The following statement summarizes the privacy practices of the League, explaining why and how personal information is collected, how the League uses this information, and under what circumstances this information is disclosed.

Personal information means information about an identifiable individual, but does not include the name, title and business address or telephone number of an employee of an organization.

Elements of this policy which relate specifically to the website apply to the League website only. We are not responsible in any way for the practices of other websites which may be linked to the League’s website.

Accountability

The League has appointed a privacy officer who is responsible for the monitoring of information collection and data security, and ensuring that all staff members receive appropriate training on privacy issues and their related responsibilities. The Privacy Officer also handles personal information access requests and complaints.

Identifying Purposes

The League only collects the personal information necessary to support the Air Cadet program. For example, we collect personal information in order to screen prospective volunteers, to communicate with cadets, officers and volunteers regarding finances, honours and awards nominations and fundraising activities, and for the preparation and operation of cadet activities such as weekly parades, competitions and summer training.

The purposes for which personal information is collected will be identified at or before the time the information is collected.

Consent

The League collects personal information only when it is voluntarily provided to us. We will seek consent to the use or disclosure of personal information at the time of collection, prior to use or disclosure, when applicable.

In determining the form of consent to use, including whether it is express or implied, the League will take into account the sensitivity of the information and the reasonable expectations of the individual in the circumstances. For example, when an individual fills out a form, the individual implies that the League may use the personal information for the purposes for which the form was filled out.

The League will not require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the specified purpose.

An individual may withdraw consent to the collection, use or disclosure of personal information at any time, subject to legal or contractual restrictions (such as information kept to protect the League from liability), provided the individual gives reasonable notice of such withdrawal to the League. The Privacy Officer will advise the individual of the implications of such withdrawal.

Limiting Collection

Personal information is obtained by the League only when supplied voluntarily. In general, it will be obvious when the League is collecting personal information, because it will require filling out a form or otherwise initiating or maintaining communication and correspondence.

The collection of personal information shall be limited to that which is necessary for the purposes identified, and information shall be collected by fair and lawful means. The League will not use any form of deception to obtain personal information.

The League does not automatically gather personal information online. The website is accessed anonymously.

The League collects website visitor information obtained through the use of cookies in a non-identifying aggregate form for use to enhance website design and to share internally and with approved contractors for business discussions and decisions. This information remains confidential, and does not identify individuals. The League does not sell information obtained through the use of cookies or use it for any promotional or marketing purpose.

Limiting Use

By providing personal information to the League, individuals consent to the use of their personal information for the stated purpose. If an individual initiates communication with the League (for example, by sending the League an e-mail) and provides personal contact information, we will assume that we have the individual’s consent to use the personal contact information to respond to the communication.

Limiting Disclosure

Disclosure of personal information is made to the League, the Department of National Defence and approved League authorities and contactors who require this information to perform their official roles in pursuit of the purposes of the Air Cadet League of Canada and in conjunction with the stated purpose. Disclosure of personal information is also made to the OPC’s professional advisors.

In addition, if a donation is made, a mailing address is required by, and will be provided to, the Canada Revenue Agency (CRA) through inclusion on any issued tax receipt.

Personal information may also be disclosed to comply with a subpoena or warrant issued or an order made by a court, person or body with the jurisdiction to compel the production of information, or to comply with rules of court relating to the production of records, or if the information relates to an offence under National or Provincial laws that has been or is about to be committed, or to activities suspected of constituting threats to the security of Canada.

The League does not share mailing lists.

Limiting Retention

League Volunteer Registration and Screening information will be maintained in a secure, restricted, database for the life of the organization, sufficient to demonstrate that the League has met its Duty of Care to Air Cadets in regards to the responsible employment of volunteers working with youth.

Personal information that is used to make a decision about an individual will be maintained for a minimum of one year to allow the individual access to the information after the decision has been made.

Accuracy

Personal information will be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. Notification about changes to personal information, such as changes to telephone numbers and e-mail addresses may be required to maintain continued communication and record accuracy.

Safeguards

The League employs reasonable administrative and technical measures to ensure the security of personal information, including (but not limited to) policy training, restricted office access, locked cabinets, restricted file access, and passwords.

Openness

The League has designated a Privacy Officer who is accountable to the Board of Directors (BOG) for compliance with this Privacy Policy.

Individual Access

An individual, upon submission of a written request, shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information, to the extent that the League has retained that information.

Requested information will be disclosed to the individual within 30 days of receipt of the written request at no cost to the individual, or at nominal costs relating to photocopying expenses, unless there are reasonable grounds to extend the time limit.

If personal information is inaccurate or incomplete, it will be amended as required.

Challenging Compliance

Questions or comments regarding this policy or its administration by the League may be directed to the Executive Director by calling (613)-991-4349, or by writing to the Air Cadet League of Canada, 66 Lisgar Street, Ottawa, Ontario, K2P OC1. Queries may also be directed to the League by e-mail: webadmin@aircadetleague.com