Privacy Policy

AIR CADET LEAGUE OF CANADA PRIVACY POLICY

The Air Cadet League of Canada (collectively, “ACL” or “we” or “our”) is committed to respecting the personal privacy of website visitors, ACL members, volunteers, Air Cadets and others (“you”). The following statement summarizes how the ACL collects, uses, discloses and protects your personal information, the type of information the ACL collects, and its practices for collecting, using, maintaining, protecting and disclosing that information.

The ACL will only use your personal information in accordance with this Privacy Policy unless otherwise required by applicable law. The ACL takes steps to ensure that the personal information that it collects is accurate, relevant, not excessive, and used for limited purposes.

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

Defintions

“Personal information” means information about an identifiable individual but does not include business contact information.

“Business contact information” means information such as an individual’s name, title, business address, telephone number or email address that is collected, used, or disclosed solely for the purpose of communicating with that person in relation to their employment or profession.

Collection and Use of YOUR Personal Information

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. More specific uses will be set out in this Privacy Policy. Any additional questions about how the ACL uses personal information should be directed to the Executive Director via the Challenging Compliance section, below.

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 ACL will not use any form of deception to obtain personal information.

The ACL does not sell personal information that it collects.

The ACL will collect and use your personal information for different purposes depending on whether you are a: Website Visitor, ACL member, volunteer, or Air Cadet, as set out below.

Website Visitors

We collect and use several types of information from and about you, including:

• Personal information, which is usually collected through our online forms. You may also contact us through our Website with comments, questions and/or complaints, which may involve the collection and use of your name, email address and phone number to permit us to promptly answer your question or respond to your question/complaint. We may also retain this information to assist you in the future and to improve our customer service, product and service offerings, and events and promotions.
• Non-personal information, that does not directly or indirectly reveal your identity or directly relate to any identified individual, such as demographic information, or statistical or aggregated information. Statistical or aggregated data does not directly identify a person, but we may derive non-personal statistical or aggregated data from personal information. For example, we may aggregate personal information to calculate the percentage of users accessing a specific Website feature.
• Technical information, including your login information, audit and traceability logs which may include various information such as IP addresses, your browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, or information about your internet connection, the equipment you use to access our Website, and usage details.
• Non-personal details about your Website interactions, including the full Uniform Resources Locators (URLs), clickstream to, through and from our Website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.

ACL’s Websites may include links to third-party websites, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third-party to collect or share data about you. If you follow a link to a third-party website or engage a third-party plugin, please note that these third parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We do not control these third-party websites, and we encourage you to read the privacy policy of every website you visit.

Donors

In addition to the purposes set out above with respect to Website Visitors, the ACL only collects donors’ information for the purposes set out at the time of collection on the applicable online form.

Additionally, if you make a credit card payment through the ACL’s website, we request only the information reasonably needed by us to complete the processing of the transaction. For one-time payments, when you provide payment information, such as credit card numbers, credit card security codes, names on your credit cards and expiration dates, we transmit this data directly from you to the credit card processing company. The ACL only stores the credit card type, the last four digits of the credit card number and the expiration in the event an incorrect payment needs to be refunded.

ACL Members and Affiliates

The ACL maintains a database of your personal information which is used to maintain current contact information, emergency contact information, membership status and a history of your participation in the ACL, as applicable. Additional information on the uses of your personal information will be made clear to you at the time of collection.

Only ACL staff and members with a legitimate need to access this information have access to the database.

CONSENT

The ACL 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 ACL will consider 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 ACL may use the personal information for the purposes for which the form was filled out. Similarly, if you initiate communication with the ACL (for example, by sending the ACL an e-mail) and provide personal contact information, we will assume that we have your consent to use your personal contact information to respond to the communication.

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

Disclosure of personal information

Disclosure of personal information is made to the ACL and approved ACL authorities and contractors who require this information to perform their official roles in pursuit of the purposes of the ACL and in conjunction with the stated purpose. Disclosure of personal information is also made to the ACL’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 ACL does not share mailing lists.

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 ACL 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. Examples of the specific measures which the ACL has in place can be provided on request, subject to reasonable limits to ensure the effectiveness of the measures in question.

RETENTION of personal information

Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it, including the purposes of satisfying any legal, accounting, or reporting requirements.

ACL Volunteer Registration and Screening information will be maintained in a secure, restricted, database for the life of the organization, sufficient to demonstrate that the ACL 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 you will be maintained for a minimum of one year to allow you access to the information after the decision has been made. Personal information may be marked for a longer retention period where appropriate.

accessing and correcting your personal information

Upon submission of a written request you shall be informed of the existence, use and disclosure of your personal information and shall be given access to that information, to the extent that the ACL has retained that information.

Requested information will be disclosed to you within 30 days of receipt of the written request at no cost to you, 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.

Withdrawing your consent

You 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 ACL from liability), provided you give reasonable notice of such withdrawal to the ACL. The Executive Director will advise you of the implications of such withdrawal.

Changes to the Privacy Policy

The ACL reserves the right to change this Privacy Policy. Any changes to this Privacy Policy shall be posted on the website for public review.

CONTACT INFORMATION AND CHALLENGING COMPLIANCE

Questions, comments, or concerns regarding this Privacy Policy or its administration by the ACL may be directed to the Executive Director by calling 613-729-1941, or by writing to the Air Cadet League of Canada, POB 8758, Station T, Ottawa ON K1G 3J1. Queries may also be directed to the ACL by e-mail: execdir@aircadetleague.com

If you are not satisfied with the ACL’s response to a complaint or believe that the ACL is not operating in compliance with applicable privacy laws, you may submit a complaint to the applicable information and privacy commissioner.