The Human Resources Professionals Association Ottawa Chapter (HRPA Ottawa Chapter) has always been committed to the protection of the personal information of its members, partners and other stakeholders. On January 1, 2004, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) began to apply to provincially regulated organizations that collect, use and disclose personal information in the course of commercial activity. As such, the OHRPA has developed the following Privacy Policy in order to ensure compliance with PIPEDA, as well as to inform individuals of our continuing commitment to the protection of their personal information.
What is personal information?
Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form such as a person’s e-mail address, food allergies, credit card numbers, home addresses and so on. It does not include the name, title or business address or telephone number of an employee of an organization.
Who is responsible for protecting the personal information collected, used and disclosed by the HRPA Ottawa Chapter?
The President of the HRPA Ottawa Chapter is the Privacy Officer for the organization and is responsible for ensuring compliance with PIPEDA and with this Privacy Policy. Other individuals, such as members of the Board, Chairs of various Committees and the HRPA Ottawa Chapter Administrator may be delegated to act on behalf of the Privacy Officer or to take responsibility for occasional collection, use and disclosure of personal information.
Why does the HRPA Ottawa Chapter collect or use personal information?
The HRPA Ottawa Chapter is committed to providing its members with quality professional development opportunities, excellent networking events and up-to-date information in the field of Human Resources. In order to meet these goals, the OHRPA collects, uses and discloses personal information for the following purposes:
- To verify the identity of HRPA Ottawa Chapter members;
- To promote up-coming Human Resources related events and opportunities;
- To register members and non-members for HRPA Ottawa Chapter events;
- To ensure individuals’ food preferences and needs are met at HRPA Ottawa Chapter events;
- To promote member benefits;
- To provide Human Resources related information via e-mail and/or regular mail to HRPA Ottawa Chapter members and to non-members;
- To record members’ attendance at HRPA Ottawa Chapter professional development events in order to assist them in their CHRP recertification;
- To identify prospective HRPA Ottawa Chapter members within the Human Resource community;
- To promote our programs and services to prospective members;
- To provide “Job Corner” – a service that links employers with prospective employees within the Human Resources community;
- To announce the names of new members, as well as those members who have changed jobs, been transferred to the Ottawa Chapter, or have received the CHRP designation in the Chapter’s publication Up-Date.
Does the HRPA Ottawa Chapter disclose personal information?
Unless required to do so by law, the HRPA Ottawa Chapter does not currently disclose the personal information under its control to a third party. It does not trade, sell, barter, or give away its membership list to anyone. Should it be necessary in the future to make such a disclosure, the HRPA Ottawa Chapter will not do so without the express consent of the individuals involved.
How do individuals provide the HRPA Ottawa Chapter with their consent for the collection, use and disclosure of their personal information?
When members join the Human Resources Professionals Association of Ontario (HRPAO), they provide their personal information expressly through a registration process. At that time, they choose the HRPA Ottawa Chapter as their chapter within the organization. The OHRPA then has access only to the personal information provided by the member that is required to fulfill the purposes stated above. When the HRPA Ottawa Chapter holds events, personal information is also collected directly from those individuals who will be attending. Personal information about prospective members is collected from the individuals themselves when they attend HRPA Ottawa Chapter-partnered events as well as HRPA Ottawa Chapter events. These individuals will then be contacted to confirm that they wish to be added to the HRPA Ottawa Chapter mailing list in order to receive Human Resource related information and promotions.
Of course, consent can be withdrawn at any time by contacting the HRPA Ottawa Chapter Privacy Officer who will ensure that the individual’s personal information is no longer used or disclosed by the organization.
How much personal information does the HRPA Ottawa Chapter collect, use or disclose?
The HRPA Ottawa Chapter only collects, uses and discloses the personal information it requires in order to fulfill the purposes listed above, and no more.
How long does the HRPA Ottawa Chapter retain personal information?
The HRPA Ottawa Chapter only retains personal information for as long as is required to fulfill the purposes listed above. For example, a list of attendees at HRPA Ottawa Chapter professional development events is maintained for a period of three years in order to assist members in their CHRP recertification. Credit card information collected during registration for events is only kept for one month in order to process the transaction or to provide a refund if necessary. Members’ contact information is kept for the duration of their membership and is renewed once a year.
How accurate is the personal information collected, used and disclosed by the HRPA Ottawa Chapter?
The HRPA Ottawa Chapter ensures the personal information it collects, uses and discloses is as accurate and up-to-date as is required to fulfill the purposes listed above. If an individual’s personal information requires amendment, they need only contact the Administrator who will ensure that the correction is made.
How secure is the personal information stored at the HRPA Ottawa Chapter?
The HRPA Ottawa Chapter is committed to ensuring that personal information is protected from unauthorized access, unintended disclosures or theft. This protection is provided by firewalls in the computer system, passwords to protect databases, and locked filing cabinets. Only the Privacy Officer and delegated individuals have access to this information.
How can individuals learn more about HRPA Ottawa Chapter’s Privacy Policy?
Updated versions of this Privacy Policy will continue to be posted on the HRPA Ottawa Chapter Web site at http://www.hrpaottawa.ca/. This Policy is also available in hard-copy at the HRPA Ottawa Chapter office, a copy of which can be requested by contacting the HRPA Ottawa Chapter at:
HRPA, Ottawa Chapter
P.O. Box 315, Station Main
Stittsville, ON
K2S 1A4
Phone: (613) 224-6477
E-mail: infohr@hrpaottawa.ca
How can individuals access their personal information held by the HRPA Ottawa Chapter?
Individuals have a right to access their own personal information in the possession and control of the HRPA Ottawa Chapter. They also have a right to know if their information has been disclosed to any third parties. If individuals wish to access their personal information, they need only contact the HRPA Ottawa Chapter in writing at the above mailing or e-mail address. The HRPA Ottawa Chapter reserves the right to charge a reasonable fee for the copying of this information.
How can individuals relay their concerns about their personal information held by the HRPA Ottawa Chapter?
If individuals have a complaint related to the HRPA Ottawa Chapter Privacy Policy, they can contact the Privacy Officer using any of the above contact information. If the Privacy Officer is unable to resolve the concern, or if there are further complaints, individuals can contact the Privacy Commissioner of Canada at www.privcom.gc.ca or at:
112 Kent Street
Ottawa, ON
K1A 1H3
Tel: (613) 995-8210
Toll free: 1-800-282-1376
Fax: (613) 947-6850