OUR COMMITMENT TO PRIVACY
PERSONAL INFORMATION THE SOCIETY COLLECTS
Canadian privacy legislation defines "personal information" broadly as information about an identifiable individual or as information that allows an individual to be identified. For the purposes of this policy, personal information means information about an individual as defined from time to time in applicable privacy legislation. Generally speaking, personal information does not include what is considered business contact information: name, title or position, business address, telephone number, facsimile number or e-mail address.
The Society gathers and uses personal information for the following purposes:
- To process applications for membership
- To provide information (e.g. newsletters, important communications, etc.)
- To compile profiles on directors and members of committees
- For any other purpose to which consent is given
THE SOCIETY'S PRIVACY PRACTICES
The Society shall in all respects comply with applicable privacy legislation and its privacy practices are designed to achieve this. Therefore, in the course of collecting, using and storing personal information, the Society will ensure that:
- Consent to the collection, use, retention and disclosure of personal information must always exist. In obtaining consent, the purpose(s) for the collection, use, and/or disclosure will be obvious by the very nature of the transaction or, will be as described in this policy or will be stated either at the time or before the information is collected. Consent can be either express or implied and can be provided directly by the individual or by an authorized representative. Express consent can be given orally, electronically or in writing. Implied consent is consent that can be reasonably be inferred from an individual's action or inaction.
- Any further use of this information is subject to consent, and the Society routinely offers individuals the opportunity to opt not to have their information used for purposes beyond those for which it was explicitly collected.
- Information will be carefully protected from inappropriate or unauthorized use.
- Internally, access to personal information is based only on the need to deal with the information for the reason(s) for which it was collected.
- Personal information is stored in secured locations and on servers controlled by The Society or at the offices of our service providers. Specific safeguards (physical, organizational and technological) are in place to ensure that the information is not shared or disclosed more widely than is necessary to achieve the purpose(s) for which it was collected.
- Measures are taken to ensure that the integrity of this information is maintained.
- Personal information is retained only for as long as is necessary to fulfill the purpose(s) for which it was collected and to meet specific legal obligations. When personal information is no longer needed (relating to the reason(s) for which it was collected), it will be appropriately destroyed.
- Individuals have the right to access their personal information, which The Society has on file and to challenge its accuracy if necessary.
- From time to time, The Society may disclose information to:
- Service providers, including an organization or individual retained by The Society to perform functions on its behalf (e.g. data processing, office/professional services, document management, bulk mailings, etc.)
- Any third party or parties, where consent to such disclosure is provided or where disclosure is required or permitted by law.
- Where personal information is transferred outside service providers, all reasonable steps will be taken to ensure that any such provider has personal information procedures and policies in place that are at least comparable to those of The Society.
THE SOCIETY'S WEBSITE
The Canadian Society of Nephrology recognizes the importance of being able to reach our members in a timely fashion, using a variety of communication vehicles. We often communicate with our membership regarding the Canadian Society of Nephrology activities, as well during the annual dues process. As a result, we require current contact information and email addresses. Any personal information provided to us will remain confidential in accordance with the CSA Model Code. However, you can specify that such communication be sent to your business address if you do not wish to provide us with residential contact information. Your date of birth is collected to verify your identity to verify the senior category of membership. We may also use personal information for other purposes, for example, reviewing of demographic information and statistical analysis in order to develop services that are likely to be of interest to our members.
DISCLOSURE TO THIRD PARTIES
The Canadian Society of Nephrology may release limited data to third parties that organize approved Continuing Medical Education programs, to university department, or to members involved in research activities. Data released for this purpose includes names, business addresses and specialties, but does not include business phone/fax numbers, or email addresses. Our agreements with these organizations restrict use to the approved purposes. The Canadian Society of Nephrology does not sell or rent member information to telemarketers, mailing list brokers, or pharmaceutical or medical device companies.
Like other organizations, the Canadian Society of Nephrology does hire external companies to provide certain administrative services that require access to member information. These services include document management services, credit card payment processing, and mailing and distribution services. In addition, the Canadian Society of Nephrology shares statistics and non-personal information with the media other medical organizations, government agencies, and other third parties. This data does not allow anyone to identify member names or link to other personal information.
Finally, the Canadian Society of Nephrology may release personal information when we are required to do so by law, or in situations where we need to protect the Canadian Society of Nephrology rights or property. We reserve the right to contact the appropriate authorities at our discretion when activities appear to be illegal or inconsistent with our policies.
HOW DOES THE CANADIAN SOCIETY OF NEPHROLOGY OBTAIN YOUR CONSENT TO COLLECT PERSONAL INFORMATION?
The Canadian Society of Nephrology respects your right to privacy. For this reason, we obtain your consent whenever your personal information is collected. Depending on the nature of the information, your consent may be collected on a form, within a letter, orally, or in some instances, consent will be implied. You have the right to withhold your consent if you do not wish the Canadian Society of Nephrology to collect your personal information.
HOW DOES THE CANADIAN SOCIETY OF NEPHROLOGY PROTECT YOUR PERSONAL INFORMATION?
The Canadian Society of Nephrology is committed to ensuring the protection of your personal information. Security measures are in place to protect our officer, the computer systems, and your files from unauthorized access and use. The safeguards used vary, and depend on the sensitivity of the information being protected: that is, a higher level of protection is used to safeguard more sensitive information.
Physical measures include building alarm systems, perimeter fences and supervised or restricted access to the office. Organizational measures include security clearances and restricting access to data. Technological measures include passwords for all users in order to gain access to computers, separate passwords for access to the database, firewalls, and software programs that detect intrusion attempts and viruses.
ACCESS TO INFORMATION / INQUIRY / COMPLAINT PROCESS
Any person whose personal information is held by The Society has:
- the right to know of the existence of such personal information and to have access to that information to ensure that it is accurate, and
- the right to complain if that personal information is improperly collected, used, stored or disclosed.
The CSN Administrative Office administers this Policy and (with input from the Officers and/or Board), will deal with requests for access to information.
Request in writing can be sent to:
Canadian Society of Nephrology
Attn: Filomena Picciano
Director of Operations
P.O. Box 25255 RDP
Montreal, QC, H1E 7P9 Canada