British Columbia Snowmobile Federation
Privacy Policy

COMMITMENT TO PRIVACY

British Columbia Snowmobile Federation (the "BCSF") is committed to maintaining the security and privacy of your personal information that may be collected by BCSF through your use of www.bcsf.org (the “Website”), or collected by BCSF through your use of any of the British Columbia Snowmobile Club (the “Clubs”) websites affiliated with BCSF (together the Website and Clubs as the “Application”). This Policy documents our ongoing commitment to you and has been developed in compliance with the British Columbia Personal Information Protection Act ("PIPA").

SCOPE OF POLICY

In accordance with PIPA, this Policy addresses personal information about individuals to promote responsible and transparent practices in the management of said personal information. Commercial information may be subject to protection under other polices and practices and through contractual arrangements, including confidentiality agreements. This Policy does not impose any limits on the collection, use or disclosure of publicly available information recognized under PIPA.

ACCOUNTABILITY

The BCSF is accountable and responsible for personal information under its control. The BCSF has designated a Privacy Officer who is accountable for the BCSF’s compliance with this Policy.

The BCSF is not accountable or responsible for personal information in the control of individual Clubs.

The BCSF is not responsible for the privacy practices of any other sites linked to the Website and encourage you to read their privacy statements.

The BCSF will adopt procedures to protect personal information, receive and respond to complaints and inquiries, train staff regarding

privacy polices and procedures and communicate polices and procedures to you.

PURPOSE

The BCSF collects your personal information on the Application for the following purposes:

to provide services requested and to use and disclose the information for any purpose related to the provision of requested services;

to determine which services may meet your potential needs;

collect and process payments and complete transactions;

to communicate information about the BCSF and to provide your personal information to third parties providing a benefit to you, if you have provided such authorization under the Membership Terms and Conditions;

to protect the BCSF, yourself and others from fraud and error and to safeguard the interests of the BCSF;

enforce our Terms of Use and Membership Terms and Conditions;

to authenticate your identity; and

to comply with legal and regulatory requirements.

The purposes listed above are a reasonably necessary part of your relationship with the BCSF.

When your personal information is to be used for a purpose not previously identified, the new purpose will be disclosed to you prior to such use, and your consent will be sought unless the use is authorized or required by PIPA or other law.

CONSENT

The BCSF will obtain your consent to collect, use or disclose personal information except where the BCSF is authorized or required by PIPA or other law to do so without consent.

Your consent may be express or implied, or given through your authorized representative.

Consent may be provided orally, in writing, electronically, through inaction (such as when you fail to notify the BCSF that you do not wish your personal information collected/used/disclosed for optional purposes following reasonable notice to you) or otherwise. For example, oral consent could be expressed over the telephone at the time information is being collected; electronically when submitting an agreement, application form or other information; or in writing when signing an agreement or application form or other information.

You may withdraw your consent at any time, subject to legal or contractual restrictions, provided reasonable written notice of withdrawal of consent is given by you to the BCSF. Upon receipt of your written notice, the BCSF will inform you of the likely consequences of the withdrawal, which may include the inability of the BCSF to provide certain services for which the delivery of that information is a prerequisite.

While the BCSF may delete personal information collected via the Application, certain personal information may be stored by the Clubs as part of their records, and you will need to communicate directly with the Clubs regarding information held by them.

LIMITS ON COLLECTION OF PERSONAL INFORMATION

The BCSF will not collect personal information indiscriminately and will limit its collection of your personal information to what is reasonably necessary to provide a service and which is reasonably necessary for the purposes consented to by you. The BCSF may also collect information as authorized by PIPA or other law.

RETENTION OF PERSONAL INFORMATION

Your personal information will only be used or disclosed for the purposes set out above and as authorized by PIPA and other law.

The BCSF will keep personal information used to make a decision affecting an individual for at least one year after using it to make the decision.

The BCSF will destroy, erase or anonymise documents or other records containing personal information as soon as it is reasonable to assume that the original purpose is no longer being served by retention of the information and retention is no longer necessary for legal or business purposes.

The BCSF will take due care when destroying personal information so as to prevent unauthorized access to such information.

ACCURACY

The BCSF will make a reasonable effort to ensure that personal information it is using or disclosing is accurate and complete. The BCSF will rely on you to ensure that certain information, such as your street address, e-mail address or telephone number, is current, complete and accurate.

If you notify the BCSF of the inaccuracy or incompleteness of personal information, the BCSF will amend the information as required. If appropriate, the BCSF will send the amended information to third parties to whom the information has been disclosed.

When a challenge regarding the accuracy of personal information is not resolved to your satisfaction, the BCSF will annotate the personal information under its control with a note that a correction was requested but not made.

SAFEGUARDING PERSONAL INFORMATION

The BCSF protects the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks.

You should be aware that confidentiality and security are not assured when information is transmitted through e-mail or wireless communication. The BCSF will not be responsible for any loss or damage suffered as a result of a breach of security or confidentiality when information is transmitted by e-mail or wireless communication.

PROVIDING ACCESS

You have a right to access your personal information held by the BCSF.

Upon written request and authentication of identity, the BCSF will provide you with personal information under its control, information about the ways in which that information is being used and a description of the individuals and organizations to whom such information has been disclosed.

The BCSF may charge a reasonable fee for providing personal information in response to a PIPA access request and will provide an estimate of any such fee upon receiving a written access to personal information request. The BCSF may require a deposit for all or part of the fee.

The BCSF will make personal information available within 30 days or provide written notice where additional time is required to fulfill the request.

In some situations, the BCSF may not be able to provide access to certain personal information. The BCSF may also be prevented by law from providing access to certain personal information.

Where an access request is refused in whole or in part, the BCSF will notify you in writing, giving the reason for refusal and outlining further steps which are available to you.

CHANGES TO POLICY

To keep pace with economic and technological changes, the BCSF may revise this Policy from time to time. The revised Policy will be posted on our website, and will come into effect 30 days after it is posted.

COMPLAINTS

Any inquiry, complaint or question regarding this Privacy Policy must be directed in writing to the Company’s Privacy Officer.

Contact Information:

Name: Donegal Wilson

British Columbia Snowmobile Federation.

office@bcsf.org

DEFINITIONS

In this Policy:

The terms "BCSF” or "our" refer to the British Columbia Snowmobile Federation;

"collection" means the act of gathering, acquiring, or obtaining personal information from any source, including third parties, by any means;

"consent" means voluntary agreement to the collection, use and disclosure of personal information for specified purposes;

"disclosure" means making personal information available to a third party;

"personal information" means information about an identifiable individual but does not include his or her business contact information. Personal information does not include (a) information concerning corporate or commercial entities or (b) publicly available information. It also does not include information that cannot be associated with a specific individual;

"PIPA" means the British Columbia Personal Information Protection Act, S.B.C. 2003, c.63, as amended;

"Privacy Officer" means an individual designated by the BCSF who is accountable for compliance with this Policy by the BCSF and whose contact particulars are set forth in this Policy;

"third party" means an individual or organization other than the BCSF and you;

"use" means the treatment and handling of personal information by and within the BCSF.

Version #001 (June 2022)

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