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CIS Privacy Policy
CIS Policies and Procedures
80 – Administration
Policy Number: 80.30
Name: Personal Information Protection Policy
Origin: Board of Directors
Approved: August 2004
Approval Process: Board of Directors
80.30.1 Commitment to Protecting Personal
Information
Canadian Interuniversity Sport is committed to protecting the
privacy of the student-athletes and others who participate in its
events and use its services. This Personal Information Protection
Policy (the “Policy”) describes the policies and
practices of Canadian Interuniversity Sport with respect to the
collection, use and disclosure of personal information. The Policy
may be updated from time to time, with updates approved by Canadian
Interuniversity Sport Board of Directors to reflect developments in
practices, new technology or the law. Updates will be made
available in the same ways as the Policy. Our collection, use and
disclosure of personal information will be governed by the version
of this Policy in effect at the time.
80.30.2 Personal Information
For the purposes of this Policy, personal information is any
information that can be used to distinguish, identify or contact a
specific individual. Personal information includes, for example,
name, date of birth, home address, telephone number, email address,
health and medical information, or interests of an individual.
Personal information does not include the name, position or
business address or telephone number of an employee of an
organization.
This Policy applies to personal information of student-athletes,
donors and other individuals who have expressed an interest in
Canadian Interuniversity Sport or have participated in an event
sponsored or organized by Canadian Interuniversity Sport. The
personal information that Canadian Interuniversity Sport generally
collects and uses includes: name, address, telephone number, e-mail
address, banking or credit card information (card number, type and
expiry date). From student-athletes, the Canadian Interuniversity
Sport also collects information related to the student-athlete's
involvement with Canadian Interuniversity Sport, such as their date
of birth, weight, height, citizenship, health and medical
information, academic information (including transcripts), athletic
history and the student-athlete's photograph.
80.30.3 Accountability
Canadian Interuniversity Sport is responsible for all personal
information under its custody or control, including information
that it may transfer to a third party for processing. The Director
of Finance and Administration of Canadian Interuniversity Sport has
been appointed as Privacy Officer for Canadian Interuniversity
Sport. The Privacy Officer may delegate day-to-day responsibility
for administration of this Policy to other employees but the
Privacy Officer remains accountable for Canadian Interuniversity
Sport's handling of personal information.
The Privacy Officer may be contacted at: 801 King Edward Avenue,
Ottawa, Ontario, K1N 6N5, 1-613-562-5670, ext. 24.
Canadian Interuniversity Sport is responsible for personal
information sent to third parties who provide services to Canadian
Interuniversity Sport. Canadian Interuniversity Sport requires any
such third parties to use the personal information only for the
purposes for which it is provided to them, and to protect the
privacy of the personal information in accordance with privacy laws
and in a manner that is consistent with this Policy.
Canadian Interuniversity Sport stores and processes personal
information in Ottawa, Canada.
80.30.4 Information Received from Other
Sources
Canadian Interuniversity Sport receives personal information from
Canadian Interuniversity Sport members who collect that information
from student-athletes who wish to participate in sporting events,
programs, meetings, conferences, workshops, seminars or other
events organized or sponsored by Canadian Interuniversity Sport
(hereinafter “Canadian Interuniversity Sport events”).
When Canadian Interuniversity Sport does so, we ask the
organization to provide only personal information of individuals
who have consented to the sharing of their information. If Canadian
Interuniversity Sport is contacting you based on information
received from a Canadian Interuniversity Sport member, we will ask
you whether you wish to receive further communications from
Canadian Interuniversity Sport and we will respect your wishes.
Canadian Interuniversity Sport will explain at that time the
consequences of declining to receive further communications.
80.30.5 PURPOSES FOR COLLECTING AND USING PERSONAL
INFORMATION
80.30.5.1 Student-athletes participating in Canadian
Interuniversity Sport events.
Canadian Interuniversity Sport collects and uses personal
information of student-athletes participating in Canadian
Interuniversity Sport sanctioned events for the following
purposes:
• to ensure compliance with Canadian Interuniversity Sport
regulations, including Canadian Interuniversity Sport Eligibility
and Drug Education & Control Regulations;
• to process registration with Canadian Interuniversity Sport
and for specific Canadian Interuniversity Sport sanctioned
Events;
• to carry out the organization and administration of Canadian
Interuniversity Sport Events;
• to advise student-athletes about Canadian Interuniversity
Sport Events and other events of reputable organizations that may
be of interest to them;
• to contact student-athletes for the purpose of conducting
surveys relating to the quality of Canadian Interuniversity Sport
Events;
• to honour student-athletes for athletic and academic
excellence through special awards and student-athlete profiles;
• to provide the names of attendees of Canadian
Interuniversity Sport Events to all organizations who participate
in a Canadian Interuniversity Sport event and to allow such
organizations to advise attendees of any side meetings, symposia or
other activities related to the event;
• to invite student-athletes to future Canadian
Interuniversity Sport Events that are likely to be of interest to
them.
80.30.5.2 Donations
Canadian Interuniversity Sport collects donations from individuals
who wish to support the organization. For the purpose of such
donations Canadian Interuniversity Sport collects the name, the
contact information and the credit card information of the donor.
This information is used only to process and administer donations
and issue tax receipts.
80.30.6 DISCLOSURE OF PERSONAL INFORMATION
80.30.6.1 Canadian Interuniversity Sport discloses personal
information of a student-athlete in the following
circumstances:
• To streamline the administration and registration process
for student-athletes wishing to participate in Canadian
Interuniversity Sport sanctioned Events, Canadian Interuniversity
Sport occasionally discloses personal information to its members
(e.g. the post-secondary institutions of learning attended by the
student-athlete) and to other athletic associations or
organizations that are involved in or associated with Canadian
Interuniversity Sport Events, such as the International University
Sports Federation. Once information has been passed to Canadian
Interuniversity Sport members (or to any other organization in
accordance with this Policy), it is no longer in the control of
Canadian Interuniversity Sport and becomes subject to the privacy
practices and procedures of the recipient organization.
• For the purposes of administering its Doping Control
Program, Canadian Interuniversity Sport discloses personal
information of student-athletes to the Canadian Centre for Ethics
in Sport. Student-athletes wishing to participate in Canadian
Interuniversity Sport sporting events or competitions cannot
withdraw their consent to such a disclosure. If a student-athlete
withdraws his or her consent to such a disclosure, Canadian
Interuniversity Sport cannot determine the student-athlete's
eligibility and therefore the student-athlete cannot participate in
the sporting event or competition.
• Canadian Interuniversity Sport occasionally discloses the
name, photograph, academic institution, program and year of study,
sport(s), athletic and academic accomplishments and interests, and
career information of student-athletes to the media and the general
public (via Canadian Interuniversity Sport' website and other
Canadian Interuniversity Sport publications) for the purpose of
honouring student-athletes for athletic and academic excellence
through awards and other honours. Such information is also made
available to the general public on Canadian Interuniversity Sport'
website under the section “Where are they now”, to
provide updated information on Canadian Interuniversity Sport
student-athletes.
• Personal information of student-athletes, such as their
name, address and telephone number may be disclosed from time to
time to persons and organizations involved in the recruitment and
drafting of athletes.
• Canadian Interuniversity Sport also occasionally discloses
personal information of student-athletes to other organizations or
companies that provide information or sponsor events likely to be
of interest to student-athletes.
• Canadian Interuniversity Sport publishes, for each Canadian
Interuniversity Sport sporting event, programs in which are listed
the names, sporting event, university, hometown, date of birth,
height, weight and other personal statistics of student-athletes,
as well as the date and time of the event in which he or she is
participating.
• Canadian Interuniversity Sport discloses personal
information of student- athletes and other individuals who have
expressed an interest in Canadian Interuniversity Sport or have
participated in an event sponsored or organized by Canadian
Interuniversity Sport to third party service providers who process
information on Canadian Interuniversity Sport' behalf. Canadian
Interuniversity Sport requires all such service providers to agree
to handle personal information in accordance with applicable
laws.
80.30.6.2 On Canadian Interuniversity Sport' Student-Athlete
Acknowledgement Form, student-athletes have the opportunity to opt
out of the disclosure and use of their personal information for the
purposes outlined above (except for the purpose of administering
the Canadian Interuniversity Sport Doping Control Program). In
addition, a student-athlete may withdraw consent at any time by
contacting the Canadian Interuniversity Sport' Privacy Officer.
Canadian Interuniversity Sport takes careful steps to ensure it
complies with individuals' wishes with respect to disclosure and
use of their personal information. Canadian Interuniversity Sport
will explain the consequences of withdrawing consent.
80.30.6.3 Other than as outlined here, and as permitted or required
by law, Canadian Interuniversity Sport does not disclose personal
information of student-athletes or of any other individual who has
expressed an interest in Canadian Interuniversity Sport or has
participated in an event sponsored or organized by Canadian
Interuniversity Sport, unless it has that person's consent.
80.30.7 CONSENT
Canadian Interuniversity Sport uses personal information only with
the consent of the individual, except as otherwise permitted or
required by law. When a student-athlete or other individual
registers for a Canadian Interuniversity Sport Event or otherwise
provides Canadian Interuniversity Sport with personal information,
the individual will be given an opportunity to opt out of receiving
further information from Canadian Interuniversity Sport or from any
third parties. In addition, an individual may withdraw his or her
consent to the use of personal information for any purpose at any
time by contacting Canadian Interuniversity Sport at the address
above. Canadian Interuniversity Sport will explain the consequences
of withdrawing consent.
80.30.8 WEBSITE
Canadian Interuniversity Sport provides information and some
services via its website (the “Site”). By using the
Site, users agree that information may be collected, used and
disclosed in accordance with this Policy.
80.30.8.1 Cookies
The Site uses cookies, which are small amounts of data that are
transferred to a user's browser. Cookies are used to customize the
site to an individual's interests or to retain personal
information, such as a password, for the next visit. A user can set
his or her browser not to accept cookies and still access the Site,
although as a result certain areas of the Site may be unavailable
or difficult to use.
80.30.8.2 Non-Personal Information
As is typical with many websites, the Site automatically collects
certain non-personal information regarding website users, such as
the date and time a user linked to the Site. The Site also collects
non-personal data which is used for system administration purposes
and to update the Site.
80.30.8.3 Forms, email, etc.
Individuals may provide Canadian Interuniversity Sport with
personal information when completing forms or contacting Canadian
Interuniversity Sport via email. Once Canadian Interuniversity
Sport receives such information via email or Canadian
Interuniversity Sport' website, the information is stored in a
secure environment. Users' personal information will not be used or
disclosed unless permitted by law or the user's consent
obtained.
80.30.8.4 Links
The Site contains links to other third party websites, such as
those of other sport associations and federations. These links are
provided for the convenience of users. Canadian Interuniversity
Sport has no responsibility or liability for or control over those
websites or their collection, use and disclosure of personal
information.
80.30.8.5 Third Party Ad Server
Canadian Interuniversity Sport uses a third party to serve the
advertisements that users see on the pages of its website. If users
would like to know more about the information gathering practices
and "opt-out" procedures of our third party ad server, please
consult the following website: www.doubleclick.net/privacy_ policy
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80.30.9 ACCURACY
Canadian Interuniversity Sport seeks to ensure that the personal
information it uses is accurate and up to date. Please assist us by
advising Canadian Interuniversity Sport' Privacy Officer of any
inaccuracies you notice so that we may make appropriate
corrections.
80.30.10 LIMITING RETENTION OF PERSONAL INFORMATION
Canadian Interuniversity Sport retains personal information as long
as it is needed for the purpose for which it was collected and in
order to meet legal and regulatory requirements.
80.30.11 SAFEGUARDS
Canadian Interuniversity Sport protects personal information
against such risks as loss or theft, unauthorized access,
disclosure, copying, modification and destruction by using
appropriate security measures. Canadian Interuniversity Sport's
employees with access to personal information are required to
respect the confidentiality of that information pursuant to their
employment agreement with Canadian Interuniversity Sport. Employees
also participate in privacy training. Canadian Interuniversity
Sport implements methods of protecting personal information that
include limiting access to the information, restricting access to
offices where information is held and technological measures such
as passwords.
80.30.12 ACCESS
An individual may request access to the personal information held
about him or her at any time by contacting the Privacy Officer at
1-613-562-5670, ext. 24. Canadian Interuniversity Sport will
endeavour to respond to any such request as quickly as possible
and, in any event, within the legally required time periods.
Subject to certain exceptions and limitations prescribed by law, an
individual will be given access to any personal information
Canadian Interuniversity Sport holds about the individual. Canadian
Interuniversity Sport will correct or amend personal information
that is shown to be incomplete or inaccurate.
Questions and Complaints
For further information about this Policy or the practices of CIS
related to personal information, or to make a complaint, please
contact CIS' Privacy Officer at 1-613-562-5670, ext. 24. CIS will
investigate all complaints and take appropriate action as a result
of such investigation.
