Privacy Policy

Who we are

The University Club (the “Club”) is a private non-profit club, which has as its objects the promotion of friendship among its Members and the operation of facilities for their use and association. The Club’s Members value their privacy and the Club is committed to the protection of personal information concerning its Members. The Club uses such information only for its own administrative and committee purposes and to provide, when requested, contact information to other Members of the Club. The Club produces a membership roster (containing Members’ names, type of membership and admission date) that is made available to Members and to membership candidates. A Member may obtain contact information concerning another Member, for social purposes, by contacting the Club office.

The Club has adopted the following principles concerning privacy of Members’ confidential information:

Accountability

The General Manager is responsible for the Club’s compliance with this Policy. In addition to the matters set forth below, the General Manager’s responsibilities include:(a) implementing procedures to protect Members’ personal information; (b) establishing procedures to receive and respond to complaints and inquiries by Members or membership candidates; (c) training staff and communicating to staff information about the Club’s policies and practices; and (d) developing information to explain the Club’s policies and practices to Members and membership candidates.

Purpose of Collection

(a) The Club collects personal information from and concerning its Members for the purpose of (i) making decisions concerning the admission of membership candidates; (ii) administering to and communicating with its Members in order to carry out the objects of the Club; and (iii) archival and historical purposes. (b) The personal information collected by the Club includes: (i) information provided by third parties concerning membership candidates for the purposes of making decisions concerning admission; and (ii) information from membership candidates and Members. (c) When personal information is collected by the Club concerning Members or membership candidates, the purposes for which the information is collected shall be identified by the Club at or before the time the information is collected, and the information collected shall be only such as is necessary for the identified purposes. If personal information is to be used by the Club for a purpose not previously identified, the new purpose shall be documented prior to use and the consent of the Member or candidate will be obtained.

Consent

The Club shall obtain the consent of a Member or membership candidate concerning the collection, use or disclosure of personal information. The consent shall be requested on a membership application form and on any other document that is used for the purpose of collection of personal information.

Limiting Collection of Personal Information

The collection of information concerning Members or membership candidates shall be limited to the purposes set out in this policy.

Limited of Use, Disclosure and RetentionLimited of Use, Disclosure and Retention

(a) Members’ personal information shall only be used for the purposes set out in the policy, except with the consent of the Member or as required by law. (b) Information concerning a membership candidate, provided by third parties, shall be disclosed only to the Membership Committee, the Board of Directors and the Club staff responsible for membership matters. Following a decision of the Board or the Membership Committee concerning the admission of a member, the information obtained from third parties shall be retained in the Member’s file in a sealed envelope marked “Confidential Admissions Information”. (c) It is the policy of the Club to retain members’ files after their retirement for archival and historical purposes.

Accuracy

(a) Personal information concerning Members shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used and shall be updated from time to time as required. (b) Members may contact the Club administration during office hours to review their personal information (other than information provided by third parties for the purpose of making decisions concerning admission) and are encouraged to update their information on a periodic basis. Changes can also be effected by e-mail communication to the Club and through the Members’ section of the Club website.

Safeguards

Personal information concerning Members shall be protected against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. All employees of the Club involved in the use or management of personal information shall be made aware of the importance of maintaining the confidentiality of personal information.

Openness

The Club shall make available to Members information about its policies and practices relating to the management of Members’ personal information. This information shall include: (a) the name or title, and the address, of the person who is accountable for the Club’s policies and practices and to whom complaints or inquiries can be forwarded; (b) the means of gaining access to personal information held by the Club; (c) a description of the type of personal information held by the Club, including a general account of its use.

Individual Access

Upon request, a member shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to such information (other than information provided by third parties for the purpose of making decisions concerning admission). A Member shall be entitled to challenge the accuracy and completeness of the information and have it amended as appropriate.

Questions or Complaints

Questions or complaints concerning the Club’s privacy policy or concerning compliance with the above principles should be addressed in writing to the General Manager who shall investigate the matter and respond to the question or complaint within fifteen days. If the Member is not satisfied with the response, the matter shall be referred to the President and, if considered necessary, to the Board of Directors. If a complaint is found to be justified, the Club shall take appropriate measures, including, if necessary, amending its policies and practices.

Over-Riding Principle

The Club’s privacy policy is intended to reflect the principles set out in the National Standard of Canada Model Code for the Protection of Personal Information, CAN/CSA-Q830-96.