Policy:

The Richmond Olympic Oval respects the rights of individuals to protect their personal information.

The Richmond Olympic Oval is committed to maintaining the accuracy, confidentiality and security of your personal information in accordance with the Freedom of information and Protection of Privacy Act. Part of that commitment is to explain what information may be collected and why, how it will be used, and who may have access to it.

Who Do We Collect Personal Information From?:

The Richmond Olympic Oval collects information from its members, potential members, independent contractors, volunteers and staff, as required by the Freedom of Information and Protection of Privacy Act of British Columbia.

What is Personal Information?:

Personal information is information about an identifiable individual.

Examples of personal information include, but are not limited to, name, address, gender, age, ID numbers, income, racial or ethnic origin, relationship status, employee files, payment or medical/health records, assessments or evaluations.

An individual's name does not need to be attached to the information in order for it to qualify as personal information.

Personal information does not include name, title, business address, or phone number of an employee of an organization.

The Purpose For Collecting Personal Information:

The Richmond Olympic Oval needs to collect, use and disclose some information about its members, participants, parents, staff and volunteers, in order to conduct its operations, and deliver our programs and services to the members we serve.    The purposes for collecting personal information are:

1. To establish and maintain responsible relationships with our members, participants, parents, staff and volunteers so we may provide you with the products and services that have been requested;
2. To manage, develop and enhance Richmond Olympic Oval operations, programs and services;
3. To process and collect fees for service (including memberships, program registrations, drop in fees, event admissions);
4. To assess participant needs through correspondence with our membership;
5. To determine program, service, employment or volunteer eligibility;
6. To provide safe and secure Richmond Olympic Oval environments (protect us against error, fraud, theft and damage to our goods and property);
7. To collect data for statistical purposes;
8. To better understand the changing needs of the members we serve so that we may better understand your requirements for our products and service and so may work to improve our products and services;
9. To communicate a range of programs, services, that benefit people we serve;
10. To meet legal, regulatory and contractual requirements.

The Richmond Olympic Oval shall indicate either orally, electronically or in writing, at or before the time personal information is collected, the purpose for which it is being collected, if requested by the individual.

Staff and volunteers collecting personal information shall use reasonable efforts to explain identified purposes, or refer the individual to a supervisor who shall explain the identified purposes for collecting personal information.

Unless required by law, staff and volunteers shall not use or disclose for any new purpose personal information that has been collected, without the consent of the individual. Staff shall advise their Supervisor/GM of a potential new identified purpose. Any new identified purpose must be approved by a Privacy Coordinator or General Manager, documented and consent obtained from individuals prior to Richmond Olympic Oval use or disclosure.

What Personal Information Do We Collect?:

We collect and maintain different types of personal information in respect of individuals with whom we interact. This includes:

• Name, address, telephone number, gender, age, e-mail address and photograph;
• Credit card or financial information such as your payment methods and preferences, and billing and credit history;
• Medical information/health history for assessment/evaluation purposes associated with program eligibility or program design.
• We may also collect market-related information, which may include personal information, concerning market trends and activities impacting our business. This information would be used for the purpose of market analysis and strategic planning.
• In the course of conducting business, the Richmond Olympic Oval may monitor the activities of individuals in respect of its operations and its property. For example the Richmond Olympic Oval is equipped with surveillance cameras. These cameras are positioned in high risk areas of the facility. Where in use these cameras are there for the protection of our customers, the facility and its employees, and to protect against theft, vandalism and damage to goods and property. Video recordings are routinely destroyed and not shared with third parties unless there is suspicion of crime, in which case they may be turned over to the police or other appropriate government agency or authority.
• Where permitted or required by applicable law or regulatory requirements we may collect information about you without your knowledge or consent.

Consent:

The knowledge and consent of an individual is required for the collection, use or disclosure of personal information, except where not required by law.

If we plan to use or disclose your personal information for a purpose not previously identified, we will endeavour to advise you of that purpose before such use or disclosure.

In general, the following actions by an individual constitute implied consent for the Richmond Olympic Oval to collect, use and disclose personal information for purposes identified to the individual:

o   Registration for Richmond Olympic Oval programs and services;

o   Acceptance of a volunteer position (Oval ambassador program, event volunteer).

We assume that, unless you advise us otherwise, by receiving a copy of this Privacy Policy or by continuing to deal with us, you have consented to the collection, use or disclosure of your personal information as explained in this Privacy Policy.

Individuals may at any time withdraw their consent to the Richmond Olympic Oval’s use or disclosure of their personal information, subject to certain service, legal or contractual restrictions. Individuals wishing to withdraw consent may contact the Richmond Olympic Oval for more information regarding the implications of withdrawing consent. All requests for withdrawal must be made in writing and addressed to our Privacy Officer at the address listed below:

Richmond Olympic Oval

6111 River Road

Richmond, BC

V7C 0A2

Exceptions:

• To a lawyer or other legal representative of the Richmond Olympic Oval, when legal advice is required by the organization;
• To collect a debt, or comply with a subpoena, warrant or other court order, or as may otherwise required by law;
• When the collection, use or disclosure of personal information is permitted or required by law;
• When personal information is available from a public source (i.e. a telephone directory);
• In an emergency that threatens an individual’s life, health, or personal security;
• To protect ourselves from fraud;
• To investigate an anticipated breach of an agreement or a contravention of law.

Keeping Your Information Safe:

The Richmond Oval shall protect personal information in their control against such risks as loss or theft, unauthorized access, disclosure, copying, use modification or destruction, through appropriate security safeguards (physical, technical and procedural that is appropriate to the sensitivity of the personal information in question).

Accuracy of Personal Information:

Since the Richmond Olympic Oval uses your personal information to keep you abreast of new programs, services or products and for emergency situations, we ask that any time your personal information changes that you contact us with your updated information.

Access to your personal information:

At anytime you can ask to see the personal information that we hold about you. This request must be made in writing to the Privacy Officer and you must be able to provide sufficient identification information to permit the Richmond Olympic Oval to account for the existence, use and disclosure of personal information, and authorize access to your file.

Website Disclaimer:

While an effort is made to post only accurate information, the Richmond Olympic Oval does not guarantee that the information posed is always current or correct. The Richmond Olympic Oval does not warrant or make any representations as to the quality, content, accuracy or completeness of the information, text, graphics, links and other items contained on its web pages.

On the website, there are links to other Internet sites. Such external Internet sites contain information created, published, maintained, or otherwise posted by institutions or organizations independent of the Richmond Olympic Oval. The Richmond Olympic Oval does not endorse, approve, certify, or control external Internet sites and does not guarantee the accuracy, completeness, efficiency, timeliness, or correctness of the information located at the sites.