| 5 | Personal information will only be collected by the OSA to meet and maintain the highest standard of organizing and programming. The OSA collects personal information from prospective members, members, athletes, coaches, referees, participants, managers, fans and volunteers for purposes that include, but are not limited to, the following: |
 | a) | Name, address, phone number, cell phone number, fax number and e-mail address for the purpose of emergency contacts, managing insurance claims and receiving communications from Ontario Soccer Association in regards to programs, events, and activities. |
| b) | NCCP number, education, resumes, fitness test results, and experience for database entry at the Coaching Association of Canada and to determine level of certification, coaching qualifications and coach selection. |
| c) | Credit card or chequing information for registration at programs, activities and events; travel administration and purchasing equipment, coaching manuals and other products. |
| d) | Date of birth, athlete history, birth certificate, citizenship and member club to determine eligibility, age group and appropriate level of play/competition. |
| e) | Résumé, length of service/participation, history, details of performance results, certifications, awards won and bio information for the purpose of award nominations, bio’s, published articles and media relations. |
| f) | Athlete information including height, weight, uniform size, shoe size, feedback from coaches and trainers, performance results for athlete registration forms, outfitting uniforms, media relations and various components of athlete and team selection. |
| g) | Video footage and photographs at competitions for the purpose of technical monitoring, coach/club review, officials training, educational purposes, sport promotion, media publications and posting on Ontario Soccer Association’s website, displays or posters. In some cases, videos from an event will be available for purchase. |
| h) | Banking information, social insurance number, criminal records check, resume and beneficiaries for Ontario Soccer Association’s payroll, honorariums, company insurance and health plan. |
| i) | Criminal records check and related personal reference information for the purpose of implementing Ontario Soccer Association’s volunteer screening program. |
| j) | Personal health information including provincial health card numbers, allergies, emergency contact, doctors’ notes and past medical history for use in the case of medical emergency or reports relating to medical or emergency issues. |
| k) | Marketing information including attitudinal and demographic data on individual members to determine membership demographic structure, and program wants and needs. |
| l) | Passport numbers and Aeroplan/frequent flyer numbers for the purposes of arranging travel. |
| m) | Club, Region and District contact information such as club name, web address, contact name, phone number and email address for the purpose of relaying and collecting information. Further, this information is used to direct the public to such club and provide easy access for club-to-club communication. |
| n) | Name and contact information of board members, volunteers and committee members for the purpose of communication within and between committees, volunteers and Board members. |
| o) | Discipline results and long term suspension list to notify Club, Regions and Districts of suspended members. |
| 6 | If a purpose has not been identified herein, the OSA will seek consent from individuals when personal information is used for a purpose not already consented to. This consent will be documented as to when and how it was received. |
| 7 | The OSA will obtain consent by lawful means from individuals at the time of collection, prior to the use or disclosure of the personal information. If the consent to the collection, use or disclosure was not obtained upon receipt of the information, consent will be obtained prior to the use or disclosure of that information. The OSA may collect personal information without consent where reasonable to do so and where permitted by law. |
| 8 | By providing personal information to the OSA, individuals are consenting to the use of the information for the purposes identified in this policy. |
| 9 | The OSA will not, as a condition of a product or service, require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the specified purpose. |
| 10 | An individual may withdraw consent to the collection, use or disclosure of personal information at any time, subject to legal or contractual restrictions, provided the individual gives one week’s notice of such withdrawal to the OSA. The Privacy Officer will advise the individual of the implications of such withdrawal. |
| 12 | Personal information will not be used or disclosed by the OSA for purposes other than those for which it was collected as described herein, except with the consent of the individual or as required by law. |
| 13 | Information disclosed to a third party with consent from the individual will be protected by a third party agreement to limit use and disclosure. |
| 14 | Personal information will be retained for certain periods of time in accordance with the following: |
| a) | Personal information including address, phone number, cell phone number, first language and fax number will be retained for a period of three years after an individual has left Ontario Soccer Association in the event that individual chooses to return to Ontario Soccer Association; |
| b) | Personal health information will be immediately destroyed in the event that the individual chooses to leave Ontario Soccer Association; |
| c) | Coaching information will be retained for a period of three years after an individual has left Ontario Soccer Association in the event that individual chooses to return to Ontario Soccer Association and to communicate programs and conference dates; |
| d) | Athlete information including name, hometown, school, height, weight, date of birth, uniform number, statistics and performance results will be retained indefinitely for media relations, fan information and historical purposes; |
| e) | Qualifications and certifications of coaches will be retained for a period of twenty years after a coach has left Ontario Soccer Association in the event that the individual requires confirmation of qualification and certifications; |
| f) | Employee information will be retained for a period of seven years in accordance with Canada Customs and Revenue Agency requirements; |
| g) | Marketing information will be immediately destroyed upon compilation and analysis of collected information; |
| h) | E-mail addresses will be retained for a period of 20 years in order to communicate with fans, athletes and members; |
| i) | Credit Card information will be destroyed immediately upon completion of a financial transaction; |
| j) | Personal health information of paralympic athletes will be retained for a period of three years after an individual has left the program in the event that the individual chooses to return to the program; |
| k) | Discipline and Incident Reports will be retained indefinitely for precedents; and |
| l) | As otherwise may be stipulated in federal or provincial legislation. |
| 15 | Personal information that is used to make a decision about an individual will be maintained for a minimum of one year of time to allow the individual access to the information after the decision has been made. |
| 16 | The OSA may disclose personal information to a government authority that has asserted its lawful authority to obtain the information or where the OSA has reasonable grounds to believe the information could be useful in the investigation of an unlawful activity, or to comply with a subpoena or warrant or an order made by the court or otherwise as permitted by applicable law. |
| 17 | Documents will be destroyed by way of shredding and electronic files will be deleted in their entirety. When hardware is discarded, the OSA will ensure that the hard drive is physically destroyed. |
| 19 | Personal information is protected by security safeguards appropriate to the sensitivity of the information against loss or theft, unauthorized access, disclosure, copying, use or modification. |
| 20 | Methods of protection and safeguards include, but are not limited to, locked filing cabinets, restricted access to offices, security clearances, need-to-know access and technological measures including the use of passwords, encryption and firewalls. |
| 21 | The following steps will be taken to ensure security: |
| a) | Paper information is either under supervision or secured in a locked or restricted area. |
| b) | Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers. |
| c) | Paper information is transmitted through sealed, addressed envelopes or in boxes by reputable courier/delivery companies. |
| d) | Electronic information is transmitted either through a direct line or is encrypted. |
| e) | Staff are trained to collect, use and disclose personal information only as necessary to fulfill their duties and in accordance with this policy. |
| f) | External consultants and agencies with access to personal information will provide the OSA with appropriate privacy assurances. |
| 22 | The OSA will publicize information about its policies and practices relating to the management of personal information. This information is available through the OSA’s web site or upon request by contacting the Privacy Officer. |
| 23 | The information available to the public includes: |
| a) | The name or title, address and telephone number of the OSA’s Privacy Officer. |
| b) | The forms that may be used to access personal information or change information. |
| c) | A description of the type of personal information held by the OSA, including a general statement of its approved uses. |
| d) | a copy of any brochures or other information that explain the organization’s policies, standards, or codes; and |
| e) | organizations such as Infinity Pro Sports, Canadian Interuniversity Sport and Canadian Centre for Ethics in Sport in which personal information is made available. |
| 24 | Upon written request, and with assistance from the OSA, an individual may be informed of the existence, use and disclosure of his or her personal information and will be given access to that information. As well, an individual is entitled to be informed of the source of the personal information along with an account of third parties to whom the information has been disclosed. |
| 25 | Requested information will be disclosed to the individual within 30 days of receipt of the written request at no cost to the individual, or at nominal costs relating to photocopying expenses, unless there are reasonable grounds to extend the time limit. |
| 26 | If personal information is inaccurate or incomplete, it will be amended as required. |
| 27 | An individual may be denied access to his or her personal information if: |
| a) | This information is prohibitively costly to provide; |
| b) | The information contains references to other individuals; |
| c) | The information cannot be disclosed for legal, security or commercial proprietary purposes; |
| d) | The information is subject to solicitor-client or litigation privilege. |
| 28 | Upon refusal, the OSA will inform the individual the reasons for the refusal and the associated provisions of PIPEDA. |
| 29 | An individual may challenge the OSA’s compliance with PIPEDA, by submitting a challenge in writing. |
| 30 | Upon receipt of a written complaint, the OSA will: |
| a) | Record the date the complaint is received; |
| b) | Notify the Privacy Officer who will serve in a neutral, unbiased capacity to resolve the complaint; |
| c) | Acknowledge receipt of the complaint by way of telephone conversation and clarify the nature of the complaint within three days of receipt of the complaint; |
| d) | Appoint an investigator using the OSA personnel or an independent investigator, who will have the skills necessary to conduct a fair and impartial investigation, and who will have unfettered access to all files and personnel, within ten days of receipt of the complaint. |
| e) | Upon completion of the investigation and within 25 days of receipt of the complaint, the investigator will submit a written report to the OSA. |
| f) | Notify the complainant of the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures, within 30 days of receipt of the complaint. |
| 31 | An individual may appeal a decision made by the OSA, in accordance with the OSA’s policies for appeals. |