Saint-Laurent Artists Association Privacy Policy
1. Purpose of the Policy
The purpose of this Privacy Policy is to meet the obligations set out in the Act respecting the protection of personal information in the private sector, particularly with regard to the collection, retention, use, communication and destruction of personal information.
2. Definitions
Personal information: any information that relates to a natural person and allows that person to be identified.
File: includes both paper and virtual files.
Privacy incident: consists of any access, use or communication of personal information that is not authorized by law, as well as the loss of personal information or any other breach of its protection.
3. Responsibility for application of the Policy
The President of the Saint-Laurent Artists Association is responsible for the protection of personal information held by the Saint-Laurent Artists Association. This person ensures compliance with and implementation of the Act and is responsible for processing requests for access to or correction of personal information. This person ensures that the policy is reviewed every 6 years.
The title and contact details of this person are published on the Association's website.
3.1 Delegation of authority
The Privacy Officer may delegate all or part of this function to another person. Such delegation shall be made by written agreement between the members of the Association's Board of Directors.
4. Collection of personal information
When the Saint-Laurent Artists Association creates a record on a subject, it collects only the personal information of the persons concerned by the record and necessary for the record.
The personal information of members or collaborators that may be collected is: first and last name, address, landline and/or cell phone number, e-mail address and web address or equivalent.
The Saint-Laurent Artists Association informs, in writing, the person concerned by the collection of personal information of the purpose of the record, the use that will be made of the information as well as the categories of persons who will have access to it within the Association and their rights of access or rectification.
5. Use of personal information
Personal information is collected primarily for the purpose of communicating with members and collaborators, and to ensure the Association's overall functions, in particular the smooth running of events.
The Saint-Laurent Artists Association limits access to the personal information it holds to those persons for whom it is necessary for the performance of their duties, i.e. members of the Saint-Laurent Artists' Association Board of Directors and other persons in the event of delegation of the file.
The Saint-Laurent Artists Association obtains the consent of the person concerned when it wishes to use personal information for purposes other than those for which it was collected.
6. Disclosure of personal information
The Saint-Laurent Artists Association:
- informs individuals of the names of third parties or categories of third parties to whom it discloses personal information in order to fulfill the purposes for which the personal information was collected.
- obtains the consent of the persons concerned for the communication of their personal information to third parties, except as provided for in the Act.
The Saint-Laurent Artists Association ensures that e-mails or other communications containing personal information are limited to authorized individuals and are sent to the appropriate recipients.
The use of the membership list for personal purposes or purposes other than those intended by the Association is not permitted. If a person has information to communicate to members, he or she may forward it to the Board of Directors, who will decide whether it is appropriate to do so. In this case, only the Board of Directors may pass on this information to members.
Our website may contain links to other websites. We are not responsible for their privacy practices.
7. Retention of Personal Information
The Saint-Laurent Artists Association:
- takes the security measures listed in this section to ensure the safekeeping of personal information.
- opens a separate file, paper and/or computer, for each subject handled.
- uses technologies that ensure the confidentiality and security of the personal information it holds, in keeping with the sensitivity of the information.
8. Destruction of personal information
The Saint-Laurent Artists Association destroys the personal information it holds in a secure manner as soon as the purpose for which it was collected has been fulfilled. Lists of members' personal information compiled annually will be destroyed no later than seven years after the list is published.
The Saint-Laurent Artists Association ensures that individuals who are no longer members of the Board of Directors no longer use personal information unless authorized by the Association.
Former members and others who have provided personal information to the Association may request that the Association securely destroy their personal information.
9. Privacy Incident
The Saint-Laurent Artists Association undertakes to promptly mitigate any breach of security relating to personal information in its possession as soon as it becomes aware of the breach.
If the breach presents a risk of serious harm, the Saint-Laurent Artists Association will inform the persons concerned and the Commission d'accès à l'information as soon as reasonably possible.
The Saint-Laurent Artists Association keeps a register of confidentiality incidents in accordance with the Act.
10. Rights of access and rectification
Any person for whom the Saint-Laurent Artists Association holds personal information:
- may ask the Association to confirm the existence of a file in which he or she is involved,
- may request that personal information concerning them be disclosed. The Saint-Laurent Artists Association may refuse on the grounds provided for by law.
- may ask the Association to correct inaccurate, incomplete or equivocal information or to delete information that is out of date or whose retention is no longer justified by the purpose of the file.
10.1 Procedure for requests for access or rectification
Requests for access or rectification must be made in writing or by e-mail to the person responsible for the protection of personal information.
The Saint-Laurent Artists Association must respond to a request for access or rectification within 30 days of receipt of the request. Failing to respond within 30 days of receipt of the request, the Saint-Laurent Artists Association shall be deemed to have refused to grant the request.
When the Saint-Laurent Artists Association refuses to grant a request, it will notify the person concerned of its decision in writing or by e-mail, giving reasons and informing the person concerned of his or her recourse.
11. Complaints
Any person may address a complaint concerning the collection, use, retention, communication or destruction of personal information by the Saint-Laurent Artists Association to the person responsible for the application of the Policy designated above.
12. Dissemination of the Policy
The Saint-Laurent Artists Association makes this Policy available on its website.
By using the Saint-Laurent Artists Association Web site, you agree to the terms of this Privacy Policy.
Adopted by the AASL Board of Directors on May 13, 2024
Presented and adopted at the AASL General meeting on September 16, 2024
