Privacy Policy
PREAMBLE
While this privacy policy primarily governs information within the scope of Navy League led programs and activities, certain interactions - particularly those involving the Royal Canadian Sea Cadets may also fall under the jurisdiction of the Canadian Armed Forces (CAF) and the Department of National Defence (DND).In such cases, we encourage individuals to review the official privacy policies and procedures of the CAF and DND, as those frameworks apply to the administration of the Sea Cadet Program and its associated data practices.
By participating in Navy League activities, you acknowledge and accept the principles set forth in this policy and understand that additional privacy policies may apply where CAF Partners are involved.
NAVY LEAGUE OF CANADA PRIVACY POLICY
The federal Personal Information Protection and Electronic Documents Act (PIPEDA) became law on January 1, 2004, and therefore, all organizations are regulated with respect to personal information collected from its constituents. The Navy League of Canada (referred to as "NLOC," "we," or "our") is dedicated to safeguarding the privacy of website visitors, NLOC Members, Volunteers, NL Officers, NL Cadets, and others ("you").By completing the forms, either for yourself or on behalf of your child/ward, participating in our events, or using our website, you agree to the collection, use, and disclosure of your personal information (as defined below) and, if applicable, the personal information of your child/ward, in accordance with the terms and conditions outlined here.
Under the law, the release of personal information for any other purpose requires the informed consent of the parent/caregiver for children under 13 years of age.
For additional information on protecting the privacy rights of young people you may consult the Office of the Privacy Commissioner of Canada bulletin, Protecting the privacy rights of young people – November 2023.
This Privacy Policy outlines how we, in the Navy League of Canada collect, use, disclose, and protect your personal information or, if applicable, that of your child/ward. It also explains the types of information we collect and our practices regarding the handling, storage, and sharing of that information. This policy and the practices outlined for the security of information apply at all levels of the organization including Branches, Corps, Divisions and National.
We will only use your personal information or, if applicable, your child/ward in accordance with this Privacy Policy, unless otherwise required by law. The NLOC takes measures to ensure that the personal information we collect is accurate, relevant, not excessive, and used solely for limited purposes.
The provisions of this policy related to the website apply only to the NLOC website. We are not responsible for the privacy practices of any external websites that may be linked from the NLOC website.
DEFINITIONS
“Personal information” means information about an identifiable individual but does not include business contact information. Thus, personal information includes your (or your child’s/ward’s) name, gender, address, phone number, email address, date of birth, credit card details or other financial information, health information, donation amounts and dates, volunteer information such as availability and areas of interest, history of involvement with the NLOC, and information required to maintain an employment relationship with the NLOC.“Business contact information” means information such as an individual’s name, title, business address, telephone number or email address that is collected, used, or disclosed solely for the purpose of communicating with that person in relation to their employment or profession.
COLLECTION AND USE OF YOUR PERSONAL INFORMATION
The NLOC collects personal information only when it is provided voluntarily. Typically, this will be clear, as it involves filling out a form or initiating/maintaining communication. Specific uses of personal information are detailed in this Privacy Policy. For further inquiries about how the NLOC uses personal information, please contact the Executive Director as outlined below.The collection of personal information is limited to what is necessary for the identified purposes and is done by fair and lawful means. The NLOC does not use deception to obtain personal information and does not sell the personal information it collects.
The NLOC collects and may use your personal information for various purposes, depending on whether you are a Website Visitor, NLOC member, volunteer, or NL Cadet, as outlined below. If you do not wish for NLOC to contact your child/ward, you may withhold permission or retract it at any time. If you wish to retract permission, please contact privacy@navyleague.ca.
WEBSITE VISITORS
We collect and use various types of information from and about the visitor, including:- Personal Information: Typically collected through our online forms. You may also contact us via our website with comments, questions, or complaints, which may involve collecting and using your name, email address, and phone number to promptly respond. We may retain this information to assist you in the future and to enhance our customer service, product offerings, events, and promotions.
- Non-Personal Information: This does not directly or indirectly reveal your identity or relate to any identified individual. It includes demographic information, statistical data, or aggregated information. For example, we may aggregate personal information to calculate the percentage of users accessing a specific website feature.
- Technical Information: Includes your login information, audit and traceability logs, such as IP addresses, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, or information about your internet connection, the equipment you use to access our website, and usage details.
- Non-Personal Details About Website Interactions: Includes full Uniform Resource Locators (URLs), clickstream data to, through, and from our website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.
HOW WE PROTECT YOUR PERSONAL INFORMATION
The NLOC makes all reasonable efforts to ensure that personal information collected from you is protected against loss and unauthorized access. This protection applies in relation to information stored in both electronic and hard copy form. Access to your personal information is restricted to selected members and employees. In addition, NLOC employs generally accepted information security techniques, such as firewalls, access control procedures to protect personal information against loss and unauthorized access.DONORS
In addition to the purposes outlined for Website Visitors, the NLOC collects donors' information solely for the purposes specified at the time of collection on the relevant online form.When you make a credit card payment through the NLOC’s website, we request only the information necessary to process the transaction. For one-time payments, the payment information you provide, such as credit card numbers, security codes, names on the credit cards, and expiration dates, is transmitted directly to the credit card processing company. The credit card information is not retained by the NLOC.
PERSONAL INFORMATION DATABASE
The NLOC maintains a database of personal information with respect to its members, volunteers and youth participants to keep current contact details (including name, address, e-mail address and telephone numbers), emergency contact information, membership status, and a record of your participation in the NLOC, as applicable. Additional uses of your personal information will be declared at the time of collection or prior to any disclosure.Access to this database is restricted to NLOC staff and members who have a legitimate need to access the information.
USE OF PHOTOS AND VIDEOS
Photos or videos of children may be taken during program activities. We will request written consent from parents or guardians before using any images or recordings for:- Program newsletters or reports
- Promotional materials
- Social media or website posts
CONSENT
The NLOC collects personal information only when it is voluntarily provided. We seek consent for the use or disclosure of personal information at the time of collection and before its use or disclosure, when applicable.In determining the form of consent, whether express or implied, the NLOC considers the sensitivity of the information and the reasonable expectations of the individual. For instance, when an individual fills out a form, it implies consent for the NLOC to use the personal information for the purposes specified in the form. Similarly, if you initiate communication with the NLOC (e.g., by sending an email) and provide personal contact information, we assume consent to use this information to respond to your communication.
The NLOC will not require consent for the collection, use, or disclosure of information beyond what is necessary to fulfill the specified purpose.
DISCLOSURE OF PERSONAL INFORMATION
Personal information is disclosed to the NLOC and approved NLOC authorities and contractors who need this information to perform their official roles in line with the NLOC's purposes.If a donation is made, a mailing address is required and will be provided to the Canada Revenue Agency (CRA) for inclusion on any issued tax receipt.
Personal information may also be disclosed to comply with a subpoena, warrant, or court order, or to comply with court rules regarding the production of records. Additionally, it may be disclosed if it relates to an offence under national or provincial laws that has been or is about to be committed, or to activities suspected of threatening Canada's security.
The NLOC does not share mailing lists.
ACCURACY
Personal information will be maintained as accurate, complete, and up-to-date as necessary for its intended purposes. You may need to notify us of changes to your personal information, such as telephone numbers and email addresses, to ensure continued communication and record accuracy.SAFEGUARDS
The NLOC employs reasonable administrative and technical measures to secure personal information. These measures include policy training, restricted office access, locked cabinets, restricted file access, and passwords. Specific examples of these measures can be provided upon request, subject to reasonable limits to ensure their effectiveness.RETENTION OF PERSONAL INFORMATION
Except as permitted or required by applicable law or regulation, we will retain your personal information (including information related to Royal Canadian Sea Cadets and CAF Members for the purposes of Honours, Awards and Scholarships) only as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.NLOC Volunteer Registration and Screening information will be kept in a secure, restricted database for the life of the organization. This ensures that the NLOC meets its Duty of Care to NL Cadets regarding the responsible employment of volunteers working with youth.
Personal information may be retained for a longer period where appropriate.
ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION
Upon submitting a written request, you will be informed about the existence, use, and disclosure of your personal information and given access to it, as long as the NLOC has retained that information.Requested information, if available, will be disclosed within 30 days of receiving the written request at no cost to you, or at nominal costs for photocopying expenses, unless there are reasonable grounds to extend the time limit.
If your personal information is inaccurate or incomplete, it will be amended as necessary.