Description:
This Policy describes the way in which the Milton Soccer Academy collects, uses, retains, safeguards, discloses and disposes of the personal information of prospective members, and others including, players, parents, trainers, coaches, referees, managers, volunteers and employees.
Definitions:
Type of Personal Information: A participant’s name, gender, place of residence and date of birth. Historical information concerning past teams played for. A participant’s parents; name, address, telephone number(s), email addresses and fax, E-mail addresses for membership communication. Skill levels, ability, emergency contacts and health concerns, other registration information.
Acronyms: Milton Soccer Academy (MSA)
Purpose:
The Milton Soccer Academy has developed this Privacy Policy for implementation beginning March 1st, 2011. This Policy describes the way in which the Milton Soccer Academy collects, uses, retains, safeguards, discloses and disposes of the personal information of prospective members, and others including players, parents, trainers, coaches, referees, managers, volunteers and employees. This Policy describes the way that the Milton Soccer Academy will, subject to applicable legal requirements, adhere to all relevant federal and provincial legislative privacy requirements. The Policy describes each
principle and the method of implementing each. The Milton Soccer Academy will strive to meet or exceed federal and provincial legislative requirements and will ensure that it remains current with changing technologies and laws. The Milton Soccer Academy board of directors reserves the right in its sole discretion to make whatever changes to its Privacy Policy it deems necessary and expedient.
Procedure:
BACKGROUND
The Milton Soccer Academy provides players with the best possible environment to learn and improve their soccer skills and develop a lasting desire to play the game. To maintain the current programmes, information is collected by the Milton Soccer Academy, for the purposes of; registering players, coaches, referees and volunteers; facilitating emergency contacts; facilitating electronic updates/contacts.
1. Accountability
1.1 The Milton Soccer Academy shall designate a Privacy Officer who will report to the Board of Directors. They are jointly accountable for the compliance with this Policy. The Privacy Officer will be responsible for responding to access requests, corrections and complaints in accordance with this Policy.
1.2 The name(s) of the individual(s) listed as the Privacy Officer(s) for the Milton Soccer Academy shall be made available upon request.
1.3 The Milton Soccer Academy’s Privacy Officer will ensure that the Milton Soccer Academy is accountable for all personal information in its possession.
2. Identifying Purposes
2.1 The Milton Soccer Academy shall only collect information necessary to conduct Soccer
programming. Access to our Privacy Policies and procedures will be readily available.
2.2 The Milton Soccer Academy collects personal information for the purpose of providing Soccer programming, which endeavours to meet the individual needs of each participant.
2.3 The Milton Soccer Academy recognizes that Soccer is a physical sport and injuries are to a certain extent, inherent in the game. Medical records, medical history and medical forms of the individual may be of assistance in an emergency situation and as such may be requested. While participants are under no obligation whatsoever to supply this information and may refuse to do so without penalty, the Milton Soccer Academy will consider receipt of this information as consent for its subsequent use in an emergency medical situation.
2.4 The Milton Soccer Academy will request individual permission for the use of any data collected which is extraneous to that which has been identified below, unless said usage is authorized or required by law.
2.5 All information is kept for the duration of seven years or as long as required to fulfill the purposes identified, unless permission is obtained from the member providing the information to hold it for a different length of time.
2.7 Team coaches will receive the participants name, gender, date of birth, telephone number(s), parents/guardians name(s) and email address solely to be used for communication and management of the team.
2.8 All data collected by the Milton Soccer Academy shall be maintained in the Milton Soccer Academy’s office.
3. Consent
3.1 The Milton Soccer Academy will use the personal information for the uses specified in section 2.
3.2 If at any time you wish to withdraw your consent to the use of your information for any purpose, you may do so by contacting the Milton Soccer Academy’s Privacy Officer at any time, subject to legal or contractual restrictions and by providing reasonable written notice.
3.3 The Milton Soccer Academy may collect personal information without consent where reasonable to do so and where permitted by law.
4. Limiting Collection
4.1 The Milton Soccer Academy shall only collect personal information in a fair and lawful manner as set forth in this Privacy Policy.
4.2 The Milton Soccer Academy shall not indiscriminately collect information. The amount and type of information collected shall be limited to that which is required to fulfill its identified purposes.
4.3 The Milton Soccer Academy will not use any form of deception in gaining personal information from its members.
5. Limiting Use, Disclosure and Retention
5.1 The Milton Soccer Academy, and its Member, shall limit the use of personal information collected to purposes that are listed in Section 2.2 (Identifying Purposes) and 3.2 (Consent) and will not disclose the information for other purposes except as authorized or required by applicable law.
5.2 Team coaches will remove, return to Milton Soccer Academy or destroy any team lists or documentation containing personal participant information once the session or season has been completed.
5.3 The Milton Soccer Academy may disclose your personal information to a government authority that has asserted its lawful authority to obtain the information or where the association 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, person, or body with jurisdiction to compel the production of the information or otherwise as authorized or required by applicable law.
5.4 The Milton Soccer Academy shall retain documents concerning registration, performance activities, discipline, events and honours and awards received for specific periods of time dependant upon necessity or destroyed accordingly when it is deemed appropriate. More specifically:
– Registration data will be retained for a three-year period after an individual has left the Milton Soccer Academy programs in the event that an individual chooses to return to the Milton Soccer Academy’s programs after leaving.
– Parental/Family information will be maintained for a similar three-year period after a member has left our programs.
5.5 Other personal information will be retained by the Milton Soccer Academy for regulated timeframes as requested by legislation governing its operation and/or the information provided, after, which time (unless consent is given to keep information for a longer period) the information will be destroyed in a secure manner.
5.6 If there is no legislative requirements to retain other information it will be kept for a minimum of 24 months from the time it was provided.
6. Accuracy
6.1 The Milton Soccer Academy shall strive to ensure to the extent that it can, that the information entrusted to it is maintained in an accurate manner. The Milton Soccer Academy shall attempt to maintain the privacy interests of the individual and attempt to ensure that decisions are not made for or about an individual based on personal information that may be flawed.
6.2 The Milton Soccer Academy shall only update information if a request is made in writing.
7. Safeguards
7.1 Security safeguards will be implemented to ensure your personal information is protected from theft as well as unauthorized use or access, disclosure, copying, or modification thereof.
7.2 All information collected by the Milton Soccer Academy (as per 2.2) will be considered highly sensitive. As such, a high level of security will be practiced at all times.
7.3 Methods of protection and safeguards to be employed shall include but in no way be necessarily limited to locked files, offices and storage areas, and need to know access as well as technological measures such as passwords.
7.4 These measures will be subject to yearly reviews by the Milton Soccer Academy and its Privacy Officer(s) to ensure the best methods possible are being utilized to maximize effectiveness.
8. Openness
8.1 The Milton Soccer Academy publicly discloses the methods by which personal information is handled. This information is readily available through its Privacy Policy, on its website or upon request by contacting the Milton Soccer Academy Privacy Officer.
8.2 The information available includes:
– The name address and email address of the Milton Soccer Academy Privacy Officer.
– The forms (attached) to access your information or change your information.
– A description of the type of personal information and our general uses thereof (review chart in section 2.2 for more details).
8.3 If any participant shall have a question regarding the personal information collected, the investigation may be initiated to the Member Association Privacy Officer, then directly to the Milton Soccer Academy.
9. Individual Access
9.1 Upon request by the individual concerned, subject to applicable legislation, the Milton Soccer Academy shall disclose whether or not it actually holds personal information on an individual. The Milton Soccer Academy shall disclose the source of this information when requested and provide an account of third parties to whom the information may have been disclosed.
9.2 The Milton Soccer Academy may request sufficient information to confirm your identity before releasing any personal information to you.
9.3 Subject to applicable legislation, the Milton Soccer Academy shall endeavour to provide this information within 30 days of receipt of the request for information and only charge nominal fees for the purpose of satisfying its expenses incurred in the supply of requested information. This information shall be in format understandable to you.
9.4 A member may challenge the accuracy and completeness of the information through written request and any inaccurate information, which may be so validated, shall be corrected and any third parties shall be notified of the corrections as per 3.4 (Consent).
10. Challenging Compliance
10.1 Prospective members and staff may challenge the Milton Soccer Academy’s compliance with this Policy by contacting the Milton Soccer Academy’s Board of Director or/and Privacy Officer(s). Upon receipt of a complaint the Milton Soccer Academy shall make available the complaint procedures, which will be simple and easy to access.
10.2 The Milton Soccer Academy shall investigate all complaints received. If the complaint is deemed justified, the Milton Soccer Academy shall take the appropriate steps to ensure that compliance is achieved and will make any necessary changes to its policies to allow for compliance in the future.
10.3 All complaints shall be addressed to the Milton Soccer Academy’s Privacy Officer. Milton Soccer Academy’s policies and procedures must be adhered to in order to have the challenge dealt with in an appropriate and timely fashion.
11. Contacting Us
11.1 If you have any questions about this privacy policy, please contact the Milton Soccer Academy.
