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Last revised February 2021.
SCOPE OF THIS POLICY
This ensures that our users and members and anyone using our Wedsite is always made aware of the kind of information we collect online, the way we use it, and the choices we make available to them.
COLLECTING PERSONAL INFORMATION
“Personal information” means information about an identifiable individual, including, without limitation, an individual’s name, email, home address, phone number and employment information.
WCCHSE collects user and member personal information in the following circumstances: (a) when such personal information is provided to WCCHSE on a voluntary basis to become a member and access the members only portal; (b) registering or signing up for e-newsletters; (c) registering for conferences and events; and (d) contacting WCCHSE through email, telephone or other electronic means.
Unless the purposes for collecting personal information are obvious and the user or member voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
We will collect user and member personal information that is necessary to fulfill the following purposes: (a) to verify identity; (b) to open a member account; (c) to set out membership information; (d) to contact our members for conferences, events and WCCHSE announcements that may be of interest; (e) to meet regulatory requirements; (e) to conduct user and member surveys in order to enhance the provision of our services or Website; (f) to submit and share content to other members of the website through the members only portal; and (g) to submit and share content from other organizations if the message supports collaboration in health science education.
With respect to members of WCCHSE, their name and one piece of contact information may be shared with other members of WCCHSE for the purposes of the Societies Act of British Columbia. Such members can specify which piece of information they would like to have made available to other members (e.g. home phone, personal phone, personal email, work email or other) by submitting such request to firstname.lastname@example.org.
We will obtain user and member consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
Consent can be provided, or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the user or member voluntarily provides personal information for that purpose.
Consent may also be implied where a user or member is given notice and a reasonable opportunity to opt-out of his or her personal information being used, and the user or member does not opt-out.
The members only portal allows members to submit and/or publish their own content to other members of the Website. Such submissions will be associated with your full name, and any personal information that you choose to include in your submission will appear in the members’ only portal and may be viewed by other members. If you choose to include personal Information in a submission, you are deemed to consent to the public disclosure of the personal information you choose to submit in this manner. If you do not wish to publish your personal information in this manner, please do not include it in the submission you post.
USING AND DISCLOSING PERSONAL INFORMATION
We may collect, use or disclose personal information without the user or members knowledge or consent in the following limited circumstances: (a) when the collection, use or disclose of personal information is permitted or required by law; (b) when the personal information is available from a public source; (c) when we require legal advise from a lawyer; (d) to protect ourselves from fraud; (e) to investigate an anticipated breach of an agreement or a contravention of law; (f) identify, contact, or bring legal action against someone who may be violating an agreement they have with us; (g) to protect and defend the rights or property of WCCHSE; and (h) to act in urgent circumstances to protect the personal safety of users or members of WCCHSE, the Website, or the public.
STORAGE OF PERSONAL INFORMATION
WCCHSE shall keep personal information only as long as it remains necessary or relevant for the identified purposes or as required by law.
WCCHSE shall maintain reasonable and systematic controls, schedules and practices for information and records retention and destruction which apply to personal information that is no longer necessary or relevant for the identified purposes or required by law to be retained. Such information shall be destroyed, erased or made anonymous.
Your personal information is important to us. Personal information may only be accessed by WCCHSE directors through password protected members portal. Any personally identifiable data about the WCCHSE members or users is stored securely and used only for the purpose for which it is provided to us.
Notwithstanding the foregoing, you acknowledge that: (a) there are security and privacy limitations of the internet which are beyond the control of WCCHSE; (b) the security, integrity and privacy of any and all information (including personal information) and data exchanged between you and WCCHSE through the Website cannot be guaranteed; and (c) any such information, personal information, and/or data may be viewed or tampered with in transit by a third party. Therefore, we cannot guarantee or ensure the security of information you provide us.
QUESTIONS AND COMPLAINTS