WCCHSE Privacy Policy 

Last revised February 2021.

Western Canada Collaborative of Health Sciences Educators Society (the “WCCHSE”) values privacy and is committed to protecting the privacy of its users and members. This webpage outlines the personal information we may collect and how this information is used (the “Privacy Policy”).

By using the WCCHSE website (www.wcchse.ca) (the “Website”) or submitting personal information, you indicate that you have read, fully understand and agree to be legally bound by the terms of the Privacy Policy. If you do not accept and agree to be legally bound by and comply with the Privacy Policy, do not use the Website or submit any personal information. We suggest you print a copy of the Privacy Policy for your records.

SCOPE OF THIS POLICY

This Privacy Policy applies to the privacy practices for the Website only. The Website contains links to other websites. Once you link to another website, you are subject to the privacy and security policies of the third-party website. WCCHSE encourages you to read the privacy policies of all websites you visit.

If any function or service of the Website requires you to provide payment information, including registering for a conference or education session, you will be directed to process your credit card payments through a third-party secure server website. When you are directed to the third-party secure server website, you will then be subject to the privacy policy of those websites. WCCHSE does not collect or retain your payment information directly.

AMENDMENTS TO THE PRIVACY POLICY

WCCHSE reserves the right, in its sole and absolute discretion, to change or modify all or a portion of the Privacy Policy at any time. Such changes, modifications, additions, or deletions shall be effective immediately upon notice thereof, which may be given by means including, but not limited to, posting on the Website and indicating at the top of this page the date the Privacy Policy was last revised, or by any other means by which you obtain notice thereof. Your continued access to and/or use of the Website after any such modification or changes constitutes your acceptance of, and agreement to be legally bound by, the Privacy Policy, as revised.  It is your sole responsibility to regularly check the Website to determine if there have been any changes to the Privacy Policy and to review such modification or changes.

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 contact@wcchse.ca.

CONSENT

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 will only use or disclose user or member personal information where necessary to fulfill the purposes identified within the Privacy Policy or the purposes identified at the time of collection.

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.

COOKIES

“Cookies” are small data files containing information to specify unique preferences and to provide personalized content. Cookies collect information such as your browser type, time and length of your visit and any personal information you agree to provide. Most browsers are initially set up to accept cookies, but visitors always have the option of disabling cookies and you can reset your browser to refuse all cookies or indicate when a cookie is being sent. However, if you refuse cookies, you may be limited in some areas of the website.

QUESTIONS AND COMPLAINTS

Users and members should direct any complaints, concerns or questions regarding the Privacy Policy or via email to contact@wcchse.ca. To opt-out of receiving communications, please provide your name, e-mail, postal address, and any other relevant information about your membership to the email address contained herein.