Victoria Chapter - Canadian Federation of University Women

Privacy Policy for Members, Donors, and Others

Our commitment to Privacy

The Victoria Chapter-Canadian Federation of University Women (CFUW-Vic) is committed to maintaining the security, confidentiality, and privacy of your personal information.

Scope of Policy

This Policy applies to CFUW-Vic’s collection, use, and disclosure of personal information relating to its members, donors, and others. In accordance with the privacy legislation, this policy does not impose any limits on collection, use, or disclosure of the following information:

  • Business contact information
  • Publicly available information (such as information in telephone directories and public registries)

Accountability

CFUW-Vic is responsible and accountable for the personal information it has been permitted to possess and control. In order to ensure accountability, CFUW-Vic has developed this Privacy Policy.

Purposes, Collection and Use of information for Members, Donors and Others

CFUW-Vic collects personal information of members or prospective members, including:

  • Name, address, phone numbers, email, degree information including school and year of graduation, birth date, occupation or former occupation, interests
  • Information on involvement in CFUW-Vic governance and committees
  • Photographs at CFUW-Vic events

We collect this information for the following purposes:

a. To evaluate and process membership applications

b. To allow communication with members and facilitate communication among members

c. To provide services to members

d. To monitor, process and collect membership dues, event fees and other fees

e. To maintain information about skills, abilities, and interests of members

  1. To inform members, donors, and prospective members CFUW-Vic activities, programs, and services

f. To recognize member achievements and donor contributions among membership as well as publicly and to promote publicly the activities of CFUW-Vic

g. To archive the activities of CFUW-Vic and maintain records of CFUW-Vic’s history

h. To meet our legal and regulatory requirements (e.g. statutory filings)

CFUW-Vic will not disclose members’ private information to any third party, other than as required by law, except the following:

   a. Publication of a members’ directory, whether in paper or electronic form

   b. Recognition of members’ achievements, donors’ contributions and Board or committee appointments

   c. Publication of new members’ names and education credentials in CFUW-Vic newsletter (which may be available to third parties)

   d. Publication of photographs of CFUW-Vic events.

Consents

In applying for membership, members give their express consent, and longer time members are deemed to have given their consent, to CFUW-Vic’s publishing of member information as outlined above in the directory and to the publication of names and photographs of members at CFUW-Vic events for the purposes of communicating with members and others about CFUW-Vic activities and to promote CFUW-Vic.

With the exception of photographs (as provided for in this Policy), CFUW-Vic directs members to not to copy, distribute, sell or otherwise share such information with non-members. CFUW-Vic reminds members they should not send promotional email or any other unsolicited email to another member unless it is for a specific purpose relating to that member. However, CFUW-Vic cannot guarantee the security of this private information in members’ hands. Members can limit the type of information to be published, or can withdraw their consent at any time, by notifying CFUW-Vic in writing or by email. Notification related to the publishing of the members’ directory must be received by the last date of September to take effect for the year’s directory.

Accuracy

CFUW-Vic will make a reasonable effort to ensure the personal information it uses is accurate. CFUW-Vic relies on members to update their personal information, in particular address, telephone number, and email to ensure its accuracy.

Safeguarding

CFUW-Vic will protect the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks.
Some specific measures include:

  • Physical protection such as locked filing cabinets
  • Electronic measures such as passwords and firewalls
  • Organizational measures such as restricting access to files and databases as appropriate 
and instruction on the protection of personal information
  • Where volunteers or third party contractors perform internal functions, for example accounting or 
information technology management, the same measures will apply. Each third party partner has agreed to meet our standards of privacy, confidentiality and security.

Access

Members, donors, and others may access their own personal information held by CFUW-Vic. Upon written request and authentication of your identity, CFUW-Vic will provide you within 30 days your personal information under its control or will provide written notice where additional time is required to fulfill the request (for example, with archived records).

Photos

Photographs may be taken during events, which may or may not include recognizable images of people. By participating in an event, you consent to being photographed and authorize CFUW-Vic to use the photographs for promotional and archival purposes.