Fellowship of Christian Athletes Canada (“FCAC”) is committed to protecting the privacy of the personal information entrusted to us by those who engage with the organization including supporters, coaches, student athletes and/or their parents as well as staff, and ambassadors. During the course of various activities, programs and as ministry is undertaken FCAC collects, uses, and discloses personal information in accordance with privacy legislation. FCAC will manage personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant privacy legislation.  

This policy outlines the principles and practices FCAC follows to protect personal information and has been developed to comply with the relevant legislation. The policy applies to all FCAC field ministries and the Canadian Support Centre. It also applies to the Governing Board and other councils assembled to support FCA’s operations in Canada. 

Guidelines 

Personal information is information that on its own or combined with other information can identify an individual. Examples include name, home address, age, gender, social insurance number, financial information, etc.   

FCAC collects only personal information needed for the purpose of carrying out or undertaking FCAC’s ministry operations and associated activities, including but not limited to information required to register a student athlete in a camp or a coach’s participation in an FCAC-sponsored activity, to prepare a tax receipt for a donor, etc.   

When collecting personal information, the FCAC representative informs those providing the information why it is being collected and asks for consent to collect, use or disclose it. FCAC uses and discloses personal information only for the purpose(s) for which it was collected. FCAC makes every effort to ensure personal information is accurate and complete and relies on the individual to inform the organization when their personal information changes. FCAC will update the personal information in our files as soon as reasonably possible after being advised. 

FCAC assumes consent it has received allows for the continuing use of personal information for the purpose for which it was collected. Consent may be withdrawn at any time subject to reasonable notice. Personal information will not be used for any purpose other than for which it was collected without consent from the individual. FCAC will not collect, use or disclose personal information except in accordance with the relevant privacy legislation, or if required by law. 

Personal information of employees or ambassadors is required to administer employment or volunteer relationships with FCAC. Information required to contact the employee at work is not personal information. FCAC will only disclose employee personal information to third-parties for the purpose of administering payroll and the group benefit plan (if applicable), or if required by law.   

FCAC will only provide references to third-parties with the consent of the employee or ambassador for whom the reference is being sought. Information provided in a reference would normally include confirmation the individual was employed or served as an ambassador with FCAC, the position(s) occupied and dates, and general information about the duties performed and the individual’s ability to perform those duties.

The Details 

The National Director of the Canadian Support Centre is FCAC’s Privacy Officer and is responsible for FCAC’s compliance with this policy and with privacy legislation. Individuals with a question or concern about collection, use or disclosure of personal information by FCAC, or requesting access to their own personal information, may contact the Privacy Officer. If there are concerns or questions about FCAC’s management of personal information, you may also contact the Office of the Privacy Commissioner of Canada or the Privacy Commissioner in the relevant province.

FCAC protects personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent loss, misuse, disclosure or modification of personal information as well as unauthorized access to information. We use appropriate security measures when destroying personal information, including shredding paper records and permanently deleting electronic records. We retain personal information as long as is reasonable for legal or business purposes, or for one year longer than is reasonable to fulfil the purposes for which the information was collected.  

Accessing Personal Information 

Individuals have a right to access their own personal information in a record that is in the custody or under the control of FCAC, subject to some exceptions. For example, legislation prevents us from providing access to information that would reveal personal information about another individual. If we refuse a request in whole or in part, we will provide the reasons for the refusal in writing. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.

You may make a request for access to your personal information by writing to FCAC’s Privacy Officer. You must provide sufficient information in your request to allow us to identify the information you are seeking and may be asked to provide proof of your identity. You may also request information about our use of your personal information and any disclosure of that information to persons outside FCAC. In addition, you may request a correction of an error or omission in your personal information. 

We will respond to your request within 45 calendar days, unless an extension is granted. We may charge a reasonable fee to provide information, but not to make a correction. We do not charge fees when the request is for personal employee information. We will advise you of any fees that may apply before beginning to process your request and may require they be remitted in advance.