Privacy Statement - concerning the Collection, Use and Security of Personal Information
The Saskatchewan Institute of Agrologists (SIA) may need, or be required to collect information of a personal nature in order to do its work on behalf of members and to fulfill its mandate under The Agrologists Act, 1994. In addition, SIA may periodically engage in limited forms of commercial activity. We understand that while individuals may accept that personal information is needed, they may also be concerned about the privacy of personal information. Therefore, the Saskatchewan Institute of Agrologists (SIA) has prepared a Privacy Statement to briefly explain how we gather and handle information. We strive to achieve an acceptable balance between convenience, security, and respect for personal privacy rights in meeting what the law requires, and what is expected by members and the public. The development of SIA's Privacy Statement was guided by provisions of The Personal Information Protection and Electronic Documents Act (PIPEDA) that set out the ground rules for the management of personal information in the private sector.
There are three main principles:
- Personal information is not collected without your knowledge and consent
- Personal information is only used to fulfill the mandate or purpose of the SIA
- Personal information is secure and protected to prevent loss, misuse, unauthorized disclosure, or modification
What is personal Information?
Personal information generally refers to information about an identifiable individual such as name, age, personal e-mail, home address, home telephone number and ethnic origin . Personal information does not include the work title, business address or business telephone number of an employee or member. This kind of information has been referred to as "business card" or "non-personal" information. SIA uses both kinds of information to provide services to its members and to the public.
What purposes are served by the collection, use, and disclosure of personal information by SIA?
SIA uses the information in connection with your application for admission, and to administer your ongoing membership, to monitor member needs, to meet the requirements of The Agrologists Act, 1994 to create mailing lists, to communicate with members on matters of interest and to collect various fees. Although you may withdraw your consent to SIA's collection, use and disclosure of your personal information, since the collection, use and disclosure of your personal information is essential to SIA's purpose and your membership therein, your withdrawal may result in SIA having to strike you from the register. SIA also collects personal information from individuals as necessary to follow up on complaints, concerns and requests for services. Any individual may withdraw consent at any time for the collection, use and disclosure of personal information, but the withdrawal may result in the SIA having to dismiss a complaint, close an investigation and/or cease to offer services.
Requests for Information by Third Parties/ Others
SIA does not provide or release personal information to any third party without the consent of the individual. SIA does not sell, exchange, trade or otherwise make available for consideration to any other party the personal information of its members. SIA may be required to release personal information if required by law or by certain investigative bodies. In these circumstances SIA has no legal liability for such disclosures.
How does SIA collect your personal information?
SIA collects personal information in a variety of ways that includes the following: voluntarily from members and the public either verbally, or in writing; when you apply to become a member; when you correspond or otherwise communicate with us. We may also acquire information from third parties when you have provided your consent or when a complaint has been made. When an individual makes a complaint, requests further information, or completes an application for admission to membership, SIA considers that as implied consent to retain and process personal information.
Who has access to your personal information?
Personal information maintained by SIA is accessible only for the purpose for which it has been provided and to which you have consented (either expressly or impliedly) and only by employees or other persons (such as officers or other members of SIA) who have a bone fide responsibility to carry out the mandate of SIA.
How does SIA ensure your information is accurate?
If it is necessary to store your personal information for a period of time, SIA uses all reasonable means to keep your personal information as current as possible and as is necessary. SIA will respond to members’ requests and complainants' requests to update personal information but ultimately it is the responsibility of each person to update the information and ensure the information is accurate.
How does SIA keep personal information secure?
Generally SIA secures personal information it collects by using safeguards that are appropriate to the form and sensitivity of the information. These safeguards may include physical locks, technological safeguards such as passwords or encryption, and procedures that ensure we limit access to information on a "need-to-know" basis. In terms of communicating information, no method of transmitting or storing data or information is completely and 100% secure. The physical characteristics of telephone, mail, fax and internet transmissions are different, but they are all susceptible to possible loss, interception, and misuse of the information being communicated or transmitted.
What about SIA's web site?
SIA’s website, through our Internet Service provider, may automatically gather some general information such as the visitor’s IP (internet protocol) address, the date and time the site was accessed, and the sections visited. This information is stored together so that SIA can serve you better. In addition, through the website, members and the public are able to voluntarily provide information to update personal information in a number of different ways. To guard against fraudulent uses or requests for access, SIA requires sufficient information to allow it to confirm the identity of the person wishing to gain access to the personal information. We have ensured that the information is only used for the purposes for which it was provided, and that the ISP maintains the security of the information through technological and/or physical means.
More information?
If you have any questions about the SIA's privacy practices or wish to access or update your personal information, please contact the Registrar for the SIA office at:
#29 - 1501 8th Street East
Saskatoon, Saskatchewan, S7H 5J6
Telephone: 306-242-2606
Fax: 306 - 955 5561
Email: registrar@sia.sk.ca
For further information, or to report a concern about the handling of your personal information, you may also access the Privacy Commissioner of Canada's website at www.priv.gc.ca
