Privacy

Air Force Association of Canada and Air Force Productions Limited
Privacy Policy Statement
Date of original issue: 5 March 2005

DEFINITIONS

In this policy, references to “we”, the “Association” or “us” include the Air Force Association of Canada and Air Force Productions Limited collectively, unless otherwise specified.

Local Wings, in accordance with the Association’s Constitution and Bylaws are established, chartered or de-chartered, and the (incorporated) Association operates as a not-for-profit entity under the Companies Act.

Personal information is any information that can be used to distinguish, identify or contact a specific individual, and includes things such as gender, age, address information, ethnicity, financial information, registration, ID numbers and any other data assigned to an individual.

Summarized Data means records, which have been manipulated or combined to provide generalized or aggregated information.

THE AIR FORCE ASSOCIATION OF CANADA

The Air Force Association of Canada (AFAC) is an international not-for-profit organization comprised of over 15,000 members with an interest in military and civilian aerospace and aviation matters. The Association has a National Headquarters staff based in Ottawa and 65 affiliated Wings situated across Canada , three in the United States and one Wing in Mexico .

Air Force Productions Limited, the commercial side of the Association was incorporated on January 4, 1978 and undertakes activities such as the production of Airforce Magazine and the sale of regalia and Association clothing and goods.

OUR COMMITMENT TO PRIVACY

The Association is committed to respecting your privacy and protecting your personal information. This Privacy Policy summarizes the policies of the Association regarding the collection, use and transfer of personal data and is based on the requirements of federal and provincial privacy laws. A summary of the ten principles of fair information practices adopted in the Association policy is included at the end of this policy.

WHAT IS PERSONAL INFORMATION?

“Personal information” is personally identifiable information such as your name, residential address, mobile, fax numbers and e-mail address and includes information about your product purchases and service subscriptions and usage, credit information and billing records, service and reported complaints.

Personal information is collected by the Association only when you specifically and knowingly provide it to us such as when you become a Member at Large or a member of one of its Wings, or choose to receive information, products and services from the Association or one of its Wings.

Publicly available information, such as a public directory listing of your name, address, telephone number and electronic address, is also considered personal information.

COLLECTION AND USE OF PERSONAL INFORMATION

The Association collects and uses your personal information primarily for the purpose of providing you with the products and services you require from us, including regalia, Airforce Magazine, conference and annual general meeting information and membership information.

Your personal information is used to communicate with you about membership and to provide you with information related to the other products and services the Association has to offer.

Unless you specifically authorize us to release your personal information, or the release of information is required or permitted by law, the Association has made it policy not to disclose your personal information to third parties.

We will seek prior consent to the collection, use and disclosure of the information as required by applicable privacy legislation. Subject to legal and contractual requirements, you can refuse to consent to our collection, use or disclosure of information about you. You may withdraw your consent to any further collection, use or disclosure of information by us at any time by giving reasonable notice. If our intended disclosures or uses of information change, we will notify you accordingly.

Your personal information will not be used for any other purpose without your consent.

If you become a Wing or Member at Large member, or purchase our products and services or otherwise contact us, we assume that you agree that the Association (Wing or National Headquarters) may collect, use, store, maintain, transfer and delete your personal data or information in accordance with this Privacy Policy.

DISCLOSURE

To enable the Association to more efficiently provide the products and services you have requested from us, the Association may share your personal information with associated organizations and selected third parties who are acting on our behalf as our agents, suppliers or service providers. Such third party agents and service providers are provided only with such information as is necessary in the circumstances (i.e. your residential address may be disclosed should your business address be unavailable). Information provided to such agents and service providers may be used only for the purposes stipulated and is subject to strict terms of confidentiality.

Again as stated above and with regards to those acting on our behalf, you may withdraw your consent to any further collection, use or disclosure of information by us at any time by giving reasonable notice.

If the Association decides to sell its lists or share the information with commercial partners or others as part of a commercial arrangement or for compensation, then consent will be obtained and an opt-out will be offered.

ACCURACY

The Association will strive to ensure that information about you is accurate, complete and up-to-date. However, please inform the Association of any change of name, address or other information. In the event you have questions of accuracy of factual information we have collected about you, you will have access to that information in order to verify and update it. If we have disclosed inaccurate information about you to a third party, we will be pleased to contact the third party in order to correct the information.

SECURITY

The Association is committed to protecting your privacy. Security measures, such as locked cabinets, restricted access and the use of passwords have been adopted to protect your personal information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. Our employees have been advised to respect privacy at all times.

PRINCIPLES OF FAIR INFORMATION PRACTICES

The Association is responsible for the personal information under its control and shall designate one individual who shall be accountable for the Association’s compliance with the procedures and principles set out in this policy.

The Association will identify the purposes for which personal information is collected at or before the time the information is collected. The purposes for which information is collected, used or disclosed by the Association must be those that a reasonable person would consider are appropriate in the circumstances.

The knowledge and consent of the individual are required for the collection, use and disclosure of personal information, except where consent is not required by privacy legislation.

The Association shall limit the collection of personal information to that which is necessary for the purposes identified. Personal information shall be collected by fair and lawful means.

Personal Information shall be as accurate, complete and up-to-date as is necessary for the purposes for which it is to be used.

Personal Information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of the purposes for which it was collected.

Security safeguards appropriate to the sensitivity of the information shall protect Personal Information .

The Association shall make readily available to its members specific information about policies and practices relating to the management of personal information.

CHANGES TO THE PRIVACY POLICY

The Association reserves the right to change this policy from time to time and at its sole discretion. If the policy changes, the revised policy will be posted on the Association web site and via Airforce Magazine.

HOW TO MAKE AN INQUIRY

In our efforts to ensure that your privacy concerns are addressed, or if you have any questions about the collection, use and disclosure of your personal information, the Association has appointed the National Headquarters Office Manager as our Privacy Officer. For all your privacy related inquires contact the Association at (613) 992-7482 or e-mail privacyofficer@airforce.ca .