Privacy Notice

Introduction

The Society of Contaminated Sites Approved Professionals of British Columbia (“CSAP Society”) is committed to maintaining the principles of integrity and trust with respect to the protection of personal information collected from employees, clients, customers, and other individuals whose personal information we collect, use, and disclose. Our information management practices are based on British Columbia’s Personal Information Protection Act (PIPA), Societies Act, Canada’s Anti-Spam Legislation, and the ten internationally recognized privacy principles.

Our privacy commitment includes ensuring accuracy, confidentiality, and security of personal information, as well as granting individuals the right to request access to, and correction of, their personal information.

Definitions

This privacy notice (“Notice”) applies to all services that we provide and to any websites we own and operate, currently and in the future.

When we say “we,” “us,” and “our,” we mean CSAP Society. When we say “you,” “user,” or “individual(s),” we mean our clients, members, and customers or the person who is accessing our website and/or our services.

“Personal information” means identifiable information about you, like your name, e-mail address, home address, telephone number, banking or payment information, support queries, and so on. If you cannot be identified (e.g., when personal information data has been aggregated or anonymized), then this Notice does not apply to you. Personal information does not include business contact information or work product information.

“Business contact information” is defined as information that enables an individual to be contacted at work including their name, title, business address, business phone number, fax number, and e-mail address.

“Work product information” means information prepared or collected by an individual or group of individuals as part of their employment or business responsibilities or activities related to their employment or business.

Scope

CSAP Society is responsible for all personal information under our control and in our custody – even if it is not in our possession. We have developed policies and procedures to manage the collection, use, and disclosure of personal information.

Our Principles of Data Protection

1. Accountability

PIPA sets out rules for how organizations, collect, use, and disclose personal information.

CSAP Society is committed to being accountable for protecting the personal information we collect under appropriate and reasonable business purposes. We have policies and procedures in place to respond to inquiries and complaints related to your personal information. Questions and complaints can be directed to [email protected].

If we are unable to resolve your concerns, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) here:

PO Box 9038 Stn. Prov. Govt.
Victoria, BC V8W 9A4
www.oipc.bc.ca

2. Collection

PIPA authorizes organizations to collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances and if the organization has received consent or is authorized to collect without consent.

CSAP Society will only collect, use, or disclose personal information that is necessary to fulfill the purpose of the collection, such as information used:

to identify you,
to manage your membership with CSAP Society,
to complete assessments, reviews and/or examinations for admittance into CSAP Society,
to process Ministry of Environment and Parks Protocol 6 applications,
to process event registrations,
to enroll in a program,
to facilitate financial transactions, and
to meet our legal and regulatory obligations.

How We Collect Your Information

a. Information we collect directly from you

When joining CSAP Society as a member, we collect your personal information including first and last name, contact information, home and work addresses, proof of identity, education history and work experience, and payment information. We may also collect personal information from your references or for the purpose of administering scholarships. This information is collected in accordance with CSAP Society’s bylaws and is permitted under section 11 of PIPA.

When you contact us, we may collect your name, e-mail address, and phone number.

We collect personal information of our staff, volunteers, and contractors in order to communicate with them for work-related purposes, such as processing payroll and year-end tax receipts.

b. Information we collect automatically

We may collect some information about you automatically when you visit our website to make a payment, like your IP address.

c. Information we get from third parties

Whenever possible, we will collect information directly from you. We may collect personal information about you from other sources such as publicly available materials or trusted third parties. This information is used to supplement the personal information we already have, in order to better inform, personalize, and improve our services, and to validate the personal information you provide.

3. Consent and Disclosure

The core principle of PIPA is that personal information should not be collected, used, or disclosed without the voluntary and informed consent of individuals. We make every reasonable effort to obtain express consent for the collection, use, or disclosure of your personal information. This is subject to limited exceptions, which are outlined in section 12 of PIPA.

We may share your personal information with the Ministry of Environment and Parks upon request, which may include contact date joined, retirement date, payment history, education history and work experience, and any information about your history with CSAP Society. We may disclose your personal information to other regulatory bodies, as directed by the Board of Directors. This information is shared in accordance with CSAP Society’s bylaws and is permitted under section 17 of PIPA.

Links to other websites and references to third-party products or services are provided for convenience only and do not constitute an endorsement by CSAP Society. We are not responsible for the privacy practices or content of third parties and we strongly encourage you to review their privacy policies.

Disclosures Authorized By Law

There are limited situations where we are legally required to disclose your personal information without your consent. These situations include, but are not limited to, in accordance with court orders, reporting infectious diseases, and to lawyers or other persons or bodies with jurisdiction to compel the production of personal information.

Disclosures to All Other Parties

Your express consent is required before we will disclose your information to third parties for any purpose other than to provide you with services or unless we are authorized to do so by law.

Withdrawal of Consent

You can withdraw your consent to us collecting your personal information or having your information shared with other parties at any time by giving us reasonable notice, except where the collection or disclosure is authorized by law. However, please note that there are possible consequences of withdrawing consent. If you no longer wish to receive communications from us, you may withdraw your consent at any time by sending us an e-mail to [email protected].

4. Use

PIPA limits the use and disclosure of personal information to purposes that a reasonable person would consider appropriate in the circumstances and where CSAP Society has either received consent or is authorized to collect without consent. CSAP Society will not collect, use, or disclose personal information except for the identified purposes for collection, unless you have provided additional consent, or the processing is authorized without consent.

5. Retention

We retain records containing personal information until the purpose for which the personal information was collected is no longer being served by keeping the personal information, and it is no longer necessary to keep the personal information for legal or business purposes.

6. Accuracy

We are required to make reasonable efforts to ensure that personal information collected is accurate and complete if that information is used in decisions that affect individuals or to be disclosed to another organization.

CSAP Society will update your personal information as and when necessary to fulfill the identified purposes, or upon your request. If you believe that your personal information is not accurate, you can send us a request to correct your personal information by writing to [email protected]. We will ensure that third parties who have access to your personal information will be updated to reflect the amendments.

7. Safeguards

PIPA requires CSAP Society to protect personal information under our control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks. Safeguards are in place to protect the security of your information. These safeguards include a combination of physical, technological, and administrative security measures that are appropriate to the sensitivity of the information.

These safeguards are aimed at protecting personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification.

8. Access

PIPA allows individuals to request access to their own personal information that is under our control and custody. You have the right to access the following:

your personal information,
information about the ways in which your personal information is or has been used, and
the names of the third parties to which your personal information has been disclosed.

You may request a copy of your record, for a minimal fee. If you wish to view the original record, one of our staff must be present to maintain the integrity of the record, and a minimal fee may be charged for this access. Requests for access to your record can be made via e-mail to [email protected] or in writing to:

Society of Contaminated Sites Approved Professional of British Columbia
613-744 West Hastings Street
Vancouver, BC V6C 1A5
https://csapsociety.bc.ca

In extremely rare circumstances you may be denied access to your records, for example if providing access would create a significant risk to you or to another person.

9. Challenging Compliance

PIPA requires CSAP Society to have a process for responding to complaints that may arise. We have procedures in place for responding to all inquiries and complaints you may have regarding our handling of your personal information. All complaints must be made in writing, and you may be required to prove your identity before discussing any complaint or request that involves personal information. All inquiries and complaints can be directed to [email protected].

We will investigate all complaints concerning compliance with this Notice in a timely manner, and if a complaint is found to be justified, CSAP Society will take appropriate measures to resolve the complaint.

If we are unable to resolve your concern, you may write to the Office of the Information and Privacy Commissioner for British Columbia (OIPC) here: