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Privacy Policy
The Sacred Music Society (SMS) is committed to vigilant protection of private information respecting our choristers and their families, our employees, our supporters, donors and subscribers, by adhering to the privacy principles provided by the Personal Information Protection and Electronic Documents Act (PIPEDA). 2. Open and Accountable for Privacy The SMS accepts responsibility for the personal information under our
control. This policy, and the processes and procedures for obtaining
access to personal information are available through our web site.
Paper copies of the Privacy Policy are also available upon request. If
you have any questions about protecting your personal privacy, or about
our Privacy Policy, please feel free to contact: 905-448-2722 3. Information that the SMS Collects and the Purpose for Collecting that Information The SMS collects: a) Artistic Information Artistic information is personal information about choristers, artists, musicians and their families gathered by SMS for the purposes of carrying out its artistic mandate. Examples include (but are not limited to): information respecting auditions, bursary information, Chorister/Parent Agreement, parental consent or permission forms, camp enrolment forms, billet forms, telephone committee information, staff notes respecting choristers abilities and progress, and testimonials and speeches authored by the staff, choristers, artists or musicians. Artistic information is not subject to PIPEDA and therefore may be collected and retained without consent. All other information collected by SMS is subject to PIPEDA. b) Other Information SMS may collect other information, including financial information and identifying information, from staff, artists, musicians, choristers and families (and families, supporters, donors, subscribers, and Board members). 4. Limits on Collection, Use, and Disclosure of Information The SMS seeks consent before it collects, uses or discloses information (see below, paragraph 6). The SMS will use the personal information obtained from staff, artists, musicians, choristers, choristers, supporters, donors and subscribers only for the purposes for which it was collected, and will not disclose the information for other purposes except as required by law. All personal information provided to SMS will be maintained in a secure manner to ensure that its use is limited to the purposes for which it was collected. 5. Limits on Retention of Information Name, address, birth date, and information concerning chorister registration, progress, activities, events, honours and awards form a permanent record, which will be retained by the SMS. Financial information will be retained for the period of time required by law or contract, then destroyed in a secure manner. Other information, such as financial information will be retained by the SMS for the periods required by contract or by legislation governing our operation and/or the information provided, after which time (unless consent is given to keep information for a longer period) the information will be destroyed in a secure manner. If there is no legislative or contractual requirement to retain other information it will be kept for 18 months from the time it was provided, then securely destroyed. 6. Consent SMS seeks your consent before we collect, use or disclose your personal information for non-artistic purposes. In accordance with the spirit of PIPEDA, where possible, the SMS will seek express consent. If you grant consent, you agree and consent to share your personal information with the SMS, for use by the SMS under the conditions set out in this Privacy Policy. For example, SMS may contact you to inform you of SMS concerts and other activities including fundraising initiatives. If you choose not to consent, SMS will not collect, keep or use any of the information you provide. If you grant consent and change your mind, you may withdraw consent at any time by contacting the Privacy Officer. If it is necessary to use information collected for a purpose not identified when the information was collected, the SMS will seek consent for the new use. 7. Safeguards All personal information provided to the SMS will be maintained in a secure manner. This includes information provided and/or stored by electronic means. SMS will destroy all information in a secure manner. The SMS requires external suppliers with whom it shares personal information either to confirm to that they have a Privacy Policy prepared in accordance with applicable legislation, or to agree to adopt SMS's Privacy Policy. SMS will inform all volunteers, casual or contract staff, employees, and Board members of SMSˇ¦s privacy policy, and will require each person to enter into a Confidentiality Agreement. SMS will, from time to time, assess and implement other appropriate measures to protect personal information. 8. Access By Individuals Individuals will have access to their personal information at any time through the Privacy Officer. Upon request, an individual will be informed of the existence, use and disclosure of their personal non-artistic information, and will be given access to view that information. An individual may challenge the accuracy and completeness of that information, and have it corrected or amended as appropriate. 9. On Challenging Our Compliance Individuals may challenge SMS's compliance with this Policy by contacting the Privacy Officer. Procedures have been established to deal with an individual's concern in an appropriate and timely fashion, as set out in PIPEDA.
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