Purpose of the policy<\/strong><\/span><\/p>\nRugby Qu\u00e9bec must collect certain personal and confidential information in order to carry out its mission effectively and securely in the interest of athletes.<\/p>\n
The Civil Code of Qu\u00e9bec, the Qu\u00e9bec Charter of Human Rights, the Qu\u00e9bec Act respecting the protection of personal information in the private sector and the federal Act respecting the protection of personal information and electronic documents set out the principle of respect for privacy and the protective measures governing the collection and use of personal information.<\/p>\n
As a member of a national organization, Rugby Qu\u00e9bec must transfer certain information outside of Qu\u00e9bec where it is collected and stored in a pan-Canadian database on a server located in Toronto.<\/p>\n
In this context, Rugby Qu\u00e9bec wishes to comply with all federal and provincial legislation regarding privacy.<\/p>\n
Rugby Qu\u00e9bec also holds information on the curriculum of training for coaches or officials. As employers, the organization holds information on employees and contractors (e.g.: salaries and benefits, diplomas, etc.).<\/p>\n
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Use of personal information collected and retained<\/strong><\/span><\/p>\nThe personal information collected by Rugby Qu\u00e9bec is used to maintain the quality and compliance of the services offered to athletes. Rugby Qu\u00e9bec collects personal information about employees, volunteers, members, coaches and volunteer partners, among others, to:<\/p>\n
\n- \n
\n- Sending communications such as electronic news, emails, newsletters, philanthropic solicitation, invoices, notices, and program information, invitations to events and activities;<\/li>\n
- Entering into the internal database to manage donations and registrations for fundraising activities.<\/li>\n
- Entering into the national Rugby Canada membership database for accountability purposes;<\/li>\n
- Composing teams representing Quebec at national or international events;<\/li>\n
- Registering for activities, managing travel and purchasing equipment;<\/li>\n
- Divisioning;<\/li>\n
- Managing Rugby Quebec\u2019s human resources and benefits;<\/li>\n
- Implementing Rugby Quebec\u2019s criminal background check program;<\/li>\n
- In the event of a medical emergency;<\/li>\n
- Purchasing uniforms;<\/li>\n
- Registering for competitions;<\/li>\n
- Technical monitoring, analysis of coaches and clubs, official training;<\/li>\n
- Communication activities, media relations, publications on the Rugby Qu\u00e9bec website and on its various social media platforms;<\/li>\n
- For statistical purposes to draw up a portrait of our communities of athletes and volunteers.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Rugby Qu\u00e9bec will request the consent of the persons concerned if their personal information is used for purposes not mentioned above and to which they have not yet consented. The manner in which this consent was obtained and the date on which it was obtained must be documented.<\/p>\n
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Consent<\/strong><\/span><\/p>\nAny collection of personal information must be done with the informed consent of the member. Consent must be obtained by lawful means at the time of collection of personal information, before its use or disclosure.<\/p>\n
If consent for the collection, use or disclosure of personal information is not obtained at the time of its receipt, it must be obtained before its use or disclosure.<\/p>\n
Rugby Qu\u00e9bec may collect personal information without the consent of the individuals concerned if this is reasonable and authorized by law.<\/p>\n
By providing their personal information to Rugby Qu\u00e9bec, individuals consent to its use for the purposes defined in this policy.<\/p>\n
Any individual may withdraw their consent regarding the collection, use, retention or disclosure of their personal information at any time, subject to legal or contractual restrictions, provided that they give Rugby Qu\u00e9bec 5 business days\u2019 written notice.<\/p>\n
Rugby Qu\u00e9bec undertakes to respect and terminate any further collection or use of the applicant\u2019s personal information. This withdrawal will have as a possible consequence, for the applicant, depending on the nature of the information in question, of no longer receiving, in whole or in part, the services of Rugby Qu\u00e9bec. The specific consequences of the withdrawal of consent will be communicated in writing to the applicant following the filing of the request.<\/p>\n
<\/p>\n
Management of personal information<\/strong> <\/span><\/p>\nDepending on the type of information collected, the information is managed and stored differently. Data relating to athlete profiles or volunteer profiles are entered into Rugby Canada\u2019s pan-Canadian database hosted on a secure server in Toronto.<\/p>\n
Only those responsible for managing Rugby Qu\u00e9bec\u2019s data have access to nominative data. Rugby Canada officials have access only to non-nominative data, for statistical purposes.<\/p>\n
Information relating to criminal record checks is stored in a secure computer file hosted on Rugby Qu\u00e9bec\u2019s server in Montreal. Once the check is completed, only the results are kept and entered into a protected file.<\/p>\n
Data relating to personnel, except for data collected as part of their participation in national or international competitions, is securely stored in electronic and paper format by the general management for the entire duration of employment and for a period of seven years after the end of employment.<\/p>\n
Complaint information is securely stored by the Executive Director, in electronic or paper format depending on the original format.<\/p>\n
Clubs and local sections that collect registration forms are subject to the same rigor in protecting the information they hold on members and are required to implement security, storage and destruction standards.<\/p>\n
Transitory documents not intended to be retained (copies, printouts from a computerized bank, registration forms) are destroyed by the person responsible for entering the document.<\/p>\n
Personal information used to make a decision about a member will be retained for at least one year to allow the person concerned to access the information after the decision has been rendered.<\/p>\n
Rugby Qu\u00e9bec may disclose personal information to a government authority if the latter has exercised its legal authority to obtain such information and if Rugby Qu\u00e9bec has reasonable grounds to believe that the information would be useful in an investigation into illegal activity, in order to comply with a subpoena, warrant or court order or for any other purpose authorized by applicable legislation.<\/p>\n
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Right of access and correction <\/strong><\/span><\/p>\nSubject to the limits provided by law, any person has the right to consult information concerning themselves or a minor for whom they are the legal guardian and which is held by a third party.<\/p>\n
Any request for access to information must be made in writing and addressed to Rugby Qu\u00e9bec\u2019s Privacy Officer. A request deemed frivolous or vexatious that would paralyze the organization\u2019s operations will be submitted to the Board of Directors. The Privacy Officer will then inform the requester of the decision to follow up or not on this request.<\/p>\n
The requested information will be disclosed to the requester within 30 days of receipt of the written request, unless reasonable grounds justify an extension of this period, free of charge or at a nominal cost corresponding to the expenses incurred (postage, photocopies, etc.).<\/p>\n
If the applicant finds that the information held is inaccurate, incomplete or outdated, he or she must make a written request for correction to the Privacy Officer. The Privacy Officer will make the changes and inform the applicant when the changes have been made.<\/p>\n
Rugby Qu\u00e9bec may not be able to respond to the request for access to personal information for various reasons of an economic, legal, security or third-party protection nature, such as:<\/p>\n
\n- \n
\n- The transmission of the information is excessively costly;<\/li>\n
- The information contains references to other individuals;<\/li>\n
- The information cannot be disclosed for legal, security or commercial reasons;<\/li>\n
- The information is subject to professional secrecy or litigation privilege.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
In the event of refusal, Rugby Qu\u00e9bec will indicate to the applicant the reasons for the refusal.<\/p>\n
<\/p>\n
Right to Complain <\/strong><\/span><\/p>\nAny complaint regarding non-compliance with this policy must be addressed in writing to the Privacy Officer. The Privacy Officer will investigate any complaint and take the necessary corrective measures.<\/p>\n
Any applicant whose complaint is not resolved to their satisfaction may appeal to the Rugby Qu\u00e9bec Board of Directors. The Board of Directors will review the complaint and the actions and\/or decisions taken by the Privacy Officer. The Board of Directors will confirm or overturn the latter\u2019s decision. The Board of Directors\u2019 decision is binding and without appeal.<\/p>\n
<\/p>\n
Changes to this policy<\/strong> <\/span><\/p>\nOur privacy and confidentiality policies, including this Privacy Policy, may be updated to reflect changes to our information handling practices, to comply with applicable laws and regulations, or to improve the clarity and transparency of our policies.<\/p>\n
If we make material changes to our Privacy Policy, we will notify you by posting an updated copy on our website. Please check our website periodically for updates.<\/p>\n
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In keeping with its values of integrity, passion, solidarity, discipline and respect, Rugby Qu\u00e9bec is committed to building a culture of respect and dignity and to protecting the privacy rights of its members. This policy describes how Rugby Qu\u00e9bec collects, uses, protects, discloses and destroys personal information and sets out Rugby Qu\u00e9bec\u2019s commitment to collect, […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"class_list":["post-987510166","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/pages\/987510166","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/comments?post=987510166"}],"version-history":[{"count":2,"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/pages\/987510166\/revisions"}],"predecessor-version":[{"id":987510168,"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/pages\/987510166\/revisions\/987510168"}],"wp:attachment":[{"href":"https:\/\/rugbyquebec.org\/index.php\/wp-json\/wp\/v2\/media?parent=987510166"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}