Last update – May 1st, 2024.

The Chabot Association’s PRIVACY POLICY was adopted by the Board of Directors on April 11, 2024.

Introduction

This Policy (hereinafter “Policy”) is in response to Bill 25: An Act to modernize legislative provisions as regards the protection of personal information (Bill 64, 2021).

Its purpose is to demonstrate the commitment of the Association des Chabot (hereinafter the Association) to respect the personal information of its members and to inform them of how the Association collects and manages their personal information, in accordance with the Private Sector Privacy Act and its regulations.

1. General Principles and Exceptions

The Association recognizes the confidentiality of its members’ personal information and undertakes to take all reasonable measures to protect it.

The Association does not give, sell nor rent the personal information of its members to anyone.

In the course of its activities, the Association may collect personal information. It must protect them and use them only for associative purposes, within the limits permitted by the Private Sector Privacy Act (hereinafter the Act).

However, the fourth paragraph of section 1 of the Act specifies that the Act does not apply to the collection, possession, use or disclosure of genealogical material for the legitimate information of the public.

2. Definitions

“Personal Information”: means any information about a natural person that allows, directly or indirectly, to identified him or her.
“Third Party”: means any natural or legal person who is not a member of the Association.
“PPPI”: means Person in charge of the Protection of Personal Information

3. Scope and Application of the Policy

This Policy applies to all personal information of members of the Association. It is implemented in accordance with the following principles:

• Consent to the collection, use and disclosure of personal information must be obtained from members, unless required by law;
• The Association informs members of the purposes for which and the means by which it collects personal information, whether before or during collection;
• The Association collects only the personal information necessary for the association’s purposes, namely the management of the list of members of the Association, the sending of communications to members and the constitution of the Association’s genealogical database;
• The Association uses and discloses personal information only for the purposes for which it was collected;
• A member may refuse to provide consent to the collection of personal information about him or her, or withdraw it at any time after providing it;
• Un membre peut refuser de fournir son consentement à la collecte d’un renseignement personnel le concernant, ou le retirer en tout temps après l’avoir fourni;
• The Association retains the personal information of its members only for the period necessary to fulfill the purposes for which it was collected.

4. Collection of Personal Information

The Association may collect certain personal information about its members, including:

• identifying information such as first name, last name, place and date of birth, date of marriage (if applicable);
• contact information including full mailing address, email address, phone number and preferred language;
• genealogical information concerning ascendants and descendants, with their dates and places of birth, marriage and death.

5. Use of Information

The Association uses the personal information of its members only for the purposes for which it was collected. The Association uses personal information for the following purposes:

Identification :

Identify a member and verify the accuracy of their personal information.

Communication :

a) communicate with a member by telephone, email, mail or otherwise through the Association’s website;
b) respond to questions and requests from members and/or follow up;
c) send members the Association Bulletin, messages, newsletters, updates, notifications and security alerts, as required;
d) send transactional messages to members (such as membership renewal reminders and confirmations);
e) determine the eligibility of a member and allow him to register, participate, confirm his registration at meetings, gatherings or events administered by the Association.

6. Retention

The Association shall retain the personal information of members only for such period as is reasonably necessary to accomplish the purpose for which it was collected.

Even if a person ceases to be a member of the Association, the Association may retain genealogical information about the person in its database. The genealogical database does not include email addresses, phone or cell numbers, or the complete mail address of individuals.

7. Accuracy of personal information and correction of data

It is the responsibility of each member to provide the Association with an update of his or her personal information, if applicable. The Association is not responsible for the consequences of not updating a member’s personal information.

8. Protective Measures

The Association takes reasonable precautions to protect the personal information of its members from leaks, accidental destruction, accidental loss, theft as well as from consultation, disclosure, reproduction, unauthorized use or modification.

Access to the personal information of the members of the Association is granted only to the President, Secretary and Treasurer members of the Board of Directors and the head of the genealogy committee, all directors who must reasonably know them in the course of their duties.

No personal information about members of the Association can be found on the Association’s website, without their consent, except notices of election of directors and notices of death of members.

Specific procedures have been put in place to prevent and manage security incidents in the best possible conditions. The person responsible for protection of members personal information ensures their effectiveness.

Any incident of breach of confidentiality of personal information is identified and reported to the Commission d’accès à l’information, if applicable.

9. Access to Personal Information

Any member in good standing may submit a written access request to the Association’s Person in charge of the Protection of Personal Information (PPPI), Marie-France Chabot, for review and correction, if applicable, the personal information that the Association has collected about it, by email at mfchabot@sympatico.ca or by mail at the following address:

Marie-France Chabot, PPPI
Association des Chabot
1961 René-Lévesque Boulevard W.
Quebec QC G1S1X8

Any member may choose to stop receiving communications from the Association by not renewing her membership fee at maturity or by unsubscribing, using the email or mail address indicated above.

On this occasion, the Association may ask the member concerned to identify himself satisfactorily. In this case, any information provided will only be used for this purpose.”