Living and Learning in Retirement (LLIR) is committed to safe guarding the personal information entrusted to us by our Members. This document outlines the policies and practices to be followed to protect Members’ personal information based on the requirements in PIPEDA, the Personal Information Protection and Electronic Documents Act.
Personal Member Information
Personal Information means information about an identifiable individual and includes name, mailing address, phone number, email address, accommodation requests, past experience and emergency contact information.
How we use Your Information
The personal information members provide LLIR is used only for those purposes necessary to administer registration and membership; establish and maintain communications with members, facilitate registrations for sessions, facilitate contact with program volunteers, respond to inquiries and facilitate contact in the case of emergencies. On occasion, LLIR may communicate by email information about other Third-Age organizations and programs of interest to our members including waitlist members.
Required Information
When you apply to LLIR, you provide the following information:
- Name
- Address
- Email Address
- Telephone Number
- Emergency Contact information
- Accommodation needs
- Past experience
When your application is accepted, LLIR provides you with a membership ID and a password which you may change.
Information Access and Updates
Members have the right to access and amend their personal information as kept by LLIR. They may do so by logging on to the LLIR website using their membership ID or email address and password, or by contacting the Registrar or Associate Registrar if they do not have internet access. We expect members to keep their information accurate and up to date.
Information Security
Personal information is not stored on the LLIR website. It is kept in a separate membership database. The personal information members provide LLIR is used only for those purposes necessary to administer registration and membership, and to establish and maintain communications with members.
Consent and Privacy
- If LLIR is going to use personal information for another purpose, then consent must be obtained.
- LLIR will not disclose personal information to third parties, without consent.
- A member may withdraw consent to the collection, use and disclosure of personal information at any time with the understanding that this action will hamper or prevent the provision of service by LLIR.
- LLIR makes every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information as well as any unauthorized access to personal information.
Payment Processing
LLIR may process payments through a service provider such as Helcim. Billing and credit card information are not stored on the LLIR server.
Information Sharing and Confidentiality
LLIR respects the need to maintain Member privacy. Member information is shared with LLIR Board Members for the reasons noted below. Board members and Registration Committee members have signed a confidentiality agreement to protect your information and have agreed that they will shred information when it is no longer required to manage LLIR processes. They will also erase information maintained on their personal computers when they retire from the LLIR Board or Registration Committee.
Information Usage
LLIR uses your information as follows:
| Situation | Accessible by | Access Requirement |
|---|---|---|
| When you apply to be an LLIR Member (via the Waitlist) | Members of the LLIR Registration Committee | Track potential members on the waitlist until membership is approved. |
| When you become a Member of LLIR | LLIR Registrar, Associate Registrar, receive all of your information. Board members or LLIR technical support can, on an as needed basis, request your information from this source. | Manage the LLIR Membership data base, process assignment to LLIR courses, prepare mailings to members and contact volunteers. |
| When you are assigned to an LLIR course | Board Member who is Course Chair (and any Volunteer Co-Chair) receives an electronic and hard copy list showing name, email address, telephone number, any accommodation requested and emergency contact. | Manage class attendance, provide accommodations requested (where possible) and handle any emergencies. |
| When you volunteer for a committee or in-class role | LLIR Volunteer Chair and Committee or Course Chair receive your name, address, email address and telephone number. | Manage volunteer assignments. |
| When you identify a need for accommodation | LLIR Registration Committee and Course Chairs receive your name and request. | Provide best accommodation possible for identified special need in consultation with the member to maximize classroom learning and handle emergencies. |
| When LLIR chooses to contact you | LLIR Registrar provides LLIR Mailchimp volunteer with list that includes your name and email address. | Prepare mailings to members, request feedback, request responses to surveys. |