A-18: MHA Privacy Policy, Administrative Policies, GENERAL POLICIES, KMHA Manual of Operations (Kitchener Minor Hockey)

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KMHA: Policy # A18

Title:  KMHA Privacy Policy

Rational: A policy is required to maintain compliance with PIPEDA legislation as well as to ensure KMHA collects and stores information in a way that best protects its members, volunteers, and staff. KMHA collects private information from many sources and this information is stored in many formats. All collected and stored information is required to operate the hockey association and its programs. This information is often stored for use year over year for, among other things, communication, statistical analysis, business comparisons, tracking activity, statistical results and years of service.

Policy Statement:  Collection of Information: KMHA is required to collect information for its own internal purposes, and/or, is required to do so by its governing bodies and partners. Information is collected by KMHA in paper form, by telephone, and by electronic means. KMHA will identify information that will be shared with a governing body or partner upon collection. Any information collected that is not guaranteed to remain private either through encryption, or other means, will be identified as such to the person submitting the information. 
 
Storage of Information: KMHA stores all private and confidential information including, but not limited to, contact information, names, and Human Resources files and information in locked enclosures or cabinets that are not accessible to the public. This information remains locked and secure when not in use. All information received by electronic means will be stored on secure networks that are protected by encryption, passwords, and logins provided to authorized personnel only. No information will be stored on public access servers.