Policy 6: Privacy

Approved at Board Meeting of June 11, 2011; Approved at AGM of January 29, 2012; Approved at Board Meeting of July 8, 2023.
  1.  It is the policy of Bytown Walkers Club de marche (subsequently referred to as “the club”) to respect members’ privacy, personal information, and images.  Disclosure of this information is normally by written consent of the member; subject to the norms inherent in a publicly practiced sporting activity and to the provisions of Canadian law.

CLUB MEMBERSHIP RECORDS

2.  Club membership records are collected manually and kept in a secure location by the  Registrar. Information provided by members is used only for the following internal purposes:

      • A membership list is prepared for official club use.  This list contains names, phone numbers and email addresses only.
      • Official club coaches are provided with a list including the information in (a), plus addresses, emergency health and contact information, dates of birth and membership numbers in provincial and national sport governing bodies. This additional information is routinely required when preparing entries to competitions; a member’s request to enter a competition implies consent to release this information to competition organizers.
      • The club membership application form shall contain a declaration, requiring a separate
        signature by the member or prospective member, authorizing the Registrar to provide medical information as supplied on the application and PAR-Q forms to official club coaches. This is both in order to plan and adapt training if necessary and in case of an emergency.
      • A list of alumni (names, email addresses and phone numbers) is kept for official and archival purposes.

3. Membership information is not posted online, sold, or made available in any form to anyone outside the club, except as described in this policy.

Members’ activities, information and images – the concept of “one-time use”

4. While the club in general wishes to promote its activities and achievements, access to club and members’ personal information and images related to those activities and achievements is not unlimited and must be managed on the club’s terms.

      • The club seeks to protect itself and its members from inappropriate use of personal information and images by establishing a “one-time use” policy for external use. This clearly establishes the circumstances under which personal information and images can be used on each occasion for which they are requested. Any further use beyond that agreed use requires another agreement. 
      • Club membership documents will establish a “one-time use” for members’ property on the club website, social media and in other promotional material. Members have the right to opt out in advance and to request the withdrawal of their property, to the extent reasonably possible, after any use.

Use of club or members’ personal information and images by other members

  1. While the club has no inherent jurisdiction over its members’ private activities, it advises all members to be aware of the potential of misuse of personal information and images, especially with social media. Members are asked to be sensitive to other members’ preferences when sharing their personal information and images.

Use of club property by others

6. The club accepts that Canadian law and professional rules and guidelines establish appropriate practices for news-gathering and journalism. As long as those practices are observed, the club understands that its members and activities may be of interest to the media.

  1. The club accepts that other sport governing bodies of which the club and its members may be members, and organizers of athletic activities in which the club and its members may participate, may have their own rules and policies on these matters that may conflict with the club’s. While the club is not in a position to overrule those rules and policies directly, it will advocate on its own behalf and on behalf of its members: to advise other organizations of the club’s policy and the reasons for it, and should it be felt that their use of the personal information or images of the club or its members have been inappropriate in our terms.

Exceptional circumstances

  1. Any circumstances under which it is seen that providing membership information or members’ personal information or images outside the club would be in the interests of the club and its members, are regarded as exceptional. Those circumstances will be communicated to all members at least three weeks prior to a regular Board meeting at which a decision on the circumstances is to be made. A date two weeks prior to that Board meeting will be set for the receipt of objections or proposed amendments to the circumstances. 

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