The Diabetes Association (Brooks & District) site is provided with the understanding that the Association is not engaged in providing medical advise or service. While every effort is made to ensure the information text files, messages or articles is correct, this site cannot replace consultations with qualified health-care professionals. All information is subject to change without notice. 

The Diabetes Association (Brooks & District) does not endorse any of the organizations listed on this site or make any representations as to their reliability or suitability to meet your individual medical needs.

Any links to other web sites are provided for convenience only; the Diabetes Association (Brooks & District) does not review or monitor the content of those web sites and disclaims any responsibility for the content and accuracy of those web sites.

Privacy Guidelines,  INTERNET PRIVACY POLICY

It is the policy of Brooks and District Diabetes Association that personal information, such as your name, postal and e-mail address or telephone number is private and confidential. Because your privacy is important to us, Brooks and District Diabetes Association maintains an Internet privacy policy to protect your personal information on all are web sites. Personal information, such as your name, postal and e-mail address or telephone number is collected only when you voluntarily provide it. Such information is received by Brooks and District Diabetes Association Only when you send an e-mail through the site or make some other specific contact such as a response to an on-line item on this site. The personal information you provide to Brooks and District Diabetes Association is forwarded only to the person or business that is equipped to handle your request and is used only to respond to your inquiry.

Restriction On Use Of Information

Personal information will not be sold to any third parties, nor will such information be added to bulk e-mailing lists.

Brooks and District Diabetes Association Privacy Guidelines incorporate the provisions of Part 1 of the Personal Information and Electronic Documents Act (PIPEDA) and the ten principles of the Canadian Standards Association (CSA) Model Code for the Protection of Personal Information.

 Application of Privacy Principles:

1.      ACCOUNTABILITY: 

•         Brooks and District Diabetes Association has appointed a Privacy Officer(s) who is accountable for ensuring compliance with Brooks and District Diabetes Association Privacy Policy and Guidelines.  Accountability rests with the Privacy Officer even though other individuals within Brooks and District Diabetes Association may take responsibility for the day-to-day collection and processing of personal information.

•         Brooks and District Diabetes Association will use contracts or other means to provide an appropriate level of protection when a third party processes information on behalf of the association.

•         Brooks and District Diabetes Association will, from time to time, establish procedures to implement its commitment to privacy, including:

•          Procedures to protect personal information

•          Procedures to receive and respond to complaints and inquiries

•          Communications and training programs to provide information to it's staff about privacy policies and practices.

2.      IDENTIFYING PURPOSES: 

•          Brooks and District Diabetes Association identifies the purposes for which personal information is collected at or before the time the information is collected, and documents those purposes.

•          Brooks and District Diabetes Association collects only that information necessary for the purposes that have been identified.

•          Brooks and District Diabetes Association specifies (verbally, electronically or in writing) and explains the identified purposes(s) to the individual at or before the personal information is collected.

•          When personal information is collected for a purpose not previously identified, the new purpose is communicated to the individual prior to use.  In such case, the consent of the individual is required before the information is re-used.

•          Brooks and District Diabetes Association collects personal information from individuals in order to:

•          Screen individuals for employment, volunteer or contracting suitability

•          Manage and administer personnel (including performance appraisal, security and access control and discipline)

•          Manage and administer compensation and benefits programs

•          Administer payroll

•          Administer occupational health and safety programs

•          Monitor and track skills and competency development

•          Meet legal and regulatory requirements (e.g. Employment Standards legislation, casino volunteer registration under provincial gaming laws, Canada Customs and Revenue Agency reporting requirements)

•          Facilitate CA audits when required to do so

•          Provide contact information of CA staff, board members and other volunteers, to the Federation of Calgary Communities (“FCC”), to other CAs within FCC, and to other affiliated organizations (e.g. Volunteer Calgary)

•          Provide contact information of CA staff and volunteers to CA’s insurers

•          Provide such information as may be required for administration of CA programs.

3.      CONSENT:

•          Brooks and District Diabetes Association uses reasonable efforts to ensure that individuals understand how their personal information will be used.  Brooks and District Diabetes Association obtains consent as required for the collection, use and disclosure of personal information, except where inappropriate.

•          When determining the form of consent, Brooks and District Diabetes Association considers the sensitivity of the information and the reasonable expectations of the individual.  Express consent will be obtained when the information is likely to be considered sensitive; implied consent may be appropriate when information is less sensitive.  Consent may also be given through an individual’s authorized representative (such as a legal guardian or a person having power of attorney).

•          Brooks and District Diabetes Association obtains consent for the collection, use or disclosure of information through various means, including verbal, written (e.g. signed forms) or electronic processes.

•          In rare circumstances, Brooks and District Diabetes Association may collect and use personal information without the individual’s knowledge or consent. For example:

•          If it is clearly in the interests of the individual and consent cannot be obtained in a timely way (e.g. when the individual is seriously ill)

•          If obtaining prior consent would defeat the purpose of collecting the information (e.g. in the investigation of alleged criminal activity)

•          In the case of an emergency where the life, health or security of the individual is threatened.

•          Brooks and District Diabetes Association generally seeks to obtain consent at the same time personal information is collected.  Brooks and District Diabetes Association may, however, seek consent to use and disclose personal information after it has been collected, but before it is used or disclosed for a new purpose (e.g. before disclosing board member information to a funding organization if this purpose was not previously contemplated).

•          Consent may be withdrawn at any time, subject to legal or contractual restrictions and reasonable notice. Brooks and District Diabetes Association and/or the Privacy Officer informs individuals of the implications for withdrawing consent

4.      LIMITING COLLECTION:

•          Brooks and District Diabetes Association limits the amount and type of personal information collected to that which is necessary for the identified purpose.

•          Brooks and District Diabetes Association collects information by fair and lawful means.

•          Brooks and District Diabetes Association may collect the following information from employees and contractors:

•    demographic and contact information including home address and telephone number, date of birth, social insurance number and gender

•        education and employment history

•     banking or financial information

•  health information

•      security background checks, as required.

•          Brooks and District Diabetes Association may collect the following personal information from board members and other volunteers:

• demographic and contact information including home address and telephone number, business name, address and telephone number

• education and employment history

• areas of interest and expertise

•  history of community involvement.

•          Brooks and District Diabetes Association may collect the following personal information from members of the CA:

•  names and contact information, including home address and telephone numbers

§         demographic information about community association membership, including number and ages of children, seniors, ethnic background, interest in programs or facilities, for program planning purposes

§         financial information, if members involved in programs with financial eligibility requirements, or where payment is required for programs or services.

•          Brooks and District Diabetes Association may collect personal information through the following means:

• solicited and unsolicited resumes and correspondence

• completed application forms (paper or on-line format) for employment, benefits, grants and bursaries, volunteer opportunities, sports and other program registrations, facilities rental applications, etc.

•  in person and through telephone interviews

• on-line forms through the websites.

5.  LIMITING USE, DISCLOSURE AND RETENTION

•          Brooks and District Diabetes Association does not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required by law.

•          Notwithstanding the above, Brooks and District Diabetes Association may disclose personal information without consent:

•          to a lawyer representing the CA

•          to a company or individual employed by Brooks and District Diabetes Association to perform functions on its behalf (e.g. outsourced information processing function, administration of health services plan)

•          in order to collect a debt owed by the individual to Brooks and District Diabetes Association

•          to comply with a subpoena, warrant, or court order

•          as required or authorized by law (e.g. Employment Standards legislation)

•          when the information is publicly available (e.g. telephone directory information)

•          to a public authority in the event of imminent danger to any individual.

•          Brooks and District Diabetes Association obtains consent for all other disclosures of personal information for purposes other than those for which the information was initially collected (e.g. to provide references regarding current or former employees. Brooks and District Diabetes Association does not require consent to confirm an individual’s employment record (e.g. confirm years of employment, and position held)).

•          Only CA employees or volunteers with a business need-to-know, or whose duties so require, are granted access to personal information.

•          Brooks and District Diabetes Association has developed guidelines and implemented procedures with respect to the retention of personal information.  Brooks and District Diabetes Association retains personal information only as long as it is necessary for the identified purpose, or as required by law.  Where personal information is used to make a decision about an individual, Brooks and District Diabetes Association retains the information, or the rationale for making the decision, long enough to allow the individual access to the information after the decision has been made.

•          Personal information that is no longer required to fulfil the identified purposes or required by law to be retained is destroyed, erased or made anonymous.

6.  ACCURACY

•          Brooks and District Diabetes Association ensures that personal information collected, used and disclosed is as accurate, complete and up-to-date as necessary for the intended purpose.

•          Personal information is kept sufficiently accurate, complete and up-to-date to minimize the possibility that inappropriate information may be used to make a decision about the subject individual.

•          Brooks and District Diabetes Association updates personal information as and when necessary to fulfill the identified purpose or upon notification by the individual who is the subject of the information.

7.  SAFEGUARDS

•          Brooks and District Diabetes Association protects personal information against such risks as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction, regardless of the format in which it is held.

•          Brooks and District Diabetes Association has developed and implemented information security policies and procedures that outline physical, organizational, and technological measures in place to protect personal information as appropriate to the sensitivity of the information.

•          Brooks and District Diabetes Association protects personal information disclosed to, or processed by third parties by contractual agreements which address the following as necessary:

•          identifying the types of records provided, collected, created, or maintained in order to deliver the service, and specifying any applicable privacy legislation;

•          stipulating the confidentiality of the information and the purposes for which it is to be used (requiring the third party provides at least the same level of protection that Brooks and District Diabetes Association does);

•          identifying the organization(s) having custody and control of the records, including the responsibility and process for handling requests for access to information;

•          ensuring that third parties and their employees having access to the CA’s information assets are aware of, and understand their responsibility to adhere to the CA’s information handling and security policies, including maintaining the confidentiality of personal information;

•          ensuring that Brooks and District Diabetes Associationhas access to information produced, developed, recorded or acquired by third parties as a result of the contract, including timely access in response to requests for information, and specifying that third parties shall not deny access to, or retain custody of, personal information because of late or disputed payment for services;

•          requiring third parties to report breaches of confidentiality and privacy to the CA’s Privacy Officer within 48 hours of knowing that the breach occurred;

•          addressing disaster recovery and backup of any information assets and systems in the custody of the third party;

•          addressing the disposition (e.g. destruction or return) of all of the CA’s information assets (e.g. records, hardware, system documentation) upon termination of the contract;

•          specifying any audit or enforcement measures that Brooks and District Diabetes Associationwill undertake to ensure that third parties comply with information handling and security provisions outlined in contractual agreements (for example, non-disclosure agreements, audit trails, regular review of third party access requirements, inspection of third party premises).

•          Brooks and District Diabetes Association ensures that all employees and volunteers are aware of its privacy policies and procedures, and understand the importance of maintaining the confidentiality of personal information.

•          Care shall be taken in the disposal or destruction of personal information to prevent unauthorized parties from obtaining access to the information.

8.  OPENNESS

•          Upon request, Brooks and District Diabetes Association makes available specific information about its policies and practices relating to the management of personal information, including:

•          the means of gaining access to personal information held by the CA;

•          identification of personal information held by the CA, and a general account of its use;

•          a copy of any brochures or other information explaining the CA’s Privacy Policy, Guidelines and related procedures;

•          reference to the statement of Brooks and District Diabetes Association Privacy Policy on Brooks and District Diabetes Association website, if applicable.

•          To make an inquiry or lodge a complaint about the CA’s personal information handling  policies and procedures, contact Brooks and District Diabetes Association Privacy Officer by mail at Brooks and District Diabetes Association, 208 Mount Copper Park SE. , Calgary, Alberta, Canada, by e-mail at dabd@telusplanet.net or by calling (403)257-0259.

9.  INDIVIDUAL ACCESS

•          Upon request, Brooks and District Diabetes Association provides individuals with access to their personal information held by the association. Individuals have the right to challenge the accuracy and completeness of their personal information held by the CA, and to have it amended as appropriate.

•          All requests by individuals (e.g. members, employees, volunteers, contractors) to access their personal information held by the CA, or to correct or amend their personal information, should be directed to the designated Privacy Officer.  Such requests should be in writing.

•          Brooks and District Diabetes Association responds to requests for access to personal information within 30 business days.

•          Responding to an individual’s request for information is usually done at no or minimal cost to the individual.  However, a fee for reasonable costs incurred may be charged when responding to more complex requests, provided the individual is informed in advance.

•          In order to safeguard personal information, Brooks and District Diabetes Association may request sufficient information from the individual to verify that person’s identity.

Limitations to Individual Access

•          Brooks and District Diabetes Association provides individuals access to their personal information subject to limited and specific exceptions.  Brooks and District Diabetes Association will refuse access to personal information if:

•          Brooks and District Diabetes Association has disclosed information to a government institution for law enforcement or national security reasons;

•          it would reveal personal information about a third party unless there is consent or a life-threatening situation;

•          doing so could reasonably be expected to threaten the life or security of another individual;

•          the disclosure would reveal confidential commercial information; or

•          the information is protected by solicitor-client privilege

•          If access to information is refused, Brooks and District Diabetes Association shall, in writing, inform the individual of the refusal, the reason(s) for the refusal, and any recourse the individual may have to challenge the CA’s decision.

Correction/Amendment of Personal Information

•          Brooks and District Diabetes Association corrects or amends personal information as required when an individual successfully demonstrates the inaccuracy or incompleteness of the information.  Amendment may involve the correction, deletion, erasure, or addition to any personal information found to be inaccurate or incomplete.

•          Any unresolved differences as to accuracy or completeness shall be noted in the individual’s file. Where appropriate, Brooks and District Diabetes Association shall inform any third parties having access to the personal information in question as to any amendments, or the existence of any unresolved differences between the individual and the CA.

10. CHALLENGING COMPLIANCE

•          Brooks and District Diabetes Association investigates all complaints concerning compliance with its Privacy Policy, Guidelines and practices, and responds within 30 days of receipt of a complaint.   If a complaint is found to be justified, Brooks and District Diabetes Association takes appropriate measures to resolve the complaint including, if necessary, amending its policies and procedures. Individuals shall be informed of the outcome of the investigation regarding their complaint.

•          Complainants may address inquiries or complaints concerning compliance with these policies or guidelines by contacting Brooks and District Diabetes Association Privacy Officer as set out in these Guidelines under Principle 8 (Openness).  A complaint may also be addressed in writing to the Privacy Commissioner of Canada at 112 Kent Street, Ottawa, Ontario, K1A 1H3.

Policy Revisions

Any changes to the Brooks and District Diabetes Association Privacy Policy will be promptly communicated on this page. Policy changes will not alter how we handle previously submitted personal information.

Diabetes Association (Brooks & District) Box 187 - 215 3rd Street W Brooks, AB   T1R 1B3 Ph. (403) 362-5914 Fax (403) 362-0336   e-mail: dabd@telusplanet.net