Toronto SoccerPlex - Privacy Policy
Purpose of this Policy
1. Privacy of personal information is governed by the Personal Information Protection
and Electronics Documents Act ("PIPEDA"). This policy describes the
way the Toronto SoccerPlex collects, uses, retains, safeguards, discloses and
disposes of personal information, and states our s commitment to collecting,
using and disclosing personal information responsibly. This policy is based on
the standards required by PIPEDA, and Toronto SoccerPlex’s interpretation of
these responsibilities.
Our Organization
2. Our organization, Toronto SoccerPlex, is an indoor soccer facility that rents
fields to sportsclubs and individuals, and provides these services to its customers:
a) From time to time may arrange soccer matches, leagues and development programs
within the facility;
b) Seeks affiliation with other organizations with a view to the promotion of
the game of soccer;
c) Encourages and promotes the registration of all customers to become members
of the Ontario Soccer Association.
Personal Information
3. Personal information is information about an identifiable individual. Personal
information includes information that relates to their personal characteristics
(e.g., gender, age, income, home address or phone number, ethnic background,
family status), their health (e.g., health history, health conditions, health
services received by them) or their activities and views (e.g., religion, politics,
opinions expressed by an individual, an opinion or evaluation of an individual).
Personal information, however, does not include business information (e.g., an
individual's business address and telephone number), which is not protected by
privacy legislation.
Accountability
4. If you feel your privacy has been compromised, please write to us immediately
at:
Privacy Officer-Toronto SoccerPlex
101 Railside Road, Toronto, ON M3A 1B2
Or by calling 416-441-4000.
Purpose
5. Personal information will only be used by the Toronto SoccerPlex to meet and
maintain the highest standard of organizing and programming within our facility.
We collect personal information from prospective customers, members, coaches,
referees, participants, managers and volunteers for purposes that include, but
are not limited to, the following:
a) Name, address, home telephone number, business telephone number, cell phone
number, fax number and e-mail address for the purpose of providing communications
and information.
b) NCCP number, education, resume and experience for database entry at the Coaching
Association of Canada to determine level of certification and coaching qualifications
if required.
c) Officiating education, certification, resume and experience to determine officiating
qualifications.
d) Credit card information for field rental payments and/or registration at tournaments,
conferences, registration of development sessions, purchasing equipment, coaching
manuals and other resources.
e) Personal health information including provincial health card numbers, allergies,
emergency contact and past medical history for use in the case of medical emergency.
f) Advertisements - Individuals providing their addresses or e-mail addresses
to the Toronto SoccerPlex may receive advertisements, a news-letter and notices
of upcoming programs or events that may be of interest.
Consent
7. Consent is required to be obtained by lawful means from individuals at the
time of collection, prior to the use or disclosure of the personal information.
If the consent to the collection, use or disclosure was not obtained upon receipt
of the information, consent will be obtained prior to the use or disclosure of
that information. Toronto SoccerPlex may collect personal information without
consent where reasonable to do so and where permitted by law.
8. By providing personal information to the Toronto SoccerPlex, individuals are
consenting to the use of the information for the purposes identified in this
policy.
9. In determining the form of consent to use, Toronto SoccerPlex will take into
account the sensitivity of the information.
Limiting Collection
12. All personal information will be collected fairly, by lawful means and for
the purposes as specified in this policy.
Limiting Use, Disclosure and Retention
13. Personal information will not be used or disclosed by the Toronto SoccerPlex
for purposes other than those for which it was collected as described herein,
except with the consent of the individual or as required by law.
14. Information disclosed to a third party with consent from the individual shall
be protected by a third party agreement to limit use and disclosure.
15. Personal information will be retained for certain periods of time in accordance
with the following:
a) Registration data and athlete information will be retained for a period of
five (5) years after an individual has last conducted business with the Toronto
SoccerPlex, in the event that the individual chooses to return to the facility
as a customer/member;
b) Employee information will be retained for a period of seven years in accordance
with Canada Customs and Revenue Agency requirements.
c) Credit card information shall be destroyed or erased immediately after use
or customer or member no longer wished to rent or take part in any leagues or
programs at the facility.
d) As otherwise may be stipulated in federal or provincial legislation.
16. Personal information that is used to make a decision about an individual
will be maintained for a minimum of one year of time to allow the individual
access to the information after the decision has been made.
17. Documents will be destroyed by way of shredding and electronic files will
be deleted in their entirety. When hardware is discarded, Toronto SoccerPlex
will ensure that the hard drive is physically destroyed.
Accuracy
19. Toronto SoccerPlex will use accurate and up-to-date information as is necessary
for the purposes for which it is to be used, to minimize the possibility that
inappropriate information may be used to make a decision about an individual.
Safeguards
20. Personal information is protected by security safeguards appropriate to the
sensitivity of the information against loss or theft, unauthorized access, disclosure,
copying, use or modification.
21. Methods of protection and safeguards include, but are not limited to, locked
filing cabinets, restricted access to offices, security clearances, need-to-know
access and technological measures including the use of passwords, encryption
and firewalls.
22. The following steps will be taken to ensure security:
a) Paper information is either under supervision or secured in a locked or restricted
area.
b) Electronic hardware is either under supervision or secured in a locked or
restricted area at all times. In addition, passwords are used on computers.
c) Paper information is transmitted through sealed, addressed envelopes or in
boxes by reputable courier/delivery companies.
d) Electronic information is transmitted either through a direct line or is encrypted.
e) Staff are trained to collect, use and disclose personal information only as
necessary to fulfill their duties and in accordance with this policy.
f) External consultants and agencies with access to personal information will
provide Toronto SoccerPlex with appropriate privacy assurances.
Openness
23. Toronto SoccerPlex will publicize information about its policies and practices
relating to the management of personal information. This information is available
through this policy, on Toronto SoccerPlex’s web site or upon request by contacting
the Privacy Officer at info@torontosoccerplex.com or
by calling 416-441-4000.
24. The information available to the public includes:
a) The name or title, address and telephone number of Toronto SoccerPlex’s Privacy
Officer.
b) The forms that may be used to access personal information or change information.
c) A description of the type of personal information held by Toronto SoccerPlex,
including a general statement of its approved uses.
Individual Access
25. Upon written request, and with assistance from Toronto SoccerPlex, an individual
may be informed of the existence, use and disclosure of his or her personal information
and will be given access to that information. As well, an individual is entitled
to be informed of the source of the personal information along with an account
of third parties to whom the information has been disclosed.
26. Requested information will be disclosed to the individual within 30 days
of receipt of the written request at no cost to the individual, or at nominal
costs relating to photocopying expenses, unless there are reasonable grounds
to extend the time limit.
27. If personal information is inaccurate or incomplete, it will be amended as
required.
28. An individual may be denied access to his or her personal information if:
a) This information is prohibitively costly to provide;
b) The information contains references to other individuals;
c) The information cannot be disclosed for legal, security or commercial proprietary
purposes;
d) The information is subject to solicitor-client or litigation privilege.
29. Upon refusal, the Toronto SoccerPlex will inform the individual the reasons
for the refusal and the associated provisions of PIPEDA.
Challenging Compliance
30. An individual may challenge this decision for compliance with this policy
and PIPEDA, by submitting a challenge in writing to Privacy Officer – Toronto
SoccerPlex at info@torontosoccerplex.com on receipt we shall:
a) Record the date the complaint is received;
b) Notify the Privacy Officer who will serve in a neutral, unbiased capacity
to resolve the complaint;
c) Acknowledge receipt of the complaint by way of telephone conversation and
clarify the nature of the complaint within three days of receipt of the complaint;
d) Appoint if necessary an investigator using personnel or an independent investigator,
who will have the skills necessary to conduct a fair and impartial investigation,
and who will have unfettered access to all files and personnel, within ten days
of receipt of the complaint.
e) Upon completion of the investigation and within 25 days of receipt of the
complaint, the investigator will submit a written report to the Toronto SoccerPlex.
f) Notify the complainant of the outcome of the investigation and any relevant
steps taken to rectify the complaint, including any amendments to policies and
procedures, within 30 days of receipt of the complaint.
32. An individual may appeal a decision made by the Toronto SoccerPlex under
this Policy, in accordance with the policies for appeals.
Approval and Review
33. This Policy was approved by the Directors of the Toronto SoccerPlex, and
will be reviewed annually.
IP Address
34. When the user's web browser requests a web page from another computer on
the Internet, it automatically gives that computer the address where it should
send the information. This address is called the computer's "IP address."
35. Toronto SoccerPlex does not collect, use or disclose IP Addresses.
Cookies
36. Cookies are small text files that a Web browser transfers to and from your
hard drive for record keeping purposes. Cookies make life easier for you by saving
your passwords, purchases, and preferences while you're at our site. The use
of cookies is an Internet standard, and you'll find cookies at most major Web
sites.
37. The use of cookies is an industry standard and many major browsers are initially
set up to accept them. You can reset your browser to either refuse to accept
all cookies or to notify you when you have received a cookie. However, if you
refuse to accept cookies, you may not be able to use some of the features available
on websites.
38. Toronto SoccerPlex does not use cookies to identify specific individuals.
Copyright and Legal Disclaimer
39. This web site is a product and property of the Toronto SoccerPlex. The information
on this Web site is provided as a resource to those interested in our facility.
We do not make any claims or any representation or warranty, express or implied,
concerning the accuracy, completeness or fitness for a particular purpose of
the information. Persons accessing this information assume full responsibility
for the use of the information and understand and agree that the Toronto SoccerPlex
is not responsible or liable for any claim, loss or damage arising from the use
of this information. Reference to specific products, processes or services does
not constitute or imply recommendation or endorsement. We also reserve the right
to make changes at any time without notice.
40. Links made available through this website may allow you to leave our website.
Please be aware that the internet sites available through these links are not
under our control. Therefore, we do not make any representation to you about
these sites or the materials available there. We are only providing these links
as a convenience to you, and in no way guarantees these links and the material
available there. We are not responsible for privacy practices employed by other
companies or websites.
Applicable Law
41. This site is created and controlled by the Toronto SoccerPlex in the province
of Ontario. As such, the laws of the province of Ontario will govern these disclaimers,
terms and conditions, without giving effect to any principles of conflict of
laws.
