Privacy

Date of original issue: January 2004

(updated: October 2010) 

The Canadian Association of Nephrology Nurses and Technologists (CANNT) is managed by professionals who strive to serve members based on CANNT Mission & Vision Statements. CANNT is committed to protecting the privacy of members and customers. The CANNT website is operated in accordance with this same set of values. All personal information collected by CANNT via membership forms, conference registrations, the website or otherwise is done so in accordance with the following Privacy Policy and the Principals behind the Privacy Code from which these were developed.

What is Personal Information?

"Personal information" is personally identifiable information such as your name, residential address and e-mail address and includes information about your membership and billing information.

CANNT collects personal information only when you specifically and knowingly choose to provide it to us such as when you apply for membership or attend a CANNT sponsored symposium

Collection and Use of Personal Information

CANNT collects and uses your personal information primarily for the purpose of providing you with the products and services you have requested from us, including the CANNT/ACITN Journal, CANNT Symposia, mailers etc. CANNT only will ask for information about you that we need and will only ask for it when we need it. When we ask you for the information, we will explain to you why we need it and what we are going to do with it.

Your personal information is used to communicate with you about your membership to provide you with information about other CANNT services or activities. If you indicated that you were interested in receiving offers or information from selected CANNT partners, your personal information would also be used to contact you or to send you e-mail materials about products and services that might be of interest to you. You always have the option to tell us not to share your personal information with other CANNT partners.

CANNT may also contact you from time to time to conduct market research and surveys in an effort to continually improve our services.

Unless you specifically authorize us to release your personal information, or it is required or permitted by law, CANNT will not sell, lease or trade your personal information with third parties.

By becoming a member, by requesting information, registering for events or symposia offered by CANNT, you are giving CANNT permission to contact you by way of the information you provide. Members may choose not to be contacted by CANNT - Utilize the "Join Now" section of the CANNT website (www.cannt.ca) to customize your communications preferences, or by contacting the CANNT National Office at cannt@cannt.ca or (705) 720-2819 or fax (705) 720-1451.

Accuracy

CANNT will try to ensure that information about you is accurate, complete and up-to-date. However, please inform CANNT of any change of name, address or other information. In the event that you have questions to the accuracy of information we have collected about you please contact us directly.

Security

CANNT is committed to protecting your privacy. Security measures such as limited access to information. Our management and Board of Directors have been trained to respect your privacy at all times and those with access to your personal information shall use your personal information strictly in accordance with CANNT's policy.

Aggregate Data

CANNT may share aggregate information about its members and customers -not individual data- with sponsors, potential sponsors, government bodies and other parties to help them better understand CANNT's members and their interests.

Such aggregate information is used to CANNT demographic data about its members in order to improve the organization and the programs and services we provide.

Protecting your Personal Information

Certain processes are used to collect personal information such as membership forms, conference registration forms, the website (including "Join Now," "Register for CANNT Symposia," "Bursaries and Awards,") etc. CANNT collects no personal information about you unless you choose to provide that information to us. Any personally identifiable data about members, delegates or website visitors is stored securely and used only for the purpose for which it is provided to us.

Payment Data Collected

All credit card information is collected and

1) Processed by the National Office or

2) Collected and sent to our payment partner for use in payment approval and processing only.

CANNT's payment partners are Global Payments Canada Inc. and Beanstream Inc.

When You Leave the CANNT Website

The above privacy policies pertain to the CANNT website (www.cannt.ca). However, the CANNT website contains links to other sites. Once you link to another site, you are subject to the privacy and security policies of the new site.

Questions or Concerns, please contact CANNT's Privacy Officer:

Patty Quinan

President Elect, CANNT
e-mail: PQuinan@HRRH.on.ca

or

 

Debbie Maure
CANNT National Office
e-mail: cannt@cannt.ca

References:

Canadian Nurses Association http://www.cna-nurses.ca/pages/ethics

Canadian Society of Association Executives: http://www.associationmagazine.com/Client/CSAE

Canadian Standards Association: http://www.csa.ca/standards/privacy/code

Ten Principles of Fair information Practices

1) Accountability

Responsible for personal information under its control and will designate two individuals who are accountable for the Association's compliance with the principles.

2) Identifying Purposes

Collect and retain personal information only as is required and is relevant to serving our members.

3) Consent

The knowledge and consent of the members is required for the collection, use, or distribution of personal information.

4) Limiting Collection

The collection of personal information shall be limited to that which is necessary for the organization. Information shall be collected by fair and lawful means.

5) Limiting Use, Disclosure, and Retention

Personal information shall not be used or disclosed for purposes other than those for which collected, except with the consent of the member or as required by law. Personal information will only be retained as long as necessary for the fulfilment of those purposes.

6) Accuracy

Personal information shall be as accurate, complete, and up-to-date as is necessary to fulfill the purposes for which it is to be used. i.e. membership, conference registration.

7) Safeguards

Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.

8) Openness

Make readily available to members specific information about its practices related to the management of the personal information.

9) Individual Access

Upon request, an individual shall be informed of the existence, use, and disclosure of his/her personal information and shall be given access to that information. An individual may challenge the accuracy and completeness of the information and have it amended as required.

10) Challenging

An individual shall have the ability to address a challenge concerning compliance with the above principles to the Privacy Officers.

Date of original issue: January 2004

CANNT's COMMITMENT TO PRIVACY

The Canadian Association of Nephrology Nurses and Technologists (herein referred to as CANNT) is committed to controlling the collection, use and disclosure of the personal information provided by our members.

Principles behind the CANNT Privacy Code:

1) Accountability

CANNT is responsible for personal information under its control and will designate two individuals who are accountable for the Association's compliance with the principles.

1.1 Accountability for CANNT's compliance with the principles is the responsibility of the Privacy Officers, even though other individuals working for/on behalf of CANNT may be responsible for the day to day collection and processing of personal information.

1.2 Upon request the identity of the Privacy Officers designated by the CANNT Board of Directors to oversee the organization's compliance with the principles shall be known.

1.3 CANNT is responsible for personal information in its possession including information that has been transferred to a third party for processing.

1.4 CANNT shall implement policies and practices to give effect to the principles, including implementing procedures to protect personal information; b) establishing procedures to respond to complaints and inquiries; c) training staff (or those responsible for the collection and processing of personal information) and communicating to staff (or those responsible for the collection and processing of personal information) informing of CANNT's policies and practices; and d) developing information to explain CANNT's policies and procedures.

2) Identifying Purposes

Collect and retains personal information only as is required and is relevant to serving our members.

2.1 CANNT shall document the purposes for which personal information is collected.

2.2 Identifying the purposes for which personal information is collected at or before the time allows CANNT to determine the information it needs to collect to fulfil these purposes. CANNT will only collect information that is necessary for the purposes that have been identified.

2.3 The identified purposes shall be specified at or before the time of collection to the individual whom the personal information is collected. CANNT will have a statement of intent on all forms and give the statement verbally if appropriate.

2.4 The consent of the individual is required before CANNT can use the information for any other purpose other than originally identified.

3) Consent

The knowledge and consent of the members is required for the collection, use, or distribution of personal information.

3.1 Consent is required for the collection of personal information and the subsequent us of this information. Typically, CANNT will seek consent for the use or disclosure of the information at the time of collection. In certain circumstances, consent may be sought after the information has been collected but before use.

3.2 The principle requires "knowledge and consent''. CANNT shall make a reasonable attempt to ensure that the individual is advised of the purposes for which the information will be used. The purposes must be stated in such a manner that the individual reasonably understands how the information will be used or disclosed.

3.3 CANNT will not, as a condition of membership or attending a CANNT event, require consent to the collection, use or disclosure of information beyond that required to fulfill specified and legitimate purposes.

3.4 CANNT will determine the sensitivity of the information that it is collecting.

3.5 Consent shall not be obtained through deception.

3.6 Individuals can give consent in many ways. For example: 1) an application form may seek consent, collect information, and inform the individual of the use that will be made of the information. By completing and signing the form, the individual is giving consent to the specified uses: b) a check-off box may be used to allow individuals to request that names and addresses not be given to other organizations. Individuals who do not check off the box are assumed to consent to the transfer of this information to third parties; c) consent may be given orally when information is collected over the telephone; or d) consent may be given at the time when individuals use a service.

3.7 An individual may withdraw consent at any time. CANNT will inform the individual of the implications of such a withdrawal.

4) Limiting Collection

The collection of personal information shall be limited to that which is necessary for the organization. Information shall be collected by fair and lawful means.

4.1 CANNT will not collect personal information indiscriminately. Both the amount and type of information collected shall be limited to that which is necessary to fulfill the purposes of the organization.

4.2 CANNT will not mislead or deceive individuals about the purpose for which information is being collected.

5) Limiting Use, Disclosure, and Retention

Personal information shall not be used or disclosed for purposes other than those for which collected, except with the consent of the member or as required by law. Personal information will only be retained as long as necessary for the fulfilment of those purposes.

5.1 If CANNT uses personal information for a new purpose it shall be documented.

5.2 Personal information that is no longer required to fulfill the identified purpose will be erased, or made anonymous.

6) Accuracy

Personal information shall be as accurate, complete, and up-to-date as is necessary to fulfill the purposes for which it is to be used. i.e. membership, conference registration.

7) Safeguards

Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.

7.1 The security safeguards shall protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification.

7.2 The nature of the safeguards will vary depending on the sensitivity of the information.

7.3 The methods of protection shall include but not be limited to a) restricted access to offices; b) access available on a "need-to-know" basis.

7.4 CANNT will make their staff and associated outsourcing companies aware of the importance of maintaining the security of personal information.

7.5 Care will be used in the disposal or destruction of personal information to prevent unauthorized parties from gaining access to the information.

8) Openness

Make readily available to members specific information about its practices related to the management of the personal information.

8.1 CANNT will be open about our policies and practices with respect to the management of personal information.

8.2 The information made available shall include a) the name/title and address of the Privacy Officers accountable for CANNT's privacy policies and practices and to whom complaints or inquiries are to be forwarded; b) the means of gaining access to personal information and the type of personal information held by the organization; c) a copy of any brochures or other material that explain the organizational standards and d) what personal information is made available to related organizations.

8.3 CANNT will have information on its policies and practices available in a variety of methods i.e. online access, phone National Office, available by mail/fax.

9) Individual Access

Upon request, an individual shall be informed of the existence, use, and disclosure of his/her personal information and shall be given access to that information. An individual may challenge the accuracy and completeness of the information and have it amended as required.

9.1 Upon request, CANNT shall inform an individual whether or not the use of personal information about that individual is being used. In addition, CANNT should provide an account of the use that has been used or is being made of this information and an account of the third parties to which it has been disclosed.

9.2 CANNT will respond to an individual's request within a reasonable amount of time and at no cost to the individual.

9.3 When an individual demonstrates the inaccuracy or incompleteness of personal information, CANNT shall amend the information as required. Where appropriate, the amended information shall be transmitted to third parties having the information in question.

9.4 When a challenge is not resolved to the satisfaction of the individual, the substance of the outcome of the unresolved challenge shall be recorded by CANNT and exchanged with third parties as appropriate.

10) Challenging

An individual shall have the ability to address a challenge concerning compliance with the above principles to the Privacy Officers.

10.1 CANNT has procedures to respond to the complaints or inquiries regarding the policies and practices relating to the handling of personal information.

10.2 CANNT will investigate all complaints. If a complaint is found to be justified, the organization shall take appropriate measures including, if necessary, amending its policies and practices.