11 January 2010
BitNet
Privacy Policy

BitNet has always been committed to the protection of the personal information of its members, partners and other stakeholders. On January 1, 2004 the federal Personal Information Protection and Electronic Documents Act (PIPEDA) began to apply to provincially regulated organizations that collect, use and disclose personal information in the course of commercial activity. As such, BitNet has developed the following Privacy Policy in order to ensure compliance with PIPEDA, as well as to inform individuals of our continuing commitment to the protection of their personal information.

What is personal information?
Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form such as a person’s e-mail address, food allergies, credit card numbers, home addresses and so on. It does not include the name. title or business address or telephone number of an employee of an organization.
 
Who is responsible for protecting the personal information collected, used and disclosed by BitNet?
The Executive Director of BitNet is the Privacy Officer for the organization and is responsible for ensuring compliance with PIPEDA and with this Privacy Policy. Other individuals, such as members of the Board, Chairs of various Committees may be delegated to act on behalf of the Privacy Officer or to take responsibility for occasional collection, use and disclosure of personal information.  
 
Whys does BitNet collect or use personal information?
BitNet is committed to providing its members with quality professional development opportunities, excellent networking events and up-to-date information in the field of Information Technology. In order to meet these goals, BitNet collects, uses and discloses personal information for the following purposes:
 
  To verify the identity of BitNet members;
  To promote up-coming Information Technology related events and opportunities;
  To register members and non-members for BitNet events;
  To ensure individuals’ food preferences and needs are met at BitNet events;
  To promote member benefits;
  To provide Information Technology related information via e-mail and /or regular mail to BitNet members and to non-members;
  To record members’ attendance at BitNet professional development events;
  To identify prospective BitNet members within the IT community;
  To promote our programs and services to prospective members;
  To provide the “Employment Networking Group (ENG)” – with a service that links employers with prospective employees within the Information Technology community;
  To announce the names of new members in the Chapter’s Newsletter, as well as those members who have been transferred to the local Chapter, or have received the IT designation, awards, citations or commendations; and
  To publish and provide BitNet meeting attendance lists to its members.
 
Does BitNet disclose personal information?
Unless required to do so by law, BitNet does not currently disclose the personal information under its control to a third party.  It does not trade, sell, barter, or give away its membership list to anyone.  Should it be necessary in the future to make such as discloser, BitNet will not do so without the express consent of the individuals involved. 
 
How do individuals provide BitNet with their consent for the collection, use and disclosure or their personal information?
When members join BitNet, they provide their personal information expressly through a registration process. BitNet then has access only to the personal information provided by the member that is required to fulfill the purposes stated above.  When BitNet  holds events, personal information is also collected from those individuals who will be attending.  Personal information about prospective members is collected from the individuals themselves when they attend BitNet- partnered events as well as BitNet events.  These individuals will then be contacted to confirm that they wish to be added to the BitNet electronic mailing list in order to receive IT related information and promotions.   
Of course , consent can be withdrawn at any time by contacting  BitNet Privacy Officer who will ensure that the individual’s personal information is no longer used or disclosed by the organization. 
 
How much personal information does BitNet collect, use or disclose?
BitNet only collects, uses and discloses the personal information it requires in order to fulfill the purposes listed above, and no more. 
 
How long does BitNet retain personal information? 
BitNet only retains personal information for as long as required ton fulfill the purposes listed above.  For example, a list of attendees at BitNet professional development events is maintained for a period of three years.  Members contact information is kept for the duration of their membership and is renewed once a year. 
 
How accurate is the personal information collected, used and disclosed by BitNet? 
BitNet ensures the personal information it collects, uses, discloses is as accurate and up-to-date as is required to fulfill the purpose listed above.  If an individual’s personal information requires amendment, they need only to contact BitNet via their website, make the correction via themselves or with the assistance of BitNet services staff.
How secure is the personal information stored at BitNet?
BitNet is committed to ensuring that personal information is protected from unauthorized access, unintended disclosure or theft.  This protection is provided by firewalls in the computer system, passwords to protect databases, and locked filing cabinets.  Only the Privacy Officer, and members of the Board have access to this information.
How can individuals learn more about BitNet’s Privacy Policy?
Updated versions of this Privacy Policy will continue to be posted on the BitNet website www.bitnet.ca.  This policy is also available in hard copy through the BitNet office, a copy of which can be requested by contacting  BitNet at:
BitNet
Business Information Technology Network
203 – 414 Locust Street
Burlington, Ontario
L7S 1T7
Phone: (905) 319-8667
 
How can individuals access their personal information held by BitNet?
Individuals have a right to access their own personal information in the possession and control of BitNet.  They also have a right to know if their information  has been disclosed to any third parties.  If individuals wish to access their personal information they need only to contact BitNet in writing at the above mailing or e-mail address.  BitNet reserves the right to charge a reasonable fee for the copying of this information.
 
How can individuals relay their concerns about their personal information held by BitNet?
If individuals have a complaint related to BitNet Privacy Policy they can contact the Privacy Officer using any of the above contact information.  If the Privacy Officer is unable to resolve the concern, , or if there are further complaints, individuals can contact the Privacy Commissioner of Canada at www.privcom.gc.ca or at:
 
112 Kent Street,
Ottawa, Ontario.
K1A 1H3
 
Tel:  (613) 995-8210
Toll Free: 1 (800) 282-1376
Fax: (613) 947-6850