According to the Office of the Privacy Commissioner of Canada, non-profit organizations are usually not subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) because they do not typically engage in commercial activities. This includes most charities, minor hockey associations, clubs, community groups and advocacy groups, for example. The following activities are not considered commercial and are not subject to PIPEDA:
- collecting membership fees
- organizing club activities
- compiling a list of members’ names and addresses
- mailing out newsletters
- fund raising.
However, the Canadian Photonic Industry Consortium (CPIC) values and trusts the people it deals with and as such recognizes the importance of transparency and accountability related to personal information. Therefore, CPIC is committed to proceed with the collection, use and disclosure of personal information in accordance with the Canadian Personal Information Protection and Electronic Documents Act (S.C. 2000,c.5).
CPIC is responsible for personal information collected and under its control and designated the Executive Committee to be accountable for compliance with the Act. The knowledge and consent of the individual are required for the collection, use and disclosure of personal information. Such information should be limited to that which is necessary for the CPIC activities and shall be collected by fair and lawful means.
For each CPIC event/workshop/activity for which personal information is gathered for registration, the potential additional use of such information will be clearly indicated and the individual shall have an opportunity to refuse such additional use. As specified in the Act, express consent will be required for sensitive information while implied consent would be appropriate for less sensitive information. In certain circumstances, personal information generally considered sensitive may become less so where other related information is already in the public domain.
Personal information shall not be used or disclosed for purposes other than those for which it was collected except with the specific consent of the individual.
Personal information shall be protected and retained only as long as necessary for the fulfilment of those purposes. All CPIC employee and contracting parties who collect, maintain and/or use personal information are responsible for ensuring that the collection, use and disclosure of this information is carried out in accordance with this policy and related procedures.