Updated July 19, 2005
The CoastArts Association, which operates the Ross Creek Centre for the Arts, is committed to protecting the privacy of its members and those with whom it does business.
Canada's Personal Information Protection and Electronic Documents Act (PIPEDA):
For more information, visit the Government of Canada's Privacy Commission: www.privcom.gc.ca
A Definition of Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual's opinions or beliefs, as well as facts about, or related to, the individual.
Exceptions: business contact information and certain publicly available information, such as that published in telephone directories, are not considered personal information.
Privacy Protection Commitment
The CoastArts Association is committed to protecting the privacy of the personal information of members, donors, supporters, board of directors, panel and committee members, personnel and other stakeholders in accordance with the Personal Information Protection and Electronic Documents Act.
What personal information is collected?
Membership, sales and registration transactions or donations: The CoastArts Association may collect personal information such as email address, home fax number, and credit card information from individuals becoming members, attending classes, workshops or meetings, purchasing publications or making donations.
Artists for the Artist Colony or Timothy Findley Medal Programs: The CoastArts Association may collect personal information pertinent to the administration and adjudication of the Artist Colony and Timothy Findley Medal programs, both juried processes. This may include educational and professional background and other information applicants to the program may share with The CoastArts Association.
The CoastArts Association governance: Personal contact information for board members, personnel and panel and committee members may be offered by such individuals and will be maintained in a database by designated The CoastArts Association personnel.
Website: No personal information is collected about general website visitors.
Why is it collected, and what is it used for?
Individual Members information: Information regarding members is collected in order that The CoastArts Association may support individual members in the offering and administration of programs. To this end, The CoastArts Association may share general membership information with Theatre Nova Scotia, Professional Association of Canadian Theatres and the Alliance of Artist Communities.
Sales transactions or donations: This information may be collected by designated CoastArts Association personnel to fulfill registrations for programs, workshops or meetings, to provide a tax receipt, thank-you correspondence, invoice, receipt or other correspondence related to a purchase or donation, or to send renewal notices up to six months after the renewal date of a previous order. A secondary contact method is requested should the first method of contact become outdated before the order is completed.
Applicants to the Artist Colony Program and Galleries: This information is collected to provide for the adjudication and administration of the program and the gallery in a manner consistent with the criteria of the Programs.
CoastArts Association governance: Personal contact information for board members, personnel and committee members may be offered by such individuals and will be maintained in a database by designated The CoastArts Association personnel. This information will only be used to conduct relevant CoastArts Association business.
How is it collected?
Members: Members' information is collected by fax, mail, phone or email by designated CoastArts Association personnel. Completion of a membership application or renewal is deemed to provide consent to CoastArts Association to use this information to fulfill membership benefits. Sales and registration transactions or donations: This information may be collected through assorted order forms available on the CoastArts Association website or by email. This information might also be taken over the phone as requested by the purchaser.
Artist Colony and Gallery Programs: This information is collected through the application process; applications may be provided to The CoastArts Association via mail.
CoastArts Association governance: Board members, personnel and committee members' contact information is collected by fax, mail, phone or email by CoastArts Association personnel.
Where is it kept and who has access?
All contact information for members, donors, customers, board of directors, committee members and personnel is tracked in a database maintained by designated CoastArts Association personnel. This includes, if provided, personal contact information. The database does not include any financial information or details such as credit card numbers.
Original order forms (which may include VISA numbers as provided by an individual), and photocopies of cheques are kept in locked filing cabinets accessible by the Executive Director, General Manager, and the Book-Keeper.
Information provided in applications to the Artist Colony and Gallery Programs is shared with members of the independent adjudication panel and authorized personnel. Following the completion of each panel, materials provided to the independent panel are returned to the Ross Creek Centre for the Arts.
What security measures are used?
The CoastArts Association filing cabinets containing financial information are locked.
The database is accessible by designated The CoastArts Association personnel and is password protected.
To whom is it disclosed?
The CoastArts Association does not disclose personal information to any third parties except during a payment transaction when financial information is disclosed to relevant financial and credit institutions in order to process the payment.
The CoastArts Association does not sell, trade or rent personal information to other organizations or individuals. The CoastArts Association does not use personal information outside of the purpose for which it was intended.
The CoastArts Association may include an opt-in or opt-out box on certain order forms to ensure that individuals can receive information about other The CoastArts Association publications and activities should they so desire.
When is it disposed of?
Financial records from sales transactions are kept in a locked filing cabinet for the period of three years and then are destroyed by The CoastArts Association personnel using a paper shredder.
The CoastArts Association database is updated on an ongoing basis. Individuals may contact the Privacy Officer at any time to update personal information, to ask questions about the use of their information, the disclosure of information, or to have it removed from the database.
CoastArts Association Privacy Officer Contact information:
Ms. Chris O’Neill
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