IBEW 1574

I.B.E.W. Local 1574 Privacy Code

Introduction:

Privacy of personal information is an important principle and one that the IBEW takes seriously. We understand the importance of protecting your personal information responsibly. We also attempt to be as open and transparent as possible about the way we handle your personal information.

The collection, use and disclosure of personal information is governed by the Personal Information and Electronic Documents Act (PIPED Act or the “Act”) which came into force January 1, 2004.

PIPEDA regulates the collection, use and disclosure of ‘personal information’. The term ‘personal information’ is defined broadly in the law to include “information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization”. This law protects the privacy of financial information, health information and other types of personal information. IBEW local 1574 has developed this policy in compliance with the Act and it’s guiding principle in implementing this policy is the union will consider what a reasonable person would consider appropriate in the circumstances when deciding how to meet its obligation under the Act. Our Privacy Code is organized to follow the Act’s ten interrelated principles that are the foundation of PIPEDA.

1. Accountability

I.B.E.W. Local 1574 is accountable for the protection of member and employee information. While the Officers and management of I.B.E.W. Local 1574 are ultimately accountable for the protection of personal information, the day-to-day monitoring for compliance is also shared with employees, committee members and the Executive Board. The overall responsibility for the protection of personal information and compliance with its policy rests with our Privacy Officer.

We will use all available procedures, including but not limited to, contractual arrangements to ensure that the use of member personal information provided to/from third parties is in compliance with this code.

We are committed to ensuring that the appropriate security measures are employed in the transfer of sensitive information. However, when using e-mail or wireless communication, you are advised that complete confidentiality and security are not assured.

We will continue to develop policies and procedures to: protect personal information; receive and respond to complaints and inquiries; train employees, Executive Board members and Committee Members as well as communicate the policies and procedures to our Membership, Employers of IBEW Local 1574 members and employees as required.

2. Purposes of Collecting Personal Information

I.B.E.W. Local 1574 collects personal information for the following reasons:
- communicating with our membership
- providing Employers of the IBEW members with a means of communicating with our membership
- ensuring all mandates of I.B.E.W. Local 1574 are adhered to which can include any of the following:
? enforcing the terms and conditions of the collective agreement
? providing member benefits
? workplace health & safety
? promotion of the membership
? ensuring member dues or payables are reasonably collected

In the event any new purpose is identified, all members will be apprised of this information.

Much information is collected, used and disclosed in electronic form. I.B.E.W. Local 1574 web site uses cookies (see our privacy code Supporting Documentation for a full explanation of cookies) in order to provide members, employees and employers with our full range of services.
A detailed list of what personal information is collected, the reasons why and the retention and disposal of such information is available upon request to the Privacy Officer.

3. Consent

Consent can be expressed, implied, or given through an authorized representative such as a lawyer or agent. Consent may be given orally, in writing, or electronically.

I.B.E.W. Local 1574 will obtain consent to collect, use or disclose any personal information except where outlined in this policy.

Based on the reasonable expectations of the members of I.B.E.W. Local 1574 as a result of the established relationship between the Union and its members, we consider that we have your implied consent to continue with the collection, use and disclosure of your personal information as outlined in this Code.

In the event there is a change in the collection, use and/or disclosure of your personal information we will advise you in writing and request your consent accordingly.

I.B.E.W. Local 1574 may collect, use or disclose information without your knowledge or consent in a number of exceptional circumstances. These circumstances are set out in Section 7 or P.I.P.E.D.A. which is available upon request.

Withdrawal or Refusal of Consent:

Subject to contractual or legal restrictions, you may withdraw or refuse consent provided that Local 1574 is given reasonable notice. Refusal or withdrawal of consent may prevent Local 1574 from providing you and the Employers of Local 1574 members with a service.

In the event you have chosen to disable all cookies on your computer and/or set your privacy settings to high, you may not be able to access certain areas of Local 1574’s website. If you do want to access Local 1574’s website and are blocked by privacy or cookie settings, you have some alternatives available to you:

? list I.B.E.W. Local 1574‘s website on your exclusion list, or
? purchase cookie managing software to allow for access to I.B.E.W.
Local 1574’s web site.

If you are not desirous of proceeding through the website, you may phone Local 1574’s office for copies of written documentation that would otherwise be available through the Local’s website.

4. Limits for Collecting Personal Information

I.B.E.W. Local 1574 will only collect personal information for the purposes identified. I.B.E.W. Local 1574 will use methods that are lawful and will not collect information unnecessarily. On request, you are entitled to the position, name or title and contact information for an officer or employee of the local who can answer any questions regarding the collection of such information.

Member information may only be used or disclosed for the purposes for which it was collected unless the member has otherwise consented, or when it is required or permitted by law.

5. Limits for Using, Disclosing, and Keeping Personal Information.

Member information will only be used or disclosed for the purpose for which it was collected.

I.B.E.W. Local 1574 will not use personal information for any additional purpose unless I.B.E.W. Local 1574 seeks your approval to do so, or unless legally or contractually required to do so.

All reasonable efforts will be made to ensure personal information is as accurate, complete, and current as required for the purposes for which it was collected. In most cases, I.B.E.W. Local 1574 relies on its Members/Employees to ensure that certain information (i.e. contact information) is current, complete and accurate.

7. Safeguarding Personal Information.

Depending upon the sensitivity of the personal information, appropriate safeguards will be implemented to protect information from unauthorized use and access in an effort to ensure the security, integrity and privacy of personal information which safeguards shall include but not be limited to:
a) physical measures, such as locked cabinets and restricted access to offices;
b) organizational measures, for example limiting access on a ‘need to know’ basis;
c) technological measures, for example the use of passwords.
d) contractual measures with Third Parties

8. Openness

I.B.E.W. Local 1574 is open about the policies and procedures in use to protect personal information, which are available to individuals upon request.

The following information will be made available:
? The name, title and address of the person accountable for the
code, policies and procedures and to whom complaints or
inquiries can be forwarded
? A description of the type of personal information held by I.B.E.W.
Local 1574, including a general account of its use
? A copy of our Privacy Code or other information that explains the
policies and procedures
? An explanation of what personal information is made available to
related organizations.

9. Individual Access

Upon written request to the Privacy Officer, a member/employee shall be informed of the existence, use and disclosure of their information, and shall be given access to it. Members/employees may verify the accuracy and completeness of their information, and may request that it be amended, if appropriate. The review procedures may not compromise the security, integrity or privacy of other member/employee information.
All requests will be responded to with due diligence, but no later than 30 days of receipt of the request and at minimal or no cost and in a form that is generally understandable. This time limit may be extended if additional time is required to undertake any consultations necessary to respond to the request.

10. Challenging Compliance

Members/employees have the right to challenge the compliance with the privacy principles and our stated privacy policies and practices by filing a written challenge. All communication regarding this should be directed in writing to IBEW Local 1574 Privacy Officer (Cary Gryba):

I.B.E.W. Local Union 1574
Suite 202-4133-4th Ave.
Whitehorse, Y.T.
Y1A 1H8
Attention: Cary Gryba, The Privacy Officer

A decision will be rendered within a reasonable period of time.