Privacy Policy – Ontario Federation of Trail Riders 

Intent

The OFTR has adopted Privacy Principles, based on those established with PIPEDA (Personal Information Protection and Electronic Documents Act – Jan 1,2004. The OFTR has implemented policies and practices to give effect to these principles. The OFTR has implemented procedures to protect personal information, has established procedures to receive and respond to complaints and inquiries, has trained its staff, contractors, volunteers and communicated to them information about OFTR policies and practices, and has developed information explaining OFTR’s policies and procedures. 

Policy

This Privacy Policy has been developed and implemented to ensure that all personal information is properly collected, used only for the purposes for which it is collected, and is disposed of in a safe and timely manner when no longer needed. The policy will be posted to our website and made available to all volunteers, staff, directors, partners and stakeholders.

The Ontario Federation of Trail Riders (OFTR) is committed to protecting the privacy of our members, partners and stakeholders (members, volunteers, clubs, staff, directors, contractors, stakeholders) while maintaining the confidentiality of personal information.

The OFTR will take all reasonable measures and precautions to ensure the absolute confidentiality of all personal information, including any information that can be used to distinguish, identify or contact a specific individual, with the exception of business or publicly available information. 

This information may be provided to our organization via correspondence, online, conference or meeting registrations, or other forms of communication. Such information may be recorded for the purpose of processing and receipting a transaction, distributing contributions to a member club or other registered business and/or non-profit, recognizing a contribution, registering a member’s participation in a conference, meeting or other event, or responding to information requests.

Procedures

The OFTR has implemented the following measures to ensure the across all operating systems confidentiality:

Accountability – The OFTR is responsible for the personal information in its possession and/or under its control and shall designate an individual who is responsible for the organization’s compliance. All employees, agents, and directors are required to protect the confidentiality of all OFTR business including member information.

Disclosure of the Purpose of Collecting Information – Personal information includes any factual or subjective information, recorded or not, about an identifiable individual.

From time to time, the OFTR may, acting reasonably, collect information about identifiable individuals from published or public sources for the purposes of developing relationships with individuals. 

The areas in which the OFTR collects and uses personal information in accordance with this policy are primarily centered on community, membership, volunteers and event participation. 

Obtaining Consent – The OFTR will collect, use or disclose only the information that the subscriber has provided consent for. This consent will be written, and may be given verbally or electronically. The subscriber may withdraw this consent at any time providing reasonable notice is given.

Accurate Information – The OFTR will keep up to date information on subscribers. If the subscriber believes any information about them is incorrect or incomplete the subscriber has the right to ask us to change it or delete it.

Personal Information will be Safeguarded – The OFTR is committed to the protection all personal information against loss or theft as well as unauthorized access, disclosure, copying, use or modification. Access to subscriber information is restricted to staff, contractors, assigned volunteers of the OFTR or authorized service providers only.

Openness – Privacy policies must and will be made available to anyone.

Access to Paid Member Information – Paid OFTR members have the right to know what personal information about them has been collected, how it was collected, how it is being used, to whom it has been disclosed, to challenge the accuracy and completeness and have it corrected.

Security – The OFTR maintains the appropriate technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification. Access to personal information is restricted to employees, assigned volunteers and authorized service providers who require such information for their respective jobs and tasks. 

Website – We collect two basic types of information on our websites, personally identifiable information which you submit and information about your interaction with our websites using digital markers such as cookies. We collect personally identifiable information when you provide it to us by participating in certain activities that require response or registration. 

When you visit our website, we also automatically log information about your visit. The information collected about your visit includes, but is not limited to: 

The current Internet protocol (IP) address and the type of computer operating system you are using (e.g. Microsoft Windows or Mac OS) 

The type of browser you are using (e.g. Firefox or Internet Explorer) 

The referring website that brought you to the OFTR website 

Your UDID (for mobile devices) 

The domain name of your Internet Service Provider 

Your activities while visiting the Website (e.g. which of our Web pages you viewed) 

Individuals are able to set their browsers to notify them of cookies. There is also the option to set your browser to turn off cookies. Should an individual choose to disable their cookies, some areas of the OFTR site may not function appropriately. 

The OFTR reserves the right to perform statistical analysis of user behaviour and characteristics to measure interest in and use of the various sections of our website. This will allow the organization to improve design and navigation, as well as gather marketing information. The OFTR may use third party services, such as Google Analytics, to process this information. Only aggregated data from this analysis will be used for such purposes. 

The OFTR, in some instances, may include links to third party sites from the organization’s website. These third-party sites have separate and independent privacy policies. The OFTR has no responsibility or liability for the content and activities of these linked sites. 

Registering a Complaint – All OFTR subscribers have the right to register a privacy related complaint by contacting the OFTR Privacy Officer. The OFTR will investigate all complaints received. If an objection is justified, we will take all appropriate steps to repair the situation.

Any questions about protecting the personal privacy of our members, partners and all stakeholders or our privacy policy should be directed to info@oftr.ca