Personal Information Protection & Electronic Documents Act (PIPEDA)
As of January 1, 2004, the federal government is enforcing the PIPEDA (Personal Information Protection & Electronic Documents Act). The Act regulates the collection, use and disclosure of personal information.
Swim Ontario, in essence, is asking its members to allow personal information such as name, address, date of birth, e-mail ddresses, telephone numbers, etc., on their families to be entered electronically on a nation-wide database. Hard copy lists are also on file at the Swim Ontario office.
They are kept in a secure location to which no one other than the Swim Ontario staff has access. The Executive Director is the appointed designate for overseeing the data collection process and is ultimately accountable for compliance with this policy.
Purpose of Information Collection
This information is necessary to allow our athletes to train and compete in an age appropriate environment, and to have personal information on hand when direct contact is necessary. The latter also applies to volunteers and coaches. Swim Ontario also collects donor information for Swim-A-Thon tax receipt purposes.
Security & Safeguards
The SNC database is secure, and personal information is not accessible to the general public (see Appendix A). Each club's registrar has access to the database only as it pertains to their club members. Swim Ontario, as the parent organization, can access personal information on all its registered members. Swimming Canada uses the database to determine total registration numbers, rankings, as well as meet results, for the entire country.
Passwords are mandatory for all identified groups to access required information.
Limited Use of Information
Personal information is not divulged to anyone without prior permission from the family. Occasionally Swim Ontario will publish athletes names, genders, ages and club affiliation on our web page or in results, news releases and ranking reports. Swimming Canada accesses the information for statistical and tracking purposes. Swim Ontario Meet managers need name and date of birth (DOB) for swimmers entering competitions. Names, ages, and event results are published electronically as well as in hard copy format after the conclusion of competitions. Other personal information is not made available at any time without prior contact with the coach or the parents/guardians of under-aged swimmers.
Consent & Withdrawal Thereof
Swim Ontario requires consent from each family to continue with this practice. Each club registrar should keep a signed consent form (Please Print form located in Welcome eMail) on file for each registered member (athletes, volunteers, coaches, etc.) until such time at which a member wishes to withdraw consent or leaves the organization. Withdrawal of consent for the use of personal information must be received immediately in writing to the Executive Director of Swim Ontario.
Personal information is kept on file for the duration of a member's participation in Swim Ontario programmes. At the end of each season (August 31), the data is archived and will only be re-activated for those members who re-register with the association.
After six (6) years, all outdated information will be purged entirely from the SNC database.
Swim Ontario will be happy to provide registered individuals with personal data as it appears on the SNC database within 30 days of receipt of a written request.
Complaints are to be directed to the Executive Director of Swim Ontario who will attempt to remedy each situation as it arises expeditiously and in strict confidence.
SECURITY OF DATA
* Clubs must provide Provincial Section with an officially signed user id request form. There is one registrar per club authorized to use account/password combination.
* All user id's are either expired or deleted on Aug 31 each year at the Provincial Section Office's (PSO) discretion.
* Swim Ontario has chosen to remove a Club's affiliation until it has settled all outstanding invoices and fees, and has paid the upcoming season's club fee. The club cannot access its data until the club affiliation is valid.
* No meta-tags have been used in the HTML to facilitate search engine access.
* SecureIIS Web site protection software from eEye Digital Security has prohibited unauthorized access. The site has avoided all "hacking" since its inception.
* Website encryption will be added this year using a 128 bit encryption certificate. This will provide a foundation for financial transaction support, if that is required.
* Site resides behind a router/firewall which only permits access to the web server via restricted ports. Although port 80, the public http protocol port, is open other ports are locked down to prevent "backdoor" access.
* The database server on which the data resides, has no external (internet/web) exposure. It is not visible to the outside world and is only accessed via an internal onsite LAN or from the web/appserver. The IP associated with this server is within the range of private IP's "“ not addressable outside an internal LAN.
I acknowledge that the activity involves a risk of injury, including the possibility of serious injury or death. Notwithstanding my
acknowledgement of such risks, in consideration of the Region of Waterloo Swim Club agreeing to allow my child to participate in the activity, I hereby release and undertake to indemnify and save harmless the Region of Waterloo Swim Club and Wilfrid Laurier University and its officers, directors, employees, volunteers and representatives from any and all claims for loss, damage or injury to my child arising from participation in the activity and from all actions, claims and demands of every nature whatsoever which I, my child, or my child's heirs, administrators and assigns may now or at any time hereafter have resulting directly or indirectly from such loss damage or injury.
* Parents/Guardians/Swimmers are advised to alert their coaches of any medical conditions, allergies and special needs.
The ROW Swim Club is committed to providing an environment in which all individuals are treated with courtesy and respect. Members and participants of the ROW Swim Club shall conduct themselves at all times in a manner consistent with the values of the ROW Swim Club and Swimming Canada, which includes fairness, integrity and mutual respect. During the course of all ROW Swim Club activities and events, members shall avoid behaviour, which bring ROW or the sport of swimming into disrepute.
Members of the ROW Swim Club shall not engage in any activity or behaviour, which interferes with another swimmer's training or which endangers the safety of others. Members of the ROW Swim Cub shall refrain from comments or behaviours, which are disrespectful, offensive, abusive, racist or sexist. In particular, behaviour, which constitutes harassment or abuse, will not be tolerated and will be dealt with under the Swimming Canada Harassment and Abuse Policy. Failure to comply with this Code of Conduct may result in disciplinary action in accordance with the Discipline Policy of Swimming Canada. Such action may result in the member or participant losing all privileges which come with membership in the ROW Swim Club including the opportunity to participate in ROW Swim Club activities and events, both present and future.