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Privacy and Confidentiality Policy

Canada Haidong Gumdo Association

Updated 20 December 2024

1. Purpose

The purpose of this Privacy and Confidentiality Policy is to establish clear guidelines for the collection, use, storage, and sharing of personal information collected from members of Canada Haidong Gumdo Association. This policy ensures compliance with applicable privacy laws and fosters trust among members, instructors, and the Association.

2. Scope

This policy applies to all members, instructors, and Association personnel who have access to personal information collected through intake forms, grading processes, equipment purchases, and other activities facilitated by Canada Haidong Gumdo Association.

3. Definitions

  1. Personal Information: Any information that identifies an individual, including but not limited to name, date of birth, contact details, health information, and training history.
  2. Authorized Personnel: Individuals granted access to personal information for legitimate Association purposes, including instructors and Association executives.
  3. Confidentiality: The obligation to protect personal information from unauthorized access, use, or disclosure.

4. Principles

  1. Transparency:
    • Members will be informed of the purposes for which their information is collected.
    • Clear consent will be obtained before collecting personal data.
  2. Purpose Limitation:
    • Information will only be used for:
      • Ensuring safe and effective training.
      • Supporting grading and rank certification processes.
      • Help Canada HDGD understand our students in order to apply for grants.
      • Facilitating equipment purchases.
      • Administrative and operational purposes within Haidong Gumdo Canada.
  3. Data Minimization:
    • Only information necessary for the specified purposes will be collected.
  4. Security:
    • Personal information will be stored securely to prevent unauthorized access, loss, or theft.
  5. Accountability:
    • All authorized personnel are responsible for maintaining the confidentiality of the information they access.

5. Collection of Information

  1. Methods of Collection:
    • Information will be collected through intake forms, grading applications, and other authorized processes.
    • Consent will be obtained at the time of collection.
  2. Types of Information Collected:
    • Personal details: Name, contact information, date of birth, address.
    • Emergency contact information.
    • Health, lifestyle and fitness history.
    • Martial arts training history and goals.

6. Use of Information

  1. Personal information will only be used for the purposes specified at the time of collection.
  2. Instructors may use the information to:
    • Ensure the safety of training sessions.
    • Tailor instruction to member needs and goals.
  3. Association members may use the information to:
    • Process grading applications.
    • Help Canada HDGD understand our students in order to apply for grants.
    • Coordinate equipment purchases.
    • Maintain administrative records.

7. Storage and Retention

  1. Storage:

The following is a description of how the data will be stored and shared.

  1. New student completes an online Intake form.
  2. Data is compiled into a secure Google sheet that only Canada Haidong Gumdo has access to.
  3. AI automation to compile all information into the appropriate Instructor Google sheet. This google sheet will be accessed only by the appropriate Instructor and Canada Haidong Gumdo
  4. Auto-email is sent to the appropriate Instructor (determined from student’s selection of what club they will be attending). Included in the email the information from the student’s form. 
  5. AI automation to delete all unnecessary information from the student in the Canada Haidong Gumdo google sheet, leaving only Name, Belt level, DOB and Gender.
  6. The Instructor then has the ability to take extra security on their student’s information by saving the email as a document, and then backing it onto an encrypted or password protected hard-drive and a second hard drive as a backup. The Instructor can then delete the information from their club’s Google sheet. 
  7. Retention:
    • Personal information will be retained only as long as necessary for the purposes for which it was collected or as required by law. CRA requires records and supporting documents for a period of six years from the end of the last tax year they relate to.
    • Outdated or unnecessary information will be securely deleted or destroyed.

8. Sharing and Disclosure

  1. Internal Use:
    • Information will only be shared with authorized personnel who require it for legitimate purposes.
  2. External Disclosure:
    • Information will not be shared with external parties unless:
      • Explicit consent is provided by the individual.
      • Required by law or legal proceedings.

9. Breach of Confidentiality

  1. Definition of Breach:
    • Unauthorized access, use, sharing, or disclosure of personal information.
  2. Reporting:
    • All breaches must be reported immediately to the Association’s Executive Committee.
  3. Consequences:
    • Personnel found to have violated this policy may face:
      • Revocation of access to information.
      • Disciplinary action up to and including termination of role.
      • Legal action where applicable.

10. Member Rights

  1. Members have the right to:
    • Access the personal information held about them.
    • Request corrections to inaccuracies in their information.
    • Withdraw consent for the use of their information (subject to operational requirements).
  2. Requests can be submitted in writing to the Association’s Executive Committee.

11. Policy Review and Updates

  1. This policy will be reviewed annually to ensure compliance with applicable laws and best practices.
  2. Updates will be communicated to all authorized personnel and members.

12. Contact Information

For questions or concerns about this policy or the handling of personal information, contact:

Canada Haidong Gumdo Association Executive Committee 

Email: canadahaidonggumdo@gmail.com 

This policy is effective as of 20 December 2024 and applies to all current and future members of Canada Haidong Gumdo Association. This document will be added into the Association’s Constitution. 

13. Review and Approval

This Privacy and Confidentiality Policy has been reviewed and approved by the Vice President of Canada Haidong Gumdo Association.

Signature: _____________________
Name: Danyel Degenhardt, Vice President Canada Haidong Gumdo Association
Date: 20/12/2024

Revised 04/03/2025 by Danyel Degenhardt to include 7.1.I-VI.