POLICY CONCERNING THE PROTECTION
OF PERSONAL INFORMATION

Introduction

Nanaimo Minor Baseball Association, known as NMBA, is a not-for-profit amateur sports organization and is the regional sports organization for baseball in Nanaimo, BC, Canada. In providing our programs and services, NMBA may collect and transfer personal information to other baseball organizations. We have prepared this policy to inform you about NMBA’s ongoing commitment to ensuring that the Personal Information obtained during the course of our activities remains accurate and confidential.

What is Personal Information?

We consider "Personal Information" to mean any information about an identified individual or an individual whose identity may be inferred or determined from such information, other than business contact information (e.g. name, title, business address). This Policy does not cover aggregated data from which the identity of an individual cannot be determined. NMBA retains the right to use aggregated data in any way that is determined to be appropriate.

Why NMBA May Collect Personal Information?

NMBA may use the Personal Information provided verbally or in writing (including via electronic media) by participants, partner organizations, or other third parties in order to:

  • Regulate competition within Canada, including confirming the eligibility of athletes for competitions;
  • Submit information to international baseball associations to allow for participation in international events by players, coaches and umpires;
  • Submit information to the Coaching Association of Canada ("CAC") to administer the National Coaching Certification Program and maintain the associated database;
  • Enable CAC to administer the Women in Coaching program, the Sport Nutrition for Athletes and Coaches program and other internal programs;
  • Track participant accreditations;
    Administer CAC’s scholarship and grant programs;
  • Organize various conferences that provide professional development and networking opportunities for coaches, umpires and sports leaders;
  • Manage various awards and recognition programs;
    Provide information to participants, partner organizations and others about programs and services;
  • Manage our relationship and communicate with, among others, participants and partner organizations;
  • Meet legal and regulatory requirements; and
    Such other purposes are consistent with these purposes.

The personal information we ask for will depend upon which services you may be interested in obtaining.

How NMBA Collects and Uses Personal Information

NMBA only collects, uses and discloses Personal Information for purposes that would be considered reasonable in the circumstances and only such information as is required for the purposes of providing services or information to participants, partner organizations and others. We use only fair and lawful methods to collect Personal Information.

Our use of Personal Information is limited to the purposes described in this Policy. NMBA does not otherwise sell, trade or barter Personal Information. Personal Information may be exchanged or disclosed to a third party for the purposes identified below.

When NMBA May Disclose Your Personal Information

NMBA may disclose your Personal Information to:

  • The relevant Provincial Baseball Associations;
  • Provincial or Territorial Coaching Coordinators;
  • Provincial or Territorial Umpiring Coordinators;
  • CAC;
  • The National Coaching Certification Council and its members and associate members;
  • The National Coaching Institutes;
    Governmental agency funders of NMBA;
  • Tournament hosts running NMBA events;
  • Print and electronic media in connection with awards and recognition programs and reasonable promotion of national teams and national events;
  • Individuals or organizations who assist NMBA in informing you about our products or services;
  • Individuals or organizations who are our advisers or service providers; and
  • Individuals or organizations involved in
  • Maintaining, reviewing and developing our business systems, procedures and infrastructure, including testing or upgrading our computer systems; or
  • A reorganization of NMBA.

If sensitive Personal Information is provided to NMBA, we will not disclose such Personal Information unless it is required to provide a participant or partner organization with our services.

Where NMBA discloses Personal Information to organizations that perform services on its behalf, we will require those service providers to use such information solely to provide services to NMBA, participants, partner organizations or the person concerned and to have appropriate safeguards for protecting that Personal Information.

Where Personal Information may be subject to transfer to another organization in contemplation of a merger or reorganization of all or part of NMBA, we will do this only if the parties have entered into an agreement under which the collection, use and disclosure of the information (including any Personal Information) is restricted to those purposes that relate to the transaction, including a determination of whether or not to proceed with the transaction, and is to be used by the parties to carry out and complete the transaction.

Please note that there are circumstances where the use and/or disclosure of Personal Information may be justified or permitted or where NMBA is obliged to disclose information without consent. Such circumstances may include:

  • Where required by law or by order or requirement of a court, administrative agency or governmental tribunal;
  • Where NMBA believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
  • Where it is necessary to establish or collect monies owing to NMBA;\
  • Where it is necessary to permit NMBA to pursue available remedies or limit any damages that we may sustain; or
  • Where the information is public.
  • Where obliged or permitted to disclose information without consent, NMBA will not disclose more information than is required.

Consent

Unless permitted by law, no Personal Information is collected without first obtaining the consent of the individual concerned for collecting, using and disseminating that information. However, we may seek consent to use and disclose Personal Information after it has been collected in those cases where NMBA wishes to use the information for a purpose not identified in this Policy or not previously identified or for which the individual concerned has not previously consented.

By providing Personal Information to NMBA, you agree and consent to the fact that we may collect, use, and disclose your Personal Information in accordance with this Policy. In addition, where appropriate, additional authorizations or consents may be obtained from time to time.

In most cases and subject to legal and contractual restrictions, you are free to refuse or withdraw your consent at any time upon reasonable, advance notice. It should be noted that in certain circumstances, certain services can only be offered if you provide Personal Information to NMBA (and CAC). Consequently, if you choose not to provide us with any required Personal Information, we may be unable to offer you the requested services. We will inform you of the consequences of the withdrawal of consent.

The Accuracy and Retention of Personal Information

NMBA endeavours to ensure that any Personal Information provided and in its possession is as accurate, current and complete as possible for the purposes for which we use that information. If we become aware that Personal Information is inaccurate, incomplete or out of date, NMBA will revise the Personal Information and, if necessary, use its best efforts to inform third parties who were provided with inaccurate information so that those third parties may also correct their records.

We keep your Personal Information only as long as it is required for the reasons it was collected. The length of time we retain information varies, depending on the service and the nature of the information. This period may extend beyond the end of a person’s relationship with us. Still, it will be only for so long as we must have sufficient information to respond to any issues that may arise at a later date.

When your Personal Information is no longer required for NMBA’s purposes, we have procedures to destroy, delete, erase or convert it into an anonymous form.

Currently, the principal places NMBA holds personal information are on the main servers in Canada and the United States of America. We process personal information on our servers in Canada and the United States of America and may do so in other countries. If you use our Services or otherwise provide us with information from outside of Canada and the United States, you expressly consent to the transfer of your data to Canada and the United States, the processing of your data in Canada and the United States, and the storage of your data in Canada and the United States.

Protection of Personal Information

NMBA endeavours to maintain appropriate physical, procedural and technical security with respect to its offices and information storage facilities to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information. This also applies to our disposal or destruction of Personal Information.

NMBA further protects Personal Information by restricting access to it to those employees that the management of NMBA has determined need to know that information so that we may provide our products, services, or information.

If any employee of NMBA misuses Personal Information, this will be considered a serious offence for which disciplinary action may be taken, up to and including termination of employment. If any individual or organization misuses Personal Information that has been disclosed by NMBA – for the purpose of providing services to or for NMBA – this will be considered a serious issue for which action may be taken, up to and including termination of any agreement between NMBA and that individual or organization.

Access to Your Personal Information

NMBA permits the reasonable right of access and review of Personal Information held by us about an individual and will endeavour to provide the information in question within a reasonable time, generally no later than 30 days following the request. To guard against fraudulent requests for access, we may require sufficient information to allow us to confirm that the person making the request is authorized to do so before granting access or making corrections.

We will provide information from our records in a form that is easy to understand. NMBA reserves the right not to change any Personal Information but will append any alternative text the individual concerned believes to be appropriate.

NMBA reserves the right to decline to provide access to Personal Information where the information requested:

  • Would disclose (i) Personal Information, including opinions, about another individual or a deceased individual; or (ii) trade secrets or other business confidential information that may harm NMBA or the competitive position of a third party;
  • Would interfere with contractual or other negotiations of NMBA or a third party;
  • Is subject to solicitor-client or litigation privilege;
  • Is not readily retrievable, and the burden or cost of providing would be disproportionate to the nature or value of the information;\
  • Does not exist, is not held, or cannot be found by NMBA;
  • Could reasonably result in (i) serious harm to the treatment or recovery of the individual concerned, (ii) serious emotional harm to the individual concerned or another individual, or (iii) serious bodily harm to another individual;
  • May harm or interfere with law enforcement activities and other investigative or regulatory functions of a body authorized by law to perform such functions; or
  • It may be withheld or is requested to be withheld under applicable legislation.

Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.

NMBA will not charge you for verifying or correcting your information; however, to the extent permitted by applicable law, a minimal charge may be imposed if you need a copy of your records.

Website

Our web servers track general information about visitors, such as their domain name, time of visit and which pages are being accessed. This information is used internally, only in aggregate form, to better serve visitors by helping us to:

  • Manage our site;
  • Diagnose any technical problems; and
  • Improve the content of our website.

When browsing the web, you will encounter a technology known as “cookies.” “Cookies” are files or pieces of information that may be stored in a computer’s hard drive when an individual visits a website. Most Internet browsers are initially set to accept cookies. If you do not wish to accept cookies, you can set yours to refuse cookies or to alert you when cookies are being sent. "Session" cookies are temporary bits of information that are erased once a visitor exits its web browser window or otherwise turns its computer off. Session cookies are used to improve website navigation and collect aggregate statistical information. NMBA’s website does use session cookies.

"Persistent" cookies are more permanent bits of information that are placed on the hard drive of a visitor’s computer and stay there unless it is deleted. Persistent cookies store information on a visitor’s computer for a number of purposes, such as retrieving certain information previously provided (e.g., passwords), helping to determine what areas of the website visitors find most valuable, and customizing the website based on visitor preferences. NMBA’s website does use persistent cookies.

We do not share Personal Information obtained through cookies with any third parties.

We have no control over the content of third-party websites that individuals may access through hyperlinks at our website. We encourage everyone to read the privacy policy of every website they visit.

Resolving Your Privacy Concerns

In the event of questions about: (i) access to your Personal Information; (ii) our collection, use, management or disclosure of Personal Information; or (iii) this Policy; please contact NMBA’s privacy officer by sending an e-mail to info@nmba.ca.

NMBA will investigate all complaints, and if a complaint is justified, we will take all reasonable steps to resolve the issue.

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