Privacy Policy
Approved by the Board of Directors.
1. Our Privacy Policy
(1) Suzart Productions is committed to respecting the personal information of its patrons, members, donors, volunteers, staff, Board members, web-users and other stakeholders. In order to protect their privacy, Suzart Productions adopts this Privacy Policy.
(2) This Policy is based on the requirements of federal and provincial laws, specifically, the Personal Information Protection and Electronic Documents Act (PIPEDA). These laws are to be regularly reviewed and the policy updated to reflect changes.
(3) The Production Manager is to review this policy annually and present
it to the Board of Directors for review.
Suzart Productions Privacy Policy Drafted October 6, 2004 for approval
by the Board of Directors. 1. Our Privacy Policy (1) Suzart Productions
is committed to respecting the personal information of its patrons,
members, donors, volunteers, staff, Board members, web-users and other
stakeholders. In order to protect their privacy, Suzart Productions
adopts this Privacy Policy.
(2) This Policy is based on the requirements
of federal and provincial laws, specifically, the Personal Information
Protection and Electronic Documents Act (PIPEDA). These laws are to
be regularly reviewed and the policy updated to reflect changes. (3)
The Production Manager is to review this policy annually and present
it to the Board of Directors for review. (4) All Board members, staff,
volunteers and agents of Suzart Productions are to be bound by agreement
to comply with this Policy both during and after their employment or
term with Suzart Productions is concluded. They are also encouraged
to identify situations or procedures that may cause personal information
to be at risk of unauthorized disclosure. (5) The Production Manager
may vary the application of this policy so as to limit or refuse the
disclosure the information. Other variations in the application of
the Policy require the approval of the Board of Directors. 2. Information
Officer The designated person responsible for ensuring compliance with
PIPEDA is the Production Manager. The Production Manager is also responsible
for the communication of the Policy to staff, patrons, members, volunteers
and agents of Suzart Productions. 3. Defining Personal Information
(1) Personal information is any information that can be used to distinguish,
identify or contact a specific individual. This information can include
an individual's opinions or beliefs, as well as facts about, or related
to, the individual. While certain publicly available information, such
as names, addresses and telephone numbers as published in telephone
directories, are not considered personal information, they should be
treated as such by Suzart Productions to ensure that privacy is not
compromised. (2) Personal information does not include a. information
about organizations or the name, title or business address or telephone
number of an employee of an organization; b. information that does
not identify individual persons, such as web traffic, surveys and demographics.
4. Collection of Personal Information (1) Suzart Productions collects
personal information (such contact, address, e-mail, credit card or
ticket history) only from ticket-buyers, members, donors, volunteers
and others who have actively shown or are likely to show an interest
in the organization. This may be done by electronic media (e-mail,
web access, etc), telephone, paper-based form and in person. (2) Individuals
are to be informed about the purposes for which their information will
be used. This is to be accomplished through subscriber communications
and by the publication of this policy in public and on Suzart Productions
website. Copies of the policy are to be available on Suzart Productions
website and in-person at the office. 5. Storage of Personal Information
(1) Personal information is stored in our database and in hard copy
files. Only authorized Suzart Productions personnel may have access
to this information. Every effort must be made to protect this information
from unauthorized physical and electronic access: a. passwords must
be maintained and meet industry standard complexity; b. physical data
(paper, computers, etc) must be secured from theft; c. information
must not leave the building without the Production Manager’s
knowledge and consent. (2) Personal information that is no longer required
to fulfill the stated purpose must be destroyed or made anonymous as
follows: a. physical media must be shredded or destroyed; b. electronic
media must be destroyed or irrevocably electronically wiped; c. financial
and sensitive information shall be destroyed no more than two years
after it’s collected unless it is specifically still being used
by Suzart Productions. 6. Use of Personal Information (1) Suzart Productions
uses personal information to better serve its patrons and to expand
its community. Primarily, this includes mailings (by mail or electronic)
and phone calls to: a. provide information about tickets, memberships
and donations; b. thank supporters (and issue tax receipts); c. invite
members and supporters to special events; d. inform volunteers of ongoing
events and news about Suzart Productions and the arts community. (2)
Suzart Productions is committed to using personal information in a
respectful and useful way. Patrons, members and supporters will receive
information that Suzart Productions believes will be in their interest.
Suzart Productions will also make sure patrons, members and donors
do not receive more than a reasonable number of letters or phone calls.
(3) If an individual requests that their personal information not be
used for one of these purposes as noted above, or for any other purpose,
that request will be honoured. The individual's account will be updated
accordingly. This may limit the information this individual receives
about future events. 7. Disclosure of Personal Information (1) Suzart
Productions never sells or rents personal information to any third
party. As a part of the arts community in Ottawa, Suzart Productions
may provide personal information to other organizations for the specific
purpose of informing subscribers, donors, members or volunteers about:
a. theatrical events in the national capital region that may be of
interest to them (e.g. Magnetic North); b. volunteer or arts community
opportunities they fall within their area of interest; c. opportunities
to work on Suzart Productions shows in an area the may be of interest
to them (acting, crew, etc). (2) Before this information is provided
to another organization, it must agree in writing to protect the information
in accordance with this Policy. The organisation must also assume responsibility
for any injury if they do not follow this policy. This responsibility
is to supersede their internal policies and usage of information. (3)
Suzart Productions will retain ownership of the information and it
is to be used exclusively for a specific event or campaign, after which
it must be destroyed. (4) The Production Manager is responsible for
all requests for information from other organizations and is to ensure
that agreements are in place before any information is provided. A
record is to be kept of shared information for a period of three years.
(5) Financial details about an individual or an individual’s
level of financial support must never be provided to any external partner.
(6) If information is received from external organization, it must
be treated with the same respect as information about Suzart Productions
subscribers, donors, members and volunteers. 8. Verification of Personal
Information An individual may request to know what information is stored
about them. The request must be made in writing and every effort must
be made to verify that the person requesting this information is authorised
to do so. The response is to be made in writing to the address of the
person. 9. Questions and Comments Suzart Productions welcomes questions
and comments regarding this policy. These may be directed to: Elaine
McCausland, Production Manager 823 Forest St., Ottawa, Ontario K2B
5P8 Office: (613) 721-9790 Email: elaine@suzart.ca **To be inserted
in the Program** Privacy Policy – Suzart Productions will use
your personal information to communicate with you concerning tickets,
subscriptions, donations, volunteer opportunities, special events and
news about the company. As part of the Ottawa arts community, your
name and address may also be shared with other not-for-profit performance
arts organizations for the distribution of information about community
arts events and initiatives. The full Suzart Productions Privacy Policy
can be seen on the Suzart Productions website at www.suzart.ca or copies
can be obtained from the Office. If you wish to restrict the user of
your personal information by Suzart Productions, please contact the
Office at 721-9790 or at elaine@suzart.ca.
(4) All Board members, staff, volunteers and agents of Suzart Productions
are to be bound by agreement to comply with this Policy both during
and after their employment or term with Suzart Productions is concluded.
They are also encouraged to identify situations or procedures that
may cause personal information to be at risk of unauthorized disclosure.
(5)
The Production Manager may vary the application of this policy so as
to limit or refuse the disclosure the information. Other variations
in the application of the Policy require the approval of the Board
of Directors.
2. Information Officer
The designated person responsible for ensuring compliance with PIPEDA is the Production Manager. The Production Manager is also responsible for the communication of the Policy to staff, patrons, members, volunteers and agents of Suzart Productions.
3. Defining Personal Information
(1) Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual's opinions or beliefs, as well as facts about, or related to, the individual. While certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information, they should be treated as such by Suzart Productions to ensure that privacy is not compromised.
(2) Personal information does not include
a. information about organizations or the name, title or business address or telephone number of an employee of an organization;
b. information that does not identify individual persons, such as web traffic, surveys and demographics.
4. Collection of Personal Information
(1) Suzart Productions collects personal information (such contact, address, e-mail, credit card or ticket history) only from ticket-buyers, members, donors, volunteers and others who have actively shown or are likely to show an interest in the organization. This may be done by electronic media (e-mail, web access, etc), telephone, paper-based form and in person.
(2) Individuals are to be informed about the purposes for which their information will be used. This is to be accomplished through subscriber communications and by the publication of this policy in public and on Suzart Productions website. Copies of the policy are to be available on Suzart Productions website and in-person at the office.
5. Storage of Personal Information
(1) Personal information is stored in our database and in hard copy files. Only authorized Suzart Productions personnel may have access to this information. Every effort must be made to protect this information from unauthorized physical and electronic access:
a. passwords must be maintained and meet industry standard complexity;
b. physical data (paper, computers, etc) must be secured from theft;
c. information must not leave the building without the Production Manager’s knowledge and consent.
(2) Personal information that is no longer required to fulfill the
stated purpose must be destroyed or made anonymous as follows:
a. physical media must be shredded or destroyed;
b. electronic media must be destroyed or irrevocably electronically wiped;
c. financial and sensitive information shall be destroyed no more than two years after it’s collected unless it is specifically still being used by Suzart Productions.
6. Use of Personal Information
(1) Suzart Productions uses personal information to better serve its patrons and to expand its community. Primarily, this includes mailings (by mail or electronic) and phone calls to:
a. provide information about tickets, memberships and donations;
b. thank supporters (and issue tax receipts);
c. invite members and supporters to special events;
d. inform volunteers of ongoing events and news about Suzart Productions and the arts community.
(2) Suzart Productions is committed to using personal information in
a respectful and useful way. Patrons, members and supporters will
receive information that Suzart Productions believes will be in their
interest. Suzart Productions will also make sure patrons, members
and donors do not receive more than a reasonable number of letters
or phone calls.
(3) If an individual requests that their personal information not be used for one of these purposes as noted above, or for any other purpose, that request will be honoured. The individual's account will be updated accordingly. This may limit the information this individual receives about future events.
7. Disclosure of Personal Information
(1) Suzart Productions never sells or rents personal information to
any third party. As a part of the arts community in Ottawa, Suzart
Productions may provide personal information to other organizations
for the specific purpose of informing subscribers, donors, members
or volunteers about:
a. theatrical events in the national capital region that may be of
interest to them (e.g. Magnetic North);
b. volunteer or arts community opportunities they fall within their
area of interest;
c. opportunities to work on Suzart Productions shows in an area the
may be of interest to them (acting, crew, etc).
(2) Before this information is provided to another organization, it must agree in writing to protect the information in accordance with this Policy. The organisation must also assume responsibility for any injury if they do not follow this policy. This responsibility is to supersede their internal policies and usage of information.
(3) Suzart Productions will retain ownership of the information and it is to be used exclusively for a specific event or campaign, after which it must be destroyed.
(4) The Production Manager is responsible for all requests for information from other organizations and is to ensure that agreements are in place before any information is provided. A record is to be kept of shared information for a period of three years.
(5) Financial details about an individual or an individual’s level of financial support must never be provided to any external partner.
(6) If information is received from external organization, it must be treated with the same respect as information about Suzart Productions subscribers, donors, members and volunteers.
8. Verification of Personal Information
An individual may request to know what information is stored about
them. The request must be made in writing and every effort must be
made to verify that the person requesting this information is authorised
to do so. The response is to be made in writing to the address of
the person.
9. Questions and Comments
Suzart Productions welcomes questions and comments regarding this policy.
These may be directed to:
Elaine McCausland, Production Manager
823 Forest St.,
Ottawa, Ontario K2B 5P8
Office: (613) 721-9790
Email: elaine@suzart.ca
**To be inserted in the Program**
Privacy Policy – Suzart Productions will use your personal information to communicate with you concerning tickets, subscriptions, donations, volunteer opportunities, special events and news about the company. As part of the Ottawa arts community, your name and address may also be shared with other not-for-profit performance arts organizations for the distribution of information about community arts events and initiatives. The full Suzart Productions Privacy Policy can be seen on the Suzart Productions website at www.suzart.ca or copies can be obtained from the Office. If you wish to restrict the user of your personal information by Suzart Productions, please contact the Office at 721-9790 or at elaine@suzart.ca.