Personal Information Protection Policy

1. Accountability
The Sudbury Symphony Orchestra is responsible for personal information under its control and shall designate an individual who is accountable for the organization's compliance with the following principles. For the 2007/2008 season the PIPEDA compliance officer can be reached at :symphon1@bellnet.ca

2. Identifying Purposes
The Sudbury Symphony Orchestra collects personal information from:

Subscribers: to insure that they are kept informed of coming events and insure their satisfaction with their attendances, any special needs they might have, method of payment etc.

Donors: to insure that they are properly honored for their contribution to the Sudbury Symphony Orchestra, to keep them informed of coming events, to insure they obtain the level of recognition they require.

Board Members: information is gathered about Board Members and reported to Canada Revenue Agency as is required by law.

Musicians, Employees, Guest Artists and Volunteers: personal information is collected such as contact information, resumes, contractual employment information to insure reporting information required by law is correct, to be able to contact our employees and volunteers to schedule their participation, and to ensure that contractual obligations are carried out.

Students: personal information is collected and retained for our records regarding payment of lessons, lesson scheduling and any scholastic matters.
Participants in annual fund raising activities: personal information is collected about the participants in order to insure their knowledge of future events.

3. Consent
The Sudbury Symphony Orchestra will not collect, use or disclose any personal information belonging to our clients without their knowledge and informed consent unless required to do so by law.
Any persons contacting the Sudbury Symphony Orchestra for the purposes of sponsorship, ticket purchases, volunteering or employment shall be deemed to expressly consent to the collection and retention of any personal information requested by the Sudbury Symphony Orchestra.

4. Limiting Collection
The collection of personal information by the Sudbury Symphony Orchestra shall be limited to that which is necessary for the purposes identified. Information shall be collected by fair and lawful means

5. Limiting Use, Disclosure and Retention
Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes or as required by law.

6. Accuracy
Personal information shall be as accurate, complete and up-to-date as is necessary for the purpose for which it is used. If a person wishes to update or correct any personal information within the care and control of the Sudbury Symphony Orchestra, they may do so at any time by contacting us in writing.

7. Safeguards
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.

8. Openness
Any client may contact the Sudbury Symphony Orchestra regarding its policies and practices regarding the collection, protection, storage and management of the client’s personal information and such client shall have the right to have made such information readily available. All such requests shall be referred to the PIPEDA Compliance Officer, and the client shall be advised that the request has been referred to Compliance Officer along with the name and contact information of the Compliance Officer.

9. Individual Access
Upon request, the client shall be informed of the existence, use, and disclosure of his or her personal information, and shall be given access to that information. The client shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

10. Challenging Compliance
All clients shall be able to address a challenge concerning compliance with the above principles to the PIPEDA Compliance Officer for the Sudbury Symphony Orchestra, and the Officer shall respond forthwith to the concerns of the client and take such steps as the Officer shall deemed necessary to address the challenge and the concerns of the client.