1. Introduction
The Ottawa South Basketball Association (OSBA) is committed to protecting the privacy and security of personal information under its control, in accordance with the requirements of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws.
2. Collection of Personal Information
The OSBA, via use of its electronic registration system, collects personal information necessary for the operation of our sports programs. This includes:
- Personal identification information (e.g., name, address, email, phone number, and birth date);
- Emergency contact details (name and phone number);
- Fee payment status and details;
- Medical or health information critical for player safety;
- Player preferences regarding team assignments;
- Historical data on team and coach assignments.
3. Purpose of Collection & Use of Information
Personal information is collected solely for purposes related to program administration, such as:
- Ensuring safe and effective team placements and coaching strategies;
- Facilitating communication regarding fee payments and program updates;
- Managing health and emergency care situations.
4. Disclosure of Information
Access to personal information is strictly limited to OSBA staff and authorized coaches who require the information to perform their duties. Information may be disclosed to:
- Coaches and division conveners, solely for the purpose of safeguarding participants;
- OSBA executive members, when necessary for administrative purposes.
The OSBA does not disclose personal information to third parties without explicit consent from the individual or their legal guardian, except as required by law.
5. Safeguards & Retention
We implement physical, electronic, and managerial procedures to safeguard and secure the information we collect. All personal information is retained only as long as necessary for the fulfillment of the purposes for which it was collected or as required by law.
6. Right of Access & Correction
Participants and their legal guardians have the right to access personal information held by the OSBA. Requests for access must be made in writing to the OSBA Administrator and signed by the requester. Participants aged 18 and over can request their records directly. Under Canadian privacy laws, parents cannot access information about their adult children without consent of the participant.
7. Changes to the Privacy Policy
This privacy policy is subject to amendment. Any changes will be posted on our website.
8. Contact Information
For any inquiries or complaints regarding privacy practices, please contact the OSBA VP Administration.