NOTE: The Membership Privacy Policy will serve as an agreement in principle until it has been officially ratified by the Association Board.

Encompass Canada's (the Association) privacy policy is structured to ensure that the privacy of its members is protected and that the members personally benefit from the information that they actively provide.

ASSOCIATION MEMBERSHIP REGISTRATION

To become a member of the Association, applicants are asked to provide personally identifiable contact information and some basic demographic data about themselves. The personal information submitted on the membership registration forms is only used for:

• Contact information for the Association Association administration
• Summarized demographic profiling

Personally identifiable contact information submitted in the membership registration form will be used by the Association to communicate with you. The Association will never sell, share, or divulge your personal information to any other individual or organization anyone including HP, other partners, and sponsors.

ASSOCIATION ADMINISTRATION

Personally identifiable contact information will also be used for internal administration where access to the information will be limited to Association Board members and by specific approval of the Board.

DEMOGRAPHIC PROFILING

Demographic data collected from membership registration forms and membership surveys will only be used in summarized form for statistical and marketing purposes so that individual privacy is always protected.

YOUR PERSONAL E-MAIL ADDRESS

The e-mail address that you provide is used by the Association to communicate with you. Your e-mail address will only be used to send information to you regarding Association news and activities. We will not sell, rent, or share your e-mail address with anyone including HP, other partners, and sponsors, and we will challenge any subpoena for our members’ e-mail addresses (or any other personal information about our members).

By default only, your primary e-mail address may be published in Association’s message boards and chat rooms. If you choose to publish your first and/or last name so that other members of the Association can view them, you will need to provide that information on the message board and chat room personal profile settings.

WEB SITE ACCESS LOGS

Web site usage logs may occasionally be recorded or monitored to assist the Association in improving its services to the membership. The Association will not specifically record which pages an individual member visits but usage of different sections of the Web site may be monitored collectively for statistical and or marketing purposes. (e.g. We may record which top ten pages are most regularly visited to provide marketing statistics for potential sponsors.)

MESSAGES POSTED TO MESSAGE BOARDS

Messages posted on any of the Association’s open message boards will be available for all members to read for a pre-determined period of time. After access to a message has expired, the content will be archived. Member generated content in the archives may be made anonymous and summarized and used for future research projects to assist in the development of the Association.

ASSOCIATION MEMBERS REMAIN IN CONTROL OF THEIR PERSONAL INFORMATION

As a member of the Association, you have the right to:

• Review any of your submitted personal information maintained by the Association Modify your personal information at any time
• Request that your personal information be deleted from the Association’s records

You can request the Association to delete and discontinue the use of your personal information and all information that you have submitted by sending an e-mail message to: inquire@encompasscanada.org

CONCERNS ABOUT THE SECURITY OF YOUR PERSONAL INFORMATION

If you have any concerns about the security of you personal information, would like more details about how the Association have physically secured your personal information, or you have questions about the Membership Privacy Policy, please contact our Director of Membership at: membership@encompasscanada.org


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