Privacy Policy for Members, Donors, Rental Clients, Staff, and Others
Policy Purpose and Scope
The University Women’s Club of Vancouver (‘the Club’) is committed to maintaining the security, confidentiality and privacy of personal information collected and used for its business purposes.
This policy applies to the Club’s collection, use, and disclosure of personal information relating to its members, donors, rental clients, employees, contractors and others. In keeping with PIPA, this policy does not impose any limits on collection, use or disclosure of the following information:
- Business contact information
- Publicly available personal information (such as information in telephone directories and public registries.
Related Documents and Legislation
British Columbia Personal Information and Protection Act (‘PIPA’)
Who This Policy Applies to
This policy applies to the Club’s members, staff, contractors and any third party that may have a business need to access the personal information held by the Club.
Responsibilities
This policy is approved by the Club’s Board of Directors.
The Club has a designated Privacy Officer who is responsible for supporting and educating member, staff, and contractor compliance and responding to any privacy breach complaints.
The Club’s General Manager has the responsibility for day-to-day compliance with the Privacy Policy.
Policy
1. Collection of Members’ Personal Information
The Club collects personal information of members and prospective members, including:
- Name, address, phone numbers, email address, degree information (school and year of graduation) birth year, occupation or former occupation interests
- Billing information such as credit card if provided
- Involvement in Club’s governance and committees
- Photography at Club events
2. The Club collects Members’ Personal Information for the following purposes:
- To evaluate and process membership applications
- To allow communication with members and facilitate communication among members
- To publish a member’s directory, whether in paper or electronic format
- To provide services to members and Clients
- To monitor, process, and collect membership dues, event and other fees
- To maintain information about skills, abilities, and interests of members
- To inform members, donors, prospective members and clients about the Club’s activities, programs and services
- To recognize member achievements and donor contributions among membership as well as publicly
- To meet legal and regulatory requirements (e.g., statutory filings)
- To publicly promote the Club’s activities
- To maintain historical records of the Club’s activities in the Club’s Archives.
3. The Club will not disclose Members’ personal information to any third party, other than as required by law, except the following:
- Provide contact information to Hycroft Heritage Preservation Foundation
- Recognition of members’ achievements, donors’ contributions, and Board or Committee appointments
- Publication of new members’ names and education credentials in the Club newsletter, which may be available to third parties.
4. Club Members’ Consents
In applying for membership, prospective club members give their express consent, and longer time members are deemed to have given their consent, to the Club’s publishing of member information (as outlined above in collection and uses of personal information) in the directory and to the publication of names and photography of members at Club events for purposes of communicating with members and others about Club activities and to promote the Club.
- Except for photography (as provided for in this Policy, see below), the Club directs members to not copy, distribute, sell or otherwise share personal information with non-members.
- The Club reminds members they should not send promotional correspondence or any other unsolicited correspondence to another member or a group of members unless it is for a specific purpose relating to that member(s).
- The Club reminds members that committees and interest groups have electronic group lists that are for use only by the members of that committee or interest group and for that group’s purposes.
- The Club cannot guarantee the security of private information in members’ hands. Members can limit the personal information that is published in the member directory (electronic or paper) by notifying the Club Office in writing or email message. Notification of limiting the personal information must be received by the Club office by in sufficient time for the upcoming year’s Directory.
5. Collection and Use of Personal Information of Clubhouse Rental Clients
- The Club collects personal information of rental clients to allow for communication regarding the rental booking, to process and collect rental and related fees, and to inform clients about the Club’s services and activities.
- The Club will not disclose rental guest information to any third party.
- The Club will keep billing related information secure.
- The Club will retain personal contact information so that it may inform from time to time the services, special events and programs it offers.
- Rental clients who do not wish to be contacted in the future can advise the Club, through the Rental Event Coordinator, to destroy their personal information as soon as it is reasonable to assume that the purpose for which that personal information was collected by the Club is no longer being served by retaining that personal information and retention is no longer needed for the Club’s legal or business purposes.
6. Collection and Use of Personal Information of Employees
- The Club will collect and use personal information about its employees or prospective employees that is reasonable for the purposes of establishing managing and terminating an employee relationship between the Club and the individual and for complying with employment and tax laws.
- Such personal information shall be retained to comply with applicable legislative and regulatory requirements, following which it will be destroyed.
- Personal information about employees will not be used for any other purpose without their express consent (e.g., to recognize employees publicly or for archival or historical purposes).
7. Accuracy of Personal Information
- The Club will make a reasonable effort to ensure that the personal information it uses is accurate.
- The Club relies on members, contractors, and employees to update their personal information, in particular: address, telephone number, and email, to ensure the information’s accuracy.
8. Protection of Personal Information
The Club will protect the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks. Specific safeguarding measures include:
- Physical protection such as locking file cabinets
- Electronic measures such as passwords and firewalls
- Organizational measures such as restricting employee access to files and databases as appropriate and instructing employees and members about the protection of personal information
- Where volunteers or third-party contractors perform internal functions, for example accounting or information technology management, the same measures will apply as for employees.
- Each third-party partner will be required to agree to meet the Club’s privacy standards of privacy, confidentiality, and security by way of a contract or letter of agreement.
9. Access
Members, Donors, Rental Clients, Employees and Others may access their own personal information held by the Club. Upon written request and authentication of an individual’s identity, the Club will provide within 30 days of the request, the personal information under its control or will provide written notice where additional time is required to fulfill the request (for example, with archived records).
10. Photography
Photography may be taken during events, which may or may not include recognizable images of individuals. By participating in an event, members, rental clients, and participants of club events consent to being photographed and authorized UWCV to use the photographs for promotional and archival purposes.
11. Privacy Complaints
Any inquiries, complaints or questions regarding this Policy should be directed in writing to the Club’s Privacy officer at:
Privacy Officer, University Women’s Club of Vancouver
1489 McRae Avenue, Vancouver BC V6H 1V1
604-731-4661
Approved by the Board of Directors of the University Women’s Club of Vancouver – March 2026.
