8.8 Personal Information Protection Policy

Alberta Equestrian Federation is legally and ethically required to protect our
member’s privacy and personal information; be it resolved that Alberta Equestrian
Federation will not share any member’s personal information with any 3rd Party
without their explicit permission for each such occurrence. Alberta Equestrian
Federation will make best efforts to secure all such information in such a way that no
unauthorized individual shall obtain access to it.

Alberta Equestrian Federation (AEF) is committed to safeguarding the
personal information entrusted to us by our members. We manage your
personal information in accordance with Alberta’s Personal Information
Protection Act and other applicable laws. This policy outlines the principles
and practices we follow in protecting your personal information.

This policy applies to AEF and any person providing services on our behalf. A copy
of this policy is available to any member upon request.

What is personal information?
Personal information means information about an identifiable individual. This
includes an individual’s name, home address and phone number, age, sex, marital
or family status, an identifying number, etc.

What personal information do we collect?
We collect only the personal information that we need for the purposes of providing services to
our members, including personal information needed to:
• Enroll or administer a member in a program (insurance or AEF program
• Direct mail member’s program information, AEF publications or publications entered into
agreement for the benefit of members
• Send out annual membership renewal information and membership packages
• Notify members of upcoming events or new of educational or industry interest
• Deliver requested products and services to members
• Provide statistical information in annual grant reporting or when applying for
grant funding
• Provide statistics to our Board members for annual reporting
We normally collect member information directly from our members. We may collect
your information from other persons with your consent or as authorized by law.
We inform our members, before or at the time of collecting personal information, of
the purposes for which we are collecting the information. The only time we don’t
provide this notification is when a client volunteers information for an obvious
purpose

Consent
We ask for consent to collect, use or disclose member personal information, except
in specific circumstances where collection, use or disclosure without consent is
authorized or required by law. We may assume your consent in cases where you
volunteer information for an obvious purpose.

In cases where we collected personal information before January 1, 2004, we
assume your consent to our use and, where applicable, disclosure for the purpose
for which the information was collected.

We ask for your express consent for some purposes and may not be able to provide
certain services if you are unwilling to provide consent to the collection, use or
disclosure of certain personal information. Where express consent is needed, we
will normally ask clients to provide their consent.

A client may withdraw consent to the use and disclosure of personal information at
any time, unless the personal information is necessary for us to fulfill our legal
obligations. We will respect your decision, but we may not be able to provide you
with certain products and services if we do not have the necessary personal
information.

We may collect, use or disclose client personal information without consent only as
authorized by law.

How do we use and disclose personal information?
We use and disclose client personal information only for the purposes for which the
information was collected, except as authorized by law. For example, we may use
client contact information to deliver goods and services The law also allows us to
use that contact information for the purpose of collecting a debt owed to our
organization, should that be necessary.

If we wish to use or disclose your personal information for any new business
purpose, we will ask for your consent.

How do we safeguard personal information?
We make every reasonable effort to ensure that client information is accurate and
complete. We rely on our members to notify us if there is a change to their personal
information that may affect their relationship with AEF. If you are aware of an error in
our information about you, please let us know and we will correct it on request
wherever possible.

In some cases we may ask for a written request for correction.
We protect client personal information in a manner appropriate for the sensitivity of
the information. We make every reasonable effort to prevent any loss, misuse,
disclosure or modification of personal information, as well as any unauthorized
access to personal information.

We use appropriate security measures when destroying client personal information,
including shredding paper records and permanently deleting electronic records.
We retain client personal information only as long as is reasonable to fulfill the
purposes for which the information was collected or for legal or business purposes.
Access to records containing personal information

Members of AEF have a right of access to their own personal information in a record
that is in our custody or under our control, subject to some exceptions. For example,
organizations are required under the Personal Information Protection Act to refuse
to provide access to information that would reveal personal information about
another individual. Organizations are authorized under the Act to refuse access to
personal information if disclosure would reveal confidential business information.
Access may also be refused if the information is privileged or contained in mediation
records.

If we refuse a request in whole or in part, we will provide the reasons for the refusal.
In some cases where exceptions to access apply, we may withhold that information
and provide you with the remainder of the record.
You may make a request for access to your personal information by writing to the
Executive Director of AEF to ensure compliance with PIPA. You must provide
sufficient information in your request to allow us to identify the information you are
seeking.

You may also request information about our use of your personal information and
any disclosure of that information to persons outside our organization. For personal
information collected before January 2004, if we do not have a record of disclosures,
we will provide information about any disclosure of your information that is likely to
have occurred.

You may also request a correction of an error or omission in your personal
information.

We will respond to your request within 45 calendar days, unless an extension is
granted. We may charge a reasonable fee to provide information, but not to make a
correction. We will advise you of any fees that may apply before beginning to
process your request.

Questions and complaints
If you have a question or concern about any collection, use or disclosure of personal
information by Alberta Equestrian Federation, or about a request for access to your
own personal information, please contact the Executive Director in the first instance:
Executive Director
Alberta Director
403-253-4411 ext 4
1-877-463-6233
execdir@albertaequestrian.com

If you are not satisfied with the response you receive, you should contact the
Information and Privacy Commissioner of Alberta:
Office of the Information and Privacy Commissioner of Alberta
Suite 2460, 801 - 6 Avenue, SW
Calgary, Alberta T2P 3W2
Phone: (403) 297-2728
Toll Free: 1-888-878-4044