Privacy Policy

www.mpra.ca

                                                                                            

Type of website: Non-Profit Association
Effective date: November 9, 2021

www.mpra.ca (the "Site") is owned and operated by the Municipal Pension Retirees’ Association. The MPRA Office is the administrator and Privacy Officer of the site and can be contacted at:
             administration@mpra.ca
             (250) 768-1519
             2525 Dobbin Road, Unit 4

            West Kelowna BC V4T 2G1

Policy Statement

The MPRA follows the requirements of the Personal Information Protection Act (PIPA) with regards to obtaining, storing, and sharing members' personal information.

Definition of Personal Information:

Section 3 of the Privacy Act defines personal information as any information that identifies an individual. This includes information such name, address, IP address, telephone number, birth date, social insurance number, e-mail address and employment information, and Personal Identification Number (PID).

1.    The MPRA application form includes a statement of the reason for collecting the information and how it will be used. 

2.      Personal member information is obtained from the application form completed by the person wishing to become a member.

3.       By voluntarily completing the application form, the person is providing their consent to the collection, use, and disclosure of their personal information

limited specifically to the purpose on the application form. 

4.       Additional personal information is requested for Provincial events (e.g., Biennial Convention – dietary restrictions) or for the provision of a service (e.g., MPRA

vests – size).  In these situations, the personal information is retained only as long as required to provide the individual with the requested product, service

or information, and is then deleted or destroyed.

Storing Personal Information

5.       Members’ personal information is stored in electronic and/or physical files that are secure. 
6.       The Association’s security includes secure locks on filing cabinets, password protected computers, and using industry standard techniques such as firewalls,

encryption, intrusion detection and restricted access to records and to equipment, including computers. 

7.       Data transmission over the internet cannot be guaranteed to be totally secure, especially if transmitted by email.  Once your transmission is received, the

Provincial Office makes its best efforts to ensure information security on the office servers.

Correcting Personal Information

8.       At the request (by phone, email, or letter) of a member, their personal information will be corrected or updated by the Provincial Office.

Sharing Personal Information

9.       Information is shared between the MPRA office, Provincial Executive Members and District Executive Members as required to maintain the operation of the

Association.
10.   Membership lists are provided quarterly to the relevant MPRA District Executive members and/or District Phoning Committees for the purposes of facilitating

contact with District members. 

11.   Copies of the membership lists (paper and/or digital) will be destroyed or deleted in an appropriate manner when no longer needed, or when the recipient of the list is no longer an Executive or Phoning Committee member. 

12.   A file is created for the Municipal Plan Pension Corporation for the purposes of deducting annual membership fees from the March pension payment, obtaining updates on member contact information, and obtaining a list of deceased members. 

13.   Member contact information shall not be shared with anyone or any organization/ company that does not have the authority to receive it. 

14.   The MPRA may transfer information to a service provider where information processing is outsourced by the MPRA in the course of its administrative procedures or member services in specific cases.  Where personal information is transferred to a service provider, they are required by contract to respect this Privacy Policy.  They are restricted from using or disclosing personal information transferred to them for any purpose other than the provision of the service specified by the MPRA.
15.   Unauthorized distribution of personal data may be viewed as a contravention of Canadian Privacy Laws.

Exception to consent to share Personal Information

16.   The MPRA may disclose personal information collected without the knowledge or consent of the individual, in certain very limited, circumstances prescribed by the Act, such as to its lawyers, for purposes relating to an investigation or proceeding, or where the Association is required by law to disclose the information.

Accountability

17.   The MPRA is accountable for all personal information under its control.
18.   Any questions about the Association’s handling of personal information should be directed to the Privacy Officer.  (Contact the Provincial Office for the current appointment.)

19.   The Privacy Officer shall be determined by the Provincial Executive at the 1^st meeting following the Biennial Convention.

20.   All Provincial Executive members and Office Staff will sign a “Receipt and Acknowledgement” form at the beginning of their term/employment with the MPRA acknowledging that they have received, read, understand and agree with this Policy and Procedure. 

21.   The President or designate will be notified immediately by the Provincial Office upon the receipt of a complaint. 

22.   Complaints must be in writing.  The MPRA will provide a “Notice of Receipt” within one week to the complainant.

23.   An investigation will be conducted by the Privacy Officer.  Following discussion with the President, additional review may be completed by an Ad Hoc Committee of the Provincial Executive. 

24.   Within 90 days from the conclusion of the investigation, the complainant will be informed in writing of the outcome of the investigation. 

25.   Appropriate corrective actions will be taken within a reasonable time frame. 

26.   All records and reports pertaining to the investigation will be retained in secure files for a period of ten (10) years. 

27.   If the complainant is not satisfied with the outcome of the investigation, they can escalate their complaint to:  

Office of the Information and Privacy Commissioner for British Columbia (OIPC)
                        PO Box 9038 Stn. Prov. Govt.
                        Victoria B.C. V8W 9A4
                         or:    info@oipc.bc.ca

How to Opt-Out of Data Collection, Use or Disclosure
In addition to the method(s) described in the How to Access, Modify, Delete, or Challenge the Data Collected section, we provide the following specific opt-out methods for the forms of collection, use, or disclosure of your personal data specified below:

1.      You can opt-out of the use of your personal data for emails. You can opt-out by clicking "unsubscribe" on the bottom of any email.

Cookie Policy

Definition: A cookie is a small file, stored on a user's hard drive by a website. Its purpose is to collect data relating to the user's browsing habits.

1.       The MPRA website uses analytical cookies.  These are used to improve the design and functionality of the site by collecting data on the type of content accessed and how long a person stays on the site.
2.      

The user can choose to be notified each time a cookie is transmitted or disable cookies entirely in your internet browser. 

Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy, we will update the "Effective Date" at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

Contact Information
If you have any questions, concerns, or complaints, you can contact our privacy officer, at:
             administration@mpra.ca
             (250) 768-1519
             2525 Dobbin Road, Unit 4  West Kelowna BC V4T 2G1