WHAT IS PERSONAL INFORMATION?
WHAT PERSONAL INFORMATION DO WE COLLECT?
We collect and maintain different types of personal information in respect of our employees, including the personal information contained in:
- resumes and/or applications;
- references and interview notes;
- letters of offer and acceptance of employment;
- payroll information; including but not limited to social insurance number, pay cheque
- deposit information, and RRSP information;
- wage and benefit information;
- forms relating to the application or changes regarding employee health and welfare
- benefits; including, short and long term disability, medical and dental care; and
- beneficiary and emergency contact information.
We also collect identification information such as name, home address, telephone, personal email address, date of birth, employee identification number and marital status, and any other information which is voluntarily disclosed by an employee.
As a general rule, we collect personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, we will obtain your permission before we seek out this information (such permission may be given directly by you, or implied from your actions).
From time to time, we may utilize the services of third parties in our business and may also receive personal information collected by those third parties in the course of the performance of their services for us or otherwise. Where this is the case, we will take reasonable steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us.
Where permitted or required by applicable law or regulatory requirements, we may collect information about you without your knowledge or consent.
WHY DO WE COLLECT PERSONAL INFORMATION?
The personal information collected is used and disclosed for our business purposes, including being used for establishing, managing or terminating (collectively, “administering”) your employment relationship with MNP Community & Sport Centre. Such uses include:
- determining eligibility for initial employment,
- including the verification of references and qualifications;
- administering pay and benefits;
- processing employee work-related claims (e.g. insurance claims, etc.)
- establishing training and/or development requirements;
- conducting performance reviews and determining performance requirements;
- assessing qualifications for a particular job or task;
- gathering evidence for disciplinary action, or termination;
- establishing a contact point in the event of an emergency (such as next of kin);
- complying with applicable labor or employment statutes;
- compiling directories;
- ensuring the security of company-held information; and
- such other purposes as reasonably required by MNP Community & Sport Centre.
MONITORING / VIDEO SURVEILLANCE
The work output of MNP Community & Sport Centre employees, regardless of format belongs to us, and that work output, whether it is stored electronically, on paper or in any other format, and the tools used to generate that work product, are always subject to review and monitoring by MNP Community & Sport Centre.
In the course of conducting our business, we may monitor employee activities and our property. For example, some of our facilities are equipped with surveillance cameras. Where in use, surveillance cameras are there for the protection of employees and third parties, and to protect against theft, vandalism and damage to MNP Community & Sport Centre’s goods and property. Video tapes recording images are routinely destroyed and not shared with third parties unless there is suspicion of a crime, in which case they may be turned over to the police or other appropriate government agency or authority. We may also monitor employee computer and e-mail use.
This section is not meant to suggest that all employees will in fact be monitored or their actions subject to constant surveillance. It is meant to bring to attention the fact that such monitoring may occur and may result in the collection of personal information from employees (e.g. through their use of our resources). When using MNP Community & Sport Centre equipment or resources employees should not have any expectation of privacy with respect to their use of such equipment or resources.
HOW DO WE USE YOUR PERSONAL INFORMATION?
We may use your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.
WHEN DO WE DISCLOSE YOUR PERSONAL INFORMATION?
We may share your personal information with our employees, contractors, consultants and other parties who require such information to assist us with managing our relationship with you, including: (i) third parties that provide services to us (e.g. external payroll processing); (ii) third parties that collaborate with MNP Community & Sport Centre in the provision of services to you; and (iii) third parties who conduct businesses or services on our behalf.
For example, we may share your personal information with third party service providers (including our affiliates) who, for example, provide us certain accounting, human resources, information technology and/or data processing services to us from time to time so that we may operate our business. As result, your personal information may be collected, used, processed, stored or disclosed in United States. As such, your personal information may potentially be accessible to law enforcement and national security authorities of those jurisdiction.
Further, your personal information may be disclosed:
- as permitted or required by applicable law or regulatory requirements. In such a case, we will endeavor to not disclose more personal information than is required under the circumstances;
- to comply with valid legal processes such as search warrants, subpoenas or court orders;
- to protect the rights and property of MNP Community & Sport Centre;
- during emergency situations or where necessary to protect the safety of a person or group of persons;
- where the personal information is public; or
- where required by law, with your consent.
NOTIFICATION AND CONSENT
Each employee may withdraw their consent, where such consent was required by law, at any time, subject to legal or contractual restrictions and reasonable notice. All communications with respect to such withdrawal or variation of consent should be in writing and addressed to our Privacy Officer.
HOW IS YOUR PERSONAL INFORMATION PROTECTED?
MNP Community & Sport Centre endeavors to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to prevent your personal information from loss and unauthorized access, copying, use, modification or disclosure.
UPDATING YOUR PERSONAL INFORMATION
It is important that the information contained in our records is both accurate and current. If your personal information happens to change, please keep us informed of such changes.
In some circumstances we may not agree with your request to change your personal information and will instead append an alternative text to the record in question.
ACCESS TO YOUR PERSONAL INFORMATION
You can ask to see the personal information that we hold about you. If you want to review, verify or correct your personal information, please contact our Privacy Officer using the contact information set out below. Please note that such communication must be in writing.
When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you. If you require assistance in preparing your request, please contact the office of our Privacy Officer.
Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices.
In the event that we cannot provide you with access to your personal information, we will endeavor to inform you of the reasons why, subject to any legal or regulatory restrictions.
INQUIRIES OR CONCERNS?
MNP Community & Sport Centre
2225 Macleod Trail South
Calgary, AB T2G 5B6
Attention: Finance Director
Phone: (403) 355-1232