COPA's Personal Privacy Policy

Introduction

We at Canadian Owners and Pilots Association are committed to respecting your privacy and recognize your need for appropriate protection and management of any personally identifiable information ("Personal Information") you share with us. Personal Information means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address and an e-mail address or other contact information, whether at work or at home. COPA has established this Online Privacy Policy so that you can understand the care with which we intend to treat your Personal Information and to comply with the requirements set out in the Personal Information Protection and Electronic Documents Act of Canada. The Privacy Policy explains our commitment to respect and protect your personal information. We want you to know why we need your personal information, how the confidentiality of this information is protected, and how you can find out what information concerning you is recorded.

Accountability

COPA is responsible for your personal information under its control. We have appointed a Privacy Coordinator who is accountable for COPA's compliance to this Privacy Policy. Our entire staff is trained in the organization’s policies related to privacy, specifically, we do not provide any personal information to anyone, without the consent of the individual.

Identifying Purposes

Personal information collected by COPA is comprised of name, address and any or all of phone/facsimile/e-mail contact information. The information is used to conduct regular mailings to our members, in the form of the monthly newspaper and periodic advice of membership renewal status. We also gather credit card information for payment of membership dues.

Additional information that is collected in regards to flight training, plane ownership and date of birth is used internally to compile our own statistics in determination of who our members are and how to best serve them. We do not sell lists or personal information.

We currently share member contact information with COPA’s Partner, BMO Bank of Montreal Master Card, who use this information for mailings/marketing purposes. In addition we supply area specific contact information to Copa Flights for recruitment purposes. From time to time we may create other member benefit partners and will share our membership information with them similar to the BMO partnership and with the written agreement that they will not use the information for any other purpose.

Consent

You are giving COPA consent to obtain your Personal Information by providing it to us orally, over the phone, by completion of the membership application or by e-mail. In the case of automatic membership renewals, written consent in the form of a personal signature only, is accepted to process a payment.

Third-Party Disclosure: The names, addresses and telephone numbers of our members may be transmitted to a trusted third-party in order to inform you of products and services that our COPA partners offer, that we believe may interest you and in many cases contribute to COPA’s bottom line through contributions made to COPA by the partners. If you DO NOT wish to be contacted by one of our third-parties, please advise the privacy coordinator at 613-236-4901 ext. 109 or tstoring@copanational.org. Our COPA partners are required to have a policy in place that complies with the requirements of applicable federal or provincial privacy legislation in Canada for the Protection of Personal Information.

Limiting Collection

The collection of personal information is limited to that which is necessary for COPA to correspond with members, to share with our Partner and to keep internal statistics on demographics of members. Personal information shall not be used or disclosed for purposes other than those for which it was collected, without the consent of the individual. COPA will not retain your personal information longer than is necessary for the purposes for which it was collected.

Access/Accuracy

We do our best to keep our records accurate and up-to-date, but we need your help in making sure your personal information is correct in our systems. Please notify us of changes/corrections to your name, address, phone number or e-mail address.

Safeguards

All member credit card information in the company database is encrypted and the database is password protected. Only staff who need access to the information in order to do their jobs have access. These employees are limited in number, and are committed to our privacy and security policies. We may respond to subpoenas, court orders, or legal process. We also may choose to establish or exercise our legal rights or defend against legal claims. We may collect and possibly share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, or as otherwise required by law.

Operating Principles

All questions related to the interpretation and application of this policy should be directed to the Privacy Coordinator Tanya Storing email tstoring@copanational.org or telephone 613-236-4901, ext. 109.