MSHS Privacy Policy
At MSHS, we are dedicated to protecting the privacy of our members, donors, and non-member participants. We believe in transparency about how we collect, use, and disclose personal information.
This Privacy Statement aims to inform you about MSHS’s practices regarding the collection, use, and disclosure of personal information that may be collected through MSHS forms, event participation, or our website. By completing these forms, either for yourself or your child/ward, participating in our events, or using our website, you consent to the collection, use, and disclosure of your personal information (as defined below) and, if applicable, your child/ward’s personal information under the following terms and conditions.
This Privacy Statement also explains how you can contact us with questions or requests to change or delete any personal information MSHS may hold about you or, if applicable, your child/ward. We recommend that you read this Privacy Statement thoroughly and keep it for future reference.
Personal Information
For this Privacy Statement, “personal information” refers to any information about an identifiable individual that can be used to identify, contact, or locate them. This includes but is not limited to name, birthdate, health card number, IP address, phone number, email address, or mailing address.
What Personal Information We Collect
MSHS collects personal information to screen applicants for membership and non-member participation, and to effectively and safely provide activities and events for MSHS members. This information includes contact details (such as name, address, email, and telephone numbers), age, skills, educational background, employment history, volunteer experience, proof of identity (such as a signature), police reference checks, references, and information on medical conditions, allergies, and medications.
We also collect financial information (such as credit card details and banking information on personal cheques) from members and donors.
How We Use Your Personal Information
Personal information collected by MSHS or its representatives is used solely for guiding purposes. MSHS uses your personal information to facilitate communication between members, to inform you about upcoming events and opportunities, and for fundraising requests. Information about skills, employment, and volunteer history is used to best utilize your talents within our organization. Health information is used to ensure the proper response to any health situations during our activities or events. Financial information is used only to complete membership or donation transactions.
MSHS does not use automated processing for decision-making.
Any questions about how MSHS uses your personal information should be directed to administration@mshs.ca.
When We Disclose Your Personal Information
MSHS does not disclose personal information to individuals, organizations, or corporations outside of MSHS without consent, except as required or authorized by law.
We may share personal information with third parties who assist us in providing services or fulfilling one or more of the purposes described above. These third-party service providers, which may include property booking agents, event registration services, merchandising partners, and police record check processors, are prohibited from using your personal information for any other purpose and are required to protect the personal information disclosed by MSHS. In some cases, personal information may be transferred outside of Canada and will be subject to the laws of the jurisdiction where it is transferred.
MSHS reserves the right to disclose personal information if legally required or authorized by a law, regulation, search warrant, subpoena, or court order.
Knowledge and Consent
MSHS collects personal information about you or your child/ward only when you voluntarily provide it. Consent for the use or disclosure of personal information is typically sought at the time of collection. In certain circumstances, consent may be sought after the information has been collected but before use (e.g., when we want to use information for a new purpose not previously identified).
The form of consent we seek—whether express or implied—depends on the sensitivity of the personal information and the individual’s reasonable expectations. By completing an MSHS form, for instance, you imply consent for the use of that information for the purpose for which it was collected.
MSHS keeps a record of members’ history with the organization, including participation in activities and events. By joining MSHS, you acknowledge and consent to this record-keeping, so that if your membership becomes inactive and you later decide to rejoin, we will have your previous membership history on file. We will not use this information for any other purpose without your consent.
You may withdraw consent at any time, subject to legal restrictions and reasonable notice. To withdraw your consent, email administration@mshs.ca. We will inform you of the implications of withdrawing consent as appropriate.
MSHS does not require you to consent to the collection, use, or disclosure of information beyond what is necessary to fulfill the explicitly specified and legitimate purposes for which the information is provided.
Collection, Use or Disclosure of the Personal Information of Members
MSHS may periodically contact members for their ideas, opinions, and feedback and to provide information about upcoming events. If you do not wish to be contacted, you may withhold permission or retract it at any time by emailing administration@mshs.ca.
MSHS will not disclose members’ personal information except where required by law.
How We Protect Your Personal Information
MSHS makes all reasonable efforts to protect personal information from loss and unauthorized access. This protection applies to both electronic and hard copy information. Access to personal information is restricted to selected members and employees. We use generally accepted information security techniques, such as firewalls, access control procedures, and cryptography, to protect against loss and unauthorized access.
Retention of Your Personal Information
MSHS retains your personal information for as long as necessary to fulfill the purposes for which it was collected. In some cases, it is necessary to retain personal information indefinitely to protect MSHS from liability or for archival and organizational purposes. Unless you explicitly withdraw your consent, we will retain your name and membership history beyond the end of your active membership for archival purposes. Other personal information will be redacted, anonymized, or destroyed upon your membership becoming inactive if it is no longer relevant to the purpose for which it was collected. For members, some personal information will be redacted or anonymized upon membership becoming inactive for three years past the age of majority in their home province.
Website
If you visit the MSHS website without actively providing personal information, we still store certain information automatically via cookies placed in your browser’s directory. These cookies cannot be read by any website other than the one that set them. If you disable cookies, some website pages may not function properly.
MSHS collects and stores the following information about your website visit:
- The Internet domain from which you accessed the MSHS site
- The type of browser and operating system you use
- The date and time of your visit
- The pages you visit on the MSHS site
- The address of any website you linked to from the MSHS site
This information is used to count the number of visitors to different MSHS web pages and to improve the site’s usefulness to members and visitors. Note that operators of linked websites may collect your personal information, including through cookies. MSHS is not responsible for how third parties collect, use, or disclose your personal information, so please review their privacy policies before providing personal information.
Changes to this Privacy Statement
MSHS reserves the right to modify this Privacy Statement at any time. The version posted on the MSHS website is considered the effective Privacy Statement.
Correcting or Updating Your Information
You can help us maintain the accuracy of your personal information by notifying us of any changes. You may contact MSHS to request access to or correction or update of your personal information.