The Human Resources Professionals of York Region (HRPYR) has always been committed to the protection of the personal information of its members, partners and other stakeholders. On January 1, 2004, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) began to apply to provincially regulated organizations that collect, use and disclose personal information in the course of commercial activity. As such, HRPYR has developed the following Privacy Policy in order to ensure compliance with PIPEDA, as well as to inform individuals of our continuing commitment to the protection of their personal information.

What is personal information?
Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form such as a person’s e-mail address, food allergies, credit card numbers, home addresses and so on. It does not include the name, title or business address or telephone number of an employee of an organization.

Who is responsible for protecting the personal information collected, used and disclosed by HRPYR?
The Director of Finance of HRPYR is the Privacy Officer for the organization and is responsible for ensuring compliance with PIPEDA and with this Privacy Policy. Other individuals, such as members of the Board or Chairs of various Committees, may be delegated to act on behalf of the Privacy Officer or to take responsibility for occasional collection, use and disclosure of personal information.

Why does the HRPYR collect, use or disclose personal information?
HRPYR is committed to providing its members with quality professional development opportunities, excellent networking events and up-to-date information in the field of Human Resources. In order to meet these goals, HRPYR collects, uses and discloses personal information for the following purposes:

• To verify the identity of HRPYR members; 
• To uphold the commitment to continue professional growth in human resources management, in support of the goals, objectives and by-laws of the Chapter;
• To promote up-coming Human Resources related events and opportunities;
• To register members and non-members for HRPYR events;
• To ensure individuals’ food preferences and needs are met at HRPYR events;
• To promote member benefits;
• To provide Human Resources related information via e-mail and/or regular mail to HRPYR members and to non-members;
• To record members’ attendance at HRPYR professional development events in order to assist them in their CHRP recertification;
• To identify prospective HRPYR members within the Human Resources community;
• To promote our programs and services to prospective members.

How do individuals provide HRPYR with their consent for the collection, use and disclosure of their personal information?
When members join the Human Resources Professionals Association of Ontario (HRPAO), they provide their personal information expressly through a registration process. At that time, they choose HRPYR as their chapter within the organization. HRPYR then has access only to the personal information provided by the member that is required to fulfill the purposes stated above. When HRPYR holds events, personal information is also collected directly from those individuals who will be attending. Personal information about prospective members is collected from the individuals themselves when they attend HRPYR-partnered events as well as HRPYR events. These individuals will then be contacted to confirm that they wish to be added to the HRPYR mailing list in order to receive Human Resources related information and promotions. If you choose to provide personal information to HRPYR, we assume that you consent to the collection, use and disclosure of personal information as outlined in this Privacy Policy or otherwise at the time of collection, use or disclosure.Consent may be express or implied depending on the circumstances. Please note, that in some circumstances, your choice to refuse or withdraw consent to certain collection, use or disclosure of personal information may impact on our ability to provide you with certain products or services. Consent can be withdrawn at any time by contacting the HRPYR Privacy Officer who will ensure that the individual’s personal information is no longer used or disclosed by the organization.

How much personal information does HRPYR collect, use or disclose?
HRPYR only collects, uses and discloses the personal information only to the extent required to fulfill the purposes stated within this policy.

How long does HRPYR retain personal information?
HRPYR only retains personal information for as long as is required to fulfill the purposes listed above. For example, a list of attendees at HRPYR professional development events is maintained for a period of three years in order to assist members in their CHRP recertification. Members’ contact information is kept for the duration of their membership and is renewed once a year. HRPYR will destroy or erase personal information no longer required for the stated purposes or for a legal or legitimate business requirement.

How accurate is the personal information collected, used and disclosed by HRPYR?
HRPYR ensures the personal information it collects, uses and discloses is as accurate and up-to-date as is required to fulfill the purposes listed above. If an individual’s personal information requires amendment, they need only contact the HRPAO Administrator, by email or in writing, who will ensure that the correction is made.

How secure is the personal information stored at HRPYR?
HRPYR is committed to ensuring that personal information is protected from unauthorized access, unintended disclosures or theft. This protection is provided by firewalls in the computer system, passwords to protect databases, and locked filing cabinets. Only the Board of Directors and delegated individuals have access to this information.How can individuals learn more about HRPYR’s Privacy Policy?
Updated versions of this Privacy Policy will continue to be posted on the HRPYR Web site at http://www.hrpyr.org.ca/?page=privacy_policy

This Policy is also available in hard copy, which can be requested by contacting HRPYR at:

If you do not consent to the use/disclosure of your personal contact information for all the purposes of receipt from the Chapter of communications relating to professional development programs, surveys, marketing, public relations, membership benefits, and educational and mentoring programs.

Send an email to privacyofficer@hrpyr.org or print, sign and return this form.

[If you do not return the form to HRPYR or do not send an email to privacyofficer@hrpyr.org stating that you do not consent, you are indicating that you do consent to all of these uses/disclosures of your personal information.]

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I do not consent to all of the uses/disclosures identified above and as further explained in the Privacy Policy.

My name and membership number are:

________________________________________________

Member Signature

________________________________________________

Mail this form only to:

HRPYR Privacy Officer
Human Resources Professionals of York Region
14845-6 Yonge Street, Suite 256,
Aurora, Ontario, L4G 6H8
(866) 977-9975 or (416) 483-2070