Category: Board Policies Code: B- 2017-100
Policy Group: Privacy Policy
Approved by: Board of Directors
Date Approved: May 1, 2018 BOD Mtg.

PEIUPSE Privacy Policy

This is the privacy policy of the Prince Edward Island Union of Public Sector Employees.
This policy guides our practices concerning the collection, use, disclosure and protection of personal information. Although our union is not normally involved in commercial activity as defined by the Personal Information Protection and Electronic Documents Act (PIPED Act), we have made a commitment to respect the fair information principles on which the legislation is based.

Personal Information is defined under the legislation as information concerning an identifiable individual but does not include the name, title or business address or business telephone number of an employee of an organization.
UPSE is committed to protecting the privacy, confidentiality, accuracy, and security of the personal information we collect, use, retain and destroy in the course of conducting our representational duties as a union, and in providing services to our members.

The Purposes for the Collection of Personal Information

UPSE collects, uses and discloses certain personal information in order to:
• Maintain a current membership list of the union;
• Collect and manage dues and any special assessments;
• Prepare for negotiations;
• Investigate, process and arbitrate grievances, appeals, claims and/or legal actions;
• Assist the union in representing its members with respect to employment under collective agreements;
• Verify eligibility for benefits and services;
• Establish and maintain communication with members and the general public and respond to their inquiries;
• Assist the union to research, develop, manage and protect the services provided to our members; and,
• Run online interactive services such as message boards, chat rooms online ordering web mail or web hosting.

Disclosure of Personal Information

To administer and/or fulfill the purposes set out above, UPSE may disclose personal information internally within our organization or to an employer in representing the member concerning matters arising out of negotiations, grievance handling and/or the administration of a collective agreement.

We may also share a member’s information with benefit and pension plan administrators, with insurance reporting agencies, financial and legal advisors, consultants or contractors retained by the Union.

The Union does not share your health information without your express consent.

The Union may disclose personal information when required or permitted by law. The information released will be limited to what is required or permitted by the relevant legislation.

Before using your personal information for any purpose other than those listed above, the Union will explain the purpose and obtain your consent.

Third Party Access

The union does not sell, lease, trade or donate membership information.

There may be instances where the union provides certain personal information to a third party such as providing address labels for the sole purpose of distributing information and communication material to our members.

From time to time, the union may ask a third party to conduct a survey of its members where the information gathered may be of a personal nature. When a member is contacted and asked to participate in any such survey, the member will be first informed of the purpose of the survey and their right not to participate. The union does not share any of this personal information and no individual member or their personal information is identified in the results of the survey.

Where personal information is provided to a third party or when a third party is asked by the union to conduct a survey of our members, UPSE will insist on assurances from the third party that they undertake to abide by the union’s privacy policy and protect and secure any personal information from unauthorized or unintended use.

Protection of Personal Information

In order to protect the personal information in the union’s custody or under its control, UPSE will make reasonable security arrangements to protect personal information.

Some of the steps the Union has taken are as follows:
• Access to personal information is limited to those employees and/or elected officials who require access to the information in the performance of their job function.
• The union has installed reasonable security safeguards to prevent unauthorized access of its computer system or hard copy files.
• The union will not collect or disclose personal information for purposes other than what has been listed in this policy.
• The union will do its best to ensure that personal information kept by it is accurate and current.

Personal Information Inquiries

Members of UPSE may request access to their personal information and may request corrections to personal information so that it is complete and accurate.

Members may also choose not to provide the union with information and may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Members should be aware that in doing so, they may restrict the union’s ability to represent their interest.

Complaints Procedure

If a member has a complaint related to this Policy or any of our procedures, that member should contact our Privacy Officer. If the member’s complaint is justified, we will take the steps necessary to resolve the issue, including amending our policy and practices, if necessary.

Privacy Officer

For more information, to file a complaint, to make enquiries, or to opt out of all or parts of this Policy, please contact
UPSE Privacy Officer:
Address: 4 Enman Crescent
Charlottetown PE C1E 1E6

Telephone No: (902) 892-5335
Fax No: (902) 569-8186
E-mail Address: peiupse@peiupse.ca

This policy may be updated from time to time as policies, procedures or technologies change.