Privacy Policy

Camp Shagabec Privacy Policy

a. Camp Shagabec is responsible for all personal information under its control. The registrar, the volunteer coordinator and the rental coordinator will be responsible for this information, as appropriate. Each of these people is informed that use of this information must comply with the Privacy Policy and are accountable for Camp Shagabec’s compliance with the Privacy Policy. The identity of these individuals shall be made known upon request.

Information is not transferred to third parties, with the exception of pertinent medical information which will be made available to professional medical personnel if deemed necessary by the Camp Committe or staff.

Camp Shagabec will protect personal information by limiting access to such information to those Camp Committe members and staff who need this information to fulfill their job duties. Personal information will be stored in secure locations on and off site. Concerns or inquiries about the Privacy Policy or its application may be made in writing. Letters should be directed to our Standards and Accreditation committee member (see "Contacts")

The Camp Committee will be briefed on the Privacy Policy at the Annual Meeting. The
Privacy Policy will be explained to the Camp Staff at the annual Leadership Training activities.

The Privacy Policy will be posted on the Camp Shagabec website and placed in the Camp Shagabec handbook.

b. Information will be collected:
a) To register individuals for Camp sessions or activities
b) To register volunteers for Camp sessions or activities
c) To hire paid Camp Staff
d) For statistical purposes
e) To create a contact list for Camp mail-outs (electronic or hard-copy) regarding present or future Camp activities or initiatives
f) To provide professional Medical personnel with pertinent information if deemed necessary by Camp Staff

c. Information will not be collected without consent. Collected information will only be used for the purpose stated at the time of collection. Specific consent will be sought for any additional use which arises after the time of collection.

Information will not be disclosed with out consent, except where medical, legal or security reasons make it impossible or impractical to obtain consent. Specific consent will be sought to disclose information for any other purpose not named at the time of collection.

No service will be withheld from any individual for refusal to provide information beyond that required to fulfill the legitimate purposes of Camp Shagabec.

Submission of a registration form, application or resume will indicate consent to have this information collected by Camp Shagabec to be used as is necessary to fulfill the legitimate purposes of Camp Shagabec.

Specific consent sought at a later date may be obtained verbally or in writing (electronic or hard-copy).

Individuals may withdraw consent for Camp Shagabec to further use their information at any time, subject to legal or contractual restrictions and reasonable notice. The implication of such a withdrawal is the cessation of distribution of Camp Shagabec materials or information.

d. Camp Shagabec will only collect information that it reasonably believes is necessary to fulfill its legitimate purposes. All information will be collected in a fair and lawful manner.

Information collected for camper registration will include name, address, phone number(s), email, medical information (including hospitalization number, allergies, chronic and temporary conditions), home church, whether this is their first time at Camp Shagabec or any camp, gender, date of birth, camp session requested, name of parent(s) or guardian(s) and relationship to child, parent(s)/guardian(s)’ contact information, alternate person (and contact information) to contact in case of emergency.

Information collected for camp volunteer counsellors not having reached the age of majority will include name, address, phone number(s), email, Medical information (including hospitalization number, allergies, chronic and temporary conditions), home church, whether this is their first time at Camp Shagabec or any camp, gender, date of birth, camp session requested, name of parent(s) or guardian(s), parent(s)/guardian(s)’ contact information, groups in which the individual has belonged as a member or a leader, related experience, swimming ability, first aid training and names of 3 references.

Information collected for camp volunteer counsellors having reached the age of majority will include name, address, phone number(s), email, Medical information (including hospitalization number, allergies, chronic and temporary conditions), home church, whether this is their first time at Camp Shagabec or any camp, gender, camp session requested, groups in which the individual has belonged as a member or a leader, related experience, swimming ability, first aid training, names of 3 references and police record check.

Information collected for camp volunteer first-aiders will include name, address, phone number(s), email, medical information (including hospitalization number, allergies, chronic and temporary conditions), camp session requested, medical training, names of 3 references and police record check.

In all above cases name, address, phone number, email, camp session requested, camp experience (first time camper) and gender are used to assign the camper/volunteer to the appropriate camp session and cabin and to provide adequate contact information such that the individual may be informed of their acceptance or rejection. Medical information is collected to insure that the camp staff is adequately prepared to deal with anticipated problems and to provide this information to professional medical personnel if deemed necessary by camp staff. Information about home church is collected to give program staff a reasonable indication of the religious background of the individual and any sensitivities that may arise in group Bible study sessions. Volunteers are asked about related experience, leadership abilities, swimming level and medical/first aid training in order that they may be assigned duties appropriate to their abilities. Volunteers are asked for references so that these people may be contacted by agents of the Camp Commitee, to give their opinion as to whether the individual in question has the ability and temperament appropriate to performing the duties for which they have applied. Police record checks are required from all volunteer applicants who have achieved the age of majority to indicate that the individual does not have criminal convictions for offences that would indicate that they are unfit for the duties for which they have applied.

Information collected for paid camp staff will consist of a standard resume, 3 references and police record check. This information is collected to allow members of the personnel committee to determine the applicants ability to perform the duties of the job for which the individual applied, and to determine that the individual does not have a criminal convictions for offences that would indicate that the individual should not work unsupervised in close contact with children.

Information collected for Camp Shagabec mailing list will include name, address, email. This information is collected for the purpose of distributing information about Camp Shagabec’s activities and initiatives.

e. Camp Shagabec will not use or disclose personal information for purposes other than those for which it was collected. Information will be retained only as long as is necessary for Camp Shagabec to fulfill its legitimate purposes and to meet its legal obligations.

Accepted camper/volunteer/staff application information will be retained no less than seven (7) years. This information will be retained indefinitely, on advice of legal authorities.

Rejected camper/volunteer/staff application information will be retained no less than one (1) year. This information will be destroyed after no more than three (3) years. Hard copies of information slated for destruction will be burned or shredded. Electronic copies of information slated for destruction will be deleted and erased within the reasonable abilities of general computer users.

f. Camp Shagabec will keep personal information as accurate, complete and up-to-date as possible as is necessary to fulfill the legitimate purposes for which it is to be used. Camper/volunteer/staff information will only be updated upon receipt of a new application form. Mailing list information will be updated from application form where applicants have indicated consent to have their information included on this list, and also by specific request from any individual who wishes to be on the Mailing List.

g. Personal information located on site will be protected by storage in secure containers in secure buildings. Access to this information will be limited to those Camp committee members and camp staff members who have need of it to fulfill their job duties. Personal information located off site will be protected by storage in secure containers in secure buildings. Access to this information will be limited to Camp committee members and volunteer helpers who legitimately need this access to fulfill their duties and to United Church of Canada employees who operate the secure storage facilities. Electronic information will be protected by use of confidential passwords.

h. All Camp Shagabec policies, along with the Camp Mission Statement, are available on the Camp Shagabec website. No personal information is made available to any other agency except as previously stated.

i. Any individual will be informed of the existence, use and disclosure of his/her personal information upon request. The individual may have inaccurate or incomplete information amended as appropriate by informing the Camp Board of the required amendment. Individuals will be required to provide sufficient information to permit Camp Board members to locate their personal information. Information collected for this purpose will not be used for any other purpose.

j. Challenges to Camp Shagabec’s compliance with this policy should be addressed to the Camp Board members designated in (1.). The Camp Board will investigate all such challenges. The challenge should be in writing and state the specific non-compliance issue or incident. If the complaint is justified, Camp Shagabec will take appropriate action, including, if necessary, amendment of existing policies or procedures.