Privacy Policy

Excerpt from the Alberta Canola Producers Commission Policy and Procedure Manual 2004


43. Privacy Officer

  1. The General Manager shall function as the Privacy Officer with respect to personal information.


44. Office Security

  1. ACPC office premises are at Suite 170, 14315 – 118 Ave, Edmonton Alberta.
  2. Public hours are from 8 to 12, 1 to 4, Monday through Friday.
  3. Copies of producer transaction computer discs and hard copy are stored at Iron Mountain, 14422 – 121A Avenue, Edmonton, AB. T5L 4L2.
  4. There are two copies of financial data discs one located in the office and one with Stella Sinclair, bookkeeper.
  5. Copies of historical annual reports, financial statements and convention programs are stored at Iron Mountain record storage.
  6. All files containing personal information are to be locked except during office hours.
  7. Personal information of producers may also be kept electronically on computers located at the ACPC office.
  8. Documentation containing personal information will be destroyed once it is no longer required for the purposes for which it was collected.
  9. All documents showing producer names or any personal information that are to be discarded are shredded first.
  10. Office Access – staff and the janitor. Anyone with keys has a security code for the alarm system.
  11. Security of Electronic Information: All internet and email access shall have anti–virus protection and firewalls. Computer files containing personal information shall be password protected.
  12. Notice of Privacy Policy: Producers will be provided notice of this policy by having it posted on the ACPC website.
  13. This policy will also be available upon request.
  14. Employees: The ACPC shall collect and use personal information as is reasonably necessary to ensure a properly functioning employee⁄employer relationship. The personal information for each employee will be kept in separate individual files at the ACPC office. These files will be accessible to the employee, the General Manager, and if required, the ACPC’s professional advisors such as accountants.
  15. Access to the files will be locked except during business hours.
  16. Personal information of staff my also be kept electronically on computers located at the ACPC office.
  17. Personal information from the files will be used for the purpose of preparing documentation in relation to income tax and other matters relating to the normal day–to–day operations of the ACPC.


45. Obligation of Dealers

  1. Under the Alberta Canola Producers Marketing Plan Regulation 44/2003, all dealers purchasing canola seed produced in Alberta must provide the Commission:
     
    1. A summary listing the names and addresses of producers.
    2. Amount of canola seed purchased from each producer.
    3. Amount of the service charge deducted and date of purchase for each producer.


Degree of Confidentiality

  1. The administration shall maintain all information in its possession as strictly confidential unless directed otherwise by the Chairman or Vice – Chairman in order to meet a legal obligation.
     
    1. For example, occasion may arise when this information may have to be provided by law to the court or to Marketing Council. The intent is that other than in exceptional circumstances the following information is to be kept confidential by Administration.
  2. The administration shall maintain a database of:
    1. Amount of canola purchased by dealer or producer identification.
    2. Amount of service fees deducted by dealer or producer identification.
    3. Names and addresses of eligible producers.
    1. Grower information is strictly confidential and not to be released unless approved by the Board of Directors.


47. Consent to Release

  1. The Board of Directors has approved the release of grower information to third parties, only at the request of the grower.
  2. In the event that a grower wishes to release information to a third party, Consent to Release form must be completed and returned to the ACPC office prior to any information being released.
  3. Once the form is received, the grower is to be contacted to confirm the request. Information will not be released until approved by the General Manager.


48. Release to Directors

  1. With Board approval the Administration may release names and addresses of refund applicants to ACPC Directors.


49. Summary Reports

  1. Statistical Summary Reports – These reports are not identified to either producer or canola dealer, hence are available to Directors upon request and may be released publicly.


50. Minutes

  1. Where a Board or Executive Committee minute is designated confidential, all Directors and office staff must keep such minute and related discussion confidential.

    1. Notwithstanding, Alberta Marketing Council receives all Board and Executive minutes.

51. Canola Digest Mailing List

  1. The Commission has entered into an agreement with the Canola Council of Canada, the Saskatchewan Canola Development Commission, and the Manitoba Canola Growers Association to publish the Canola Digest.
  2. Part of the Commissions obligation is to provide a mailing list of Alberta canola growers that will receive the Canola Digest.
  3. A new list is sent via email for every issue to the Canola Council of Canada who acts as publisher.
  4. In order for the mailing list to remain confidential, the Council, and its contractors have entered into a confidentiality agreement. Growers are removed from the mailing list at their request.

52. Public Information

  1. On occasion the Commission collects the names and addresses from the public for the purposes of conducting a give away.
  2. Upon awarding the prize, the names and other information collected are destroyed.
  3. The public is notified of this when they enter the draw either through public announcement or through printed notices at the entry site.