RNAO Communities Privacy Policy

Last Updated: Wednesday, January 18, 2012

Registered Nurses’ Association of Ontario’s, its successors and assigns (collectively referred to as “RNAO”) recognize privacy and security as being concerns for most individuals accessing the Internet, including any individuals who become users of this site (communities.rnao.ca) (the “Site”), and RNAO is committed to protecting your privacy. RNAO sees the protection of privacy as a cornerstone for building trust and developing participation in online communities.

Please note that RNAO complies with the federal and provincial laws relating to the protection of personal information that apply in the Province of Ontario, Canada. If you are from another jurisdiction, you should satisfy yourself that the combined effect of this Privacy Policy and those laws is sufficient for you.

This Privacy Statement describes: (i) how RNAO collects personal information via the Site; (ii) the types of personal information that RNAO collects; (iii) how that personal information may be used; (iv) how that personal information will be safeguarded; and (v) when and to whom that personal information may be disclosed.

Are there privacy controls that can be set by users?

Please note that privacy controls are made available by RNAO to Users. A “User” is an individual who uses the Site (as a casual visitor, registered user or otherwise).

What personal information is collected by RNAO and for what purposes is it used?

Browsing

RNAO may collect the following types of personal information relating to individuals who access the Site without registering with the Site or setting up a profile:

• the IP address from which the individual is accessing the Site;

• location data based on the IP address;

• which pages were accessed and for how long they were accessed; and

• data relating to how individuals interact with the Site (for example, the amount of time spent on a certain page and which communities accessed).

By using the Site, you consent to the collection and use of this information by RNAO and its use in aggregated form by RNAO for the following purposes and for other purposes reasonably ancillary to them:

• to better understand how the Site is being used in order to improve upon the Site;

• to better understand which communities within the Site are being used in order to improve upon the set of communities being provided and improve upon the each of the communities; and

• to tailor how an individual experiences the Site.

With respect to users who have registered with the Site (each a “Registered User”), RNAO collects the same types of personal information when they use the Site and uses it for the same purposes.

Please note: RNAO aggregates and depersonalizes this information. RNAO uses the aggregated and depersonalised information to: (i) better understand how the Site is being used in order to improve upon the Site; (ii) apply for funding Site; and (iii) report on the effectiveness of the Site to those who fund the Site.

Becoming a Registered User and Creating a Profile

RNAO may collect the following types of personal information relating to individuals who choose to become Registered Users of the Site and for whom a user profile is created:

• contact information for the individual registering such as name, address, telephone number and e-mail address;

• any other personal information that he or she may voluntarily include or that the applicable client may voluntarily include as part of the profile (for example, credentials, professional experiences, academic background and other biographical information); and

• other personal information which a reasonable person would consider ancillary to the types of information set out.

This information is used by RNAO for: (i) administering and operating the Site including the profiles portion of the Site; (ii) displaying the profile created by the individual; (iii) any purpose disclosed to the individual when the individual created his or her profile or updated it; and (iv) other purposes reasonably ancillary to those purposes.

Please note: RNAO aggregates and depersonalizes this information. RNAO uses the aggregated and depersonalised information to: (i) better understand how the Site is being used in order to improve upon the Site; (ii) apply for funding Site; and (iii) report on the effectiveness of the Site to those who fund the Site.

RNAO Services

RNAO may collect the following types of personal information relating to Registered Users who choose to participate in communities, activities or services offered by RNAO via the Site:

• any personal information necessary for the activity and identified as being collected at the time; and

• other personal information which a reasonable person would consider ancillary to the types of information set out.

This information is used by RNAO for the purpose of operating and administering the community or other web-based activity, for other purposes reasonably ancillary to that purposes and for any other purpose disclosed at the time when the individual signed up to participate or at a subsequent log-in to the Site.

Please note: RNAO aggregates and depersonalizes this information. RNAO uses the aggregated and depersonalised information to: (i) better understand how the Site is being used in order to improve upon the Site; (ii) apply for funding Site; and (iii) report on the effectiveness of the Site to those who fund the Site.

Other

The Site may include other requests for individuals to volunteer their personal information. For example, RNAO may administer surveys through the Site. When RNAO creates an opportunity for individuals to volunteer their information through the Site, RNAO will disclose the purposes for which the personal information is being collected and seek consent to use the personal information collected for such purposes.

As well, the Site provides individuals with several opportunities to “opt in” to receive additional information or announcements from RNAO. If an individual opts to receive additional information or announcements from RNAO, the personal information that he or she provides to RNAO may be used to: (i) provide the additional information and announcements; and (ii) tailor the types of information and announcements provided by RNAO to the individual. Additionally, an individual who has previously opted to receive additional information and announcements may subsequently “opt out” by following the directions for doing so on the Site.

Can third parties collect information via the Site?

If you choose to use a service provided by a third party via the Site, you are entering into a legal relationship with that third party. Any personal information that you provide in relation to your use of that service is being provided to the third party. Under those circumstances, your personal information is not being provided to RNAO, and its use is governed by the third party’s policies relating to the protection of personal information, not this Privacy Policy. Please check the third party’s privacy policies prior to providing personal information to them.

What about cookies, web beacons and request headers?

When an individual accesses the Site, RNAO’ server may attach a small text file to the individual’s hard drive – a cookie. The cookie is used to identify the individual whenever he or she returns to the Site. The information contained in the cookie is also used to tailor how the individual experiences the Site. Please note, by changing the settings of their web browsers, individuals can prevent cookies from being set or delete them, but this may prevent them from participating in certain activities available via the Site.

The Site may use web beacons (also known as tags, transparent .GIF files and single pixel .GIF files). They are used to better understand how the Site is being used in order to improve upon the Site.

When you access the Site, your browser will make certain requests of the Site. It is typical for your browser to provide information about itself (for example, type and version number) and its capabilities in the headers of such requests. RNAO retains and aggregates this information, and RNAO uses it to:

• to better understand how the Site is being used in order to improve upon the Site; and

• to tailor how an individual experiences the Site to the individual.

With whom does RNAO share my personal information?

Generally

RNAO may share personal information which it has collected with its employees who need to use that information in connection with one or more of the purposes for which that personal information was collected.

From time to time, RNAO may engage service providers to provide certain limited services such as hosting the Site or processing financial transactions. RNAO will only provide those service providers with the personal information they need to deliver the service for which they were retained. RNAO will also require those companies, through contractual means, to safeguard such information, maintain its confidentiality and not to use that information for any purpose other than providing the services for which they were retained. Please note that such services providers may not be located in Canada.

RNAO may access and/or disclose any personal information which it has collected if required or permitted to do so by law (for example, in order to comply with a legal requirement including but not limited to one imposed by a warrant, subpoena, court order or like instrument served on RNAO or in urgent circumstances to protect the life, health or security of any person).

Please be aware that RNAO may disclose your personal information to its successor or any assignee of its assets relating to the Site.

Other Third Parties

Before disclosing personal information relating to an individual to a third party other than as set out in this Privacy Statement, RNAO will obtain the affected individual’s consent to the disclosure.

What about information security?

RNAO uses physical, organizational and technological safeguards to protect personal information in its possession. For example, RNAO uses encryption to safeguard information certain types of personal information such as passwords when they are being transmitted over the Internet. However, please note that no data transmission over the Internet can be guaranteed to be completely secure. Consequently, RNAO expressly disclaims all representations, warranties and conditions (whether express or implied) that any information transmitted to or by RNAO over the Internet will be completely secure.

Please note that privacy controls are made available by RNAO to its Registered Users, and although RNAO has used reasonable efforts to test the effectiveness of its privacy controls, RNAO does not guarantee that such controls will operate without defect or interruption or that they will never be compromised. Consequently, RNAO expressly disclaims all representations, warranties and conditions (whether express or implied) relating to the controls.

Inquiries, Requests for Access and Submitting Corrections

RNAO welcomes your comments regarding this Privacy Statement. If you believe that RNAO has not adhered to this Privacy Statement, would like access or to request an amendment to your personal information being held by RNAO, please contact RNAO’ Privacy Officer by e-mail sent to the Privacy Officer via the Site (i.e. by using the “Contact Us About Privacy” button on the page on which this Privacy Statement is displayed) or by regular mail sent to the following address:

Registered Nurses’ Association of Ontario
158 Pearl Street,
Toronto, ON M5H 1L3
Attention: Privacy Officer

Depending on the type and volume of information requested, a fee may apply to processing it.

Retention and Destruction

Registered Users have the ability to edit their own profiles (including but not limited to removing information that they previously posted to the profile). Log-in to http://communities.rnao.org, and select “Account Settings”, select “Profile” and use the tools provided to do so. Please note that back-ups of the Site created prior to the edits and retained by RNAO will not be affected by any such edits.

RNAO has set retention schedules for any back-up of the Site that it may create as part of the routine operation and administration of the Site.

With respect to any personal information supplied to RNAO, RNAO keeps personal information only for as long as the personal information is required for the purposes for which it was collected and compliance with laws and regulations. Consequently, there is no single retention period applicable to all instances of personal information collected by RNAO.

When any personal information is no longer required by RNAO for the purposes for which it was collected, RNAO destroys the personal information in a manner which takes into account the sensitivity of that information.

POSTING THE PERSONAL INFORMATION OF OTHERS

RNAO STRONGLY ENCOURAGES REGISTERED USERS AND OTHER USERS OF THE SITE TO COMPLY WITH THEIR CONFIDENTIALITY OBLIGATIONS AS HEALTH CARE PROFESSIONALS AND IMPOSED BY ANY ORGANIZATIONS FOR WHOM THEY WORK, ESPECIALLY WHEN USING THE SITE.

Changes to this Policy

RNAO will occasionally update or change this Privacy Statement. When RNAO makes any change to this Privacy Statement, an updated copy will be posted to the Site and the word "updated" will appear next to the link to this Privacy Statement on the introductory page of the Site and on the log-in page for the Site for a period of at least 60 days from the change. The date that this Privacy Statement was last updated will appear at the top of the copy of it posted on the Site.

Consent

By using the Site, you consent to the collection and use of your information in accordance with this Privacy Statement by RNAO.

Please note that by refusing to provide personal information or by denying or withdrawing consent to use personal information for purposes identified, you may be unable to participate in certain programs or activities sponsored by RNAO.