Ontario Baseball Association Inc., known as Baseball Ontario, is a not-for-profit amateur sport organization and is the provincial sport organization for baseball in Ontario. In the course of providing our programs and services, Baseball Ontario may collect and transfer to other baseball organizations Personal Information. We have prepared this policy to inform you about Baseball Ontario’s ongoing commitment to ensuring that the Personal Information obtained during the course of our activities remains accurate and confidential. Collecting, using, and disclosing personal information in an appropriate, responsible, and ethical manner is fundamental to Baseball Ontario's daily operations.
Baseball Ontario strives to protect and respect personal information of its customers, employees, business partners, and so on in accordance with all applicable provincial and federal laws. This policy applies to all Personal Information within Baseball Ontario's possession and control.
What is Personal Information
We consider "Personal Information" to mean any information about an identified individual or an individual whose identity may be inferred or determined from such information, including name, date of birth, address, phone number, e-mail address, birth certificate number, etc., other than business contact information (e.g. name, title, business address, business telephone number). This Policy does not cover aggregated data from which the identity of an individual cannot be determined. Baseball Ontario retains the right to use aggregated data in any way that it determines appropriate.
Why Baseball Ontario May Collect Personal Information
Baseball Ontario collects and uses Personal Information solely for the purpose of conducting its operations and offering its programs and services to players, coaches, umpires and member associations. Baseball Ontario hereby asserts that Personal Information will only be used for the following purposes:
- Administration of the various participant databases (coach, player, umpire, volunteer)
- Regulation of competition within Ontario, including confirming eligibility of players, coaches and umpires for competitions
- Submitting information to Baseball Canada to allow for participation in national events by players, coaches, umpires and other officials
- Submitting information to Coaching Association of Canada to administer the National Coaching Certification Program and maintain the associated database
- Talent Identification
- Administration of scholarship and grant programs
- Organization of clinics and conferences that provide participant development
- Provision of information to participants, member organizations and other about Baseball Ontario programs and services
- Management of our relationship with and communicate to participants and member organizations
- Meeting legal and regulatory requirements
- Management of information technology
- Recruitment, hiring, management, evaluation, compensation or otherwise dealing with employees
- Other reasonable purposes consistent with our operations.
The personal information we ask for will depend upon which services you may be interested in obtaining.
Baseball Ontario will not disclose Personal Information provided to it, unless such disclosure is required in order to provide a participant or member organization with our services.
How Baseball Ontario Collects and Uses Personal Information
Baseball Ontario only collects uses and discloses Personal Information for purposes that would be considered reasonable in the circumstances and only such information as is required for the purposes of providing services or information to participants, member organizations and others. We use only fair and lawful methods to collect Personal Information.
Consent to the collection occurs and is obtained when an individual signs (including electronic submission) an application or other form containing Personal Information, thereby authorizing Baseball Ontario to collect, use and disclose the individual's Personal Information for the purposes stated on the form or in the Why Baseball Ontario May Collect Personal Information section of this policy.
Where Baseball Ontario discloses Personal Information to organizations that perform services on its behalf, we will require those service providers to use such information solely for the purposes of providing services to Baseball Ontario or the person concerned and to have appropriate safeguards in place for the protection of that Personal Information.
Where Personal Information may be subject to transfer to another organization in contemplation of a merger or reorganization of all or part of Baseball Ontario, we will do this only if the parties have entered into an agreement under which the collection, use and disclosure of the information (including any Personal Information) is restricted to those purposes that relate to the
transaction, including a determination of whether or not to proceed with the transaction, and is to be used by the parties to carry out and complete the transaction.
Please note that there are circumstances where the use and/or disclosure of Personal Information may be justified or permitted or where Baseball Ontario is obliged to disclose information without consent. Such circumstances may include:
a) Where required by law or by order or requirement of a court, administrative agency or governmental tribunal;
b) Where Baseball Ontario believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
c) Where it is necessary to establish or collect monies owing to Baseball Ontario;
d) Where it is necessary to permit Baseball Ontario to pursue available remedies or limit any damages that we may sustain; or
e) Where the information is public.
Where obliged or permitted to disclose information without consent, Baseball Ontario will not disclose more information than is required.
Baseball Ontario does not sell, trade or barter Personal Information.
Unless permitted by law, no Personal Information is collected, without first obtaining the consent of the individual concerned, for the collection, use and dissemination of that information. However, we may seek consent to use and disclose Personal Information after it has been collected in those cases where Baseball Ontario wishes to use the information for a purpose not identified in this Policy or not previously identified or for which the individual concerned has not previously consented.
By providing Personal Information to Baseball Ontario you agree and consent that we may collect, use and disclose your Personal Information in accordance with this Policy. In addition, where appropriate, additional authorizations or consents may be obtained from time to time.
In most cases and subject to legal and contractual restrictions, you are free to refuse or withdraw your consent at any time upon reasonable, advance notice. It should be noted that in certain circumstances, certain services can only be offered if you provide Personal Information to Baseball Ontario. Consequently, if you choose not provide us with any required Personal Information, we may not be able to offer you the services requested. We will inform you of the consequences of the withdrawal of consent.
The Accuracy and Retention of Personal Information
Baseball Ontario endeavors to ensure that any Personal Information provided and in its possession is as accurate, current and complete as possible for the purposes for which we use that information. If we become aware that Personal Information is inaccurate, incomplete or out of date, Baseball Ontario will revise the Personal Information and, if necessary, use its best efforts to inform third parties which were provided with inaccurate information so that those third parties may also correct their records.
We keep your Personal Information only as long as it is required for the reasons it was collected. The length of time we retain information varies, depending on the service and the nature of the information. This period may extend beyond the end of a person’s relationship with us but it will be only for so long as it is necessary for us to have sufficient information to respond to any issues that may arise at a later date.
When your Personal Information is no longer required for Baseball Ontario’s purposes, we have procedures to destroy, delete, erase or convert it into an anonymous form.
Protection of Personal Information
Baseball Ontario endeavours to maintain appropriate physical, procedural and technical security with respect to its offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information. This also applies to our disposal or destruction of Personal Information.
Baseball Ontario further protects Personal Information by restricting access to it to those employees and volunteers that the management of Baseball Ontario has determined need to know that information in order that we may provide our products or services or information.
If any employee or volunteer of Baseball Ontario misuses Personal Information, this will be considered as a serious offence for which disciplinary action may be taken, up to and including termination of employment or involvement. If any individual or organization misuses Personal Information that has been disclosed by Baseball Ontario – for the purpose of providing services to or for Baseball Ontario – this will be considered a serious issue for which action may be taken, up to and including termination of any agreement between Baseball Ontario and that individual or organization.
Access to Your Personal Information
Baseball Ontario permits the reasonable right of access and review of Personal Information held by us about an individual and will endeavour to provide the information in question within a reasonable time, generally no later than 30 days following the request. To guard against fraudulent requests for access, we may require sufficient information to allow us to confirm that the person making the request is authorized to do so before granting access or making corrections.
We will provide information from our records in a form that is easy to understand. Baseball Ontario reserves the right not to change any Personal Information but will append any alternative text the individual concerned believes to be appropriate.
Baseball Ontario reserves the right to decline to provide access to Personal Information where the information requested:
a) Would disclose (i) Personal Information, including opinions, about another individual or about a deceased individual; or (ii) trade secrets or other business confidential information that may harm Baseball Ontario or the competitive position of a third party;
b) Would interfere with contractual or other negotiations of Baseball Ontario or a third party;
c) Is subject to solicitor-client or litigation privilege;
d) Is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information;
e) Does not exist, is not held, or cannot be found by Baseball Ontario;
f) Could reasonably result in (i) serious harm to the treatment or recovery of the individual concerned, (ii) serious emotional harm to the individual concerned or another individual, or (iii) serious bodily harm to another individual;
g) May harm or interfere with law enforcement activities and other investigative or regulatory functions of a body authorized by law to perform such functions; h) May be withheld or is requested to be withheld under applicable legislation.
Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.
Baseball Ontario will not charge you for verifying or correcting your information, however, to the extent permitted by applicable law, there may be a minimal charge imposed if you need a copy of records.
Our web servers track general information about visitors such as their domain name, time of visit and which pages are being accessed. This information is used internally, only in aggregate form, to better serve visitors by helping us to:
a) Manage our site;
b) Diagnose any technical problems; and
c) Improve the content of our website.
"Persistent" cookies are more permanent bits of information that are placed on the hard drive of a visitor’s computer and stays there unless it is deleted. Persistent cookies store information on a visitor’s computer for a number of purposes, such as retrieving certain information previously provided (e.g., passwords), helping to determine what areas of the website visitors find most
valuable, and customizing the website based on visitor preferences. Baseball Ontario’s website does use persistent cookies.
We do not share Personal Information obtained through cookies with any third parties.
Resolving Your Privacy Concerns
In the event of questions about: (i) access to your Personal Information; (ii) our collection, use, management or disclosure of Personal Information; or (iii) this Policy; please contact Baseball Ontario’s privacy officer by sending an e-mail to firstname.lastname@example.org or calling 519-740-3900 and asking to speak with Baseball Ontario’s Privacy Officer, Mary-Ann Smith.
Baseball Ontario will investigate all complaints and if a complaint is justified, we will take all reasonable steps to resolve the issue.