The Ontario Association of Cemetery and Funeral Professionals respects our member’s privacy rights and acknowledges that individuals have rights with respect to how the personal information they share with the Association is collected, used, stored, and disclosed.
We collect, use, store and disclose personal information in a manner which is consistent with our vision, mission, and ethical statements.
This privacy policy is being issued to ensure the personal information provided to OACFP is protected accordingly.
OACFP Privacy Policy
Information we gather:
The following information may be gathered from our members, conference delegates, event delegates and any online or in-person education event via mail, email, website, telephone and in person:
- Name
- Address
- Telephone numbers
- Email addresses
- Occupation
- Place of Employment
- Credit card information (not stored)
- IP Address
- Username for the Members Only area
- Photographic image
- Education Courses Register for or completed
- Exam or Testing results
- Survey Responses
At times, we may also gather additional information via our Awards and Board/Committee application process. This information could include:
- Resumes
- Curriculum Vitae
- Abstracts / Reference
How OACFP uses the information gathered:
OACFP uses the information gathered via mailed, faxed, emailed and/or online processing to:
- Update our database for new/renewing applications for Membership
- Publication purchase
- Conference, Event or Education Course Registration
- Enhance your visitor experience to our website
- Review for Awards/Grants offered by the association
- Update photos on our website.
- Use photos in OACFP publications both on the internet and in print.
Access to Your Information:
Your personal information is accessible to the Board of Directors and/or Designate, and the OACFP Executive Director and OACFP Staff.
Your banking/credit card information is not accessible by any Board, Association Member, or employee of OACFP via the website, email notification of your purchase or through any other venue.
Your credit card number is not visible to any employee or board member, unless this information is provided via a mailed, faxed, or emailed membership application or conference registration.
Your personal and credit information is safeguarded by our secure server.
It is our intent and goal to safeguard your information and as such, we do not at any time give, trade, or sell member/purchaser information to outside sources.
Emails:
When sending email to all members, the email field for member emails will be BCC (blind, carbon copy) to safeguard against release or personal email addresses.
Photographic Images:
Signed photographic consent forms are required when photographic images are submitted for promotional use.
These consents must be completed and sent to OACFP Office at the same time as the photographs are provided.
Photographs without signed consent forms will not be used by OACFP.
- Photographs may be taken at Events and the Conferences where it may not be possible to obtain a photographic consent from all present.
- Photographers will be requested to announce they are taking a photograph, thus providing attendees who do not wish to be photographed with enough time to vacate the area.
- Members understand their photographic image may be captured at conferences and events and that OACFP has the right to use the photographs.
Security Measures
Website Purchases:
To safeguard your personal information, we ensure your personal information is maintained on a secure server and your credit information is not accessible to anyone within OACFP or outside of the Association.
OACFP encourages all members to clear their browser cache following a purchase via the OACFP website.
Mailed, Faxed, Emailed Purchases:
To safeguard your personal information, we ensure your personal information is maintained in a secure, locked environment and your credit information is not accessible to anyone, other than the Executive Director of the Association.
Following processing of membership via the membership form, all forms with credit card information are securely destroyed.
In addition, annually in January, the OACFP Office undertakes a secure shredding program to remove documentation past the seven-year timeframe.
Presentations:
Presentations from Conferences and Events will be posted in the member area of the OACFP website. Presentations will only be posted if the presenter provides permission in writing.
Members Only Username and Password:
OACFP maintains a list of the current usernames.
Passwords are encrypted and OACFP does not have access to the password information. To recover a password, the member must use ‘reset password’.
OACFP has provided a safe/secure password retrieval system for members who have misplaced their passwords to ensure their username and password are not compromised.
Use of Website Cookies:
Our website makes use of “cookies”, small digital files that are stored in your web browser.
Cookies are used to make it easier and convenient for our users to move around our website, allowing you faster access to information.
Cookies are stored on your computer's hard drive.
Your browser settings may allow you to block these cookies, but we recommend you have them enabled to help us personalize your experience of our website. NO information of a personal nature is available, shared, divulged, or tracked with the use of cookies and/or the audience extension program.
Managing Privacy Breaches
OACFP Office:
Should a privacy breach occur at the, the following steps will be taken immediately:
- Removal of the information from public view.
- The Executive Director will provide a written report on the day of the breach to the Board of Directors detailing the following information:
- Date and time (if available) of the privacy breach
- How the breach was discovered
- Member(s) affected by the breach
- Type of information released
- Where the breach occurred – i.e. website, mail, etc.
- Cause of the breach – human error, electronic malfunction, etc.
- The Board of Directors will review the Privacy Breach report.
- Written notification from the OACFP Office will be provided to those affected via email and regular mail detailing the breach and the action taken to resolve the breach.
Disclaimer
OACFP has no control over and will not be responsible should any member choose to share their personal information as noted above or their username / password via the OACFP Members Only, email or in person.
Such instances will not be considered a breach of privacy on the part of the Association and thus the Association will not be responsible for conducting a privacy breach review should this occur.
Approved by the OACFP Board of Directors
May 13, 2022
OACFP Policy Document: Privacy Policy
Policy Statement Date: May 18, 2022