TWU Privacy Policy

"Personal Information" is any information about an identifiable individual with few exceptions.

Federal and provincial statutes regulate the way private sector organizations collect, use, keep, secure and disclose personal information.

The Telecommunications Workers Union (TWU) respects individual privacy and recognizes the particular sensitivity of personal information.

TWU recognizes our obligations concerning the protection of personal information of our members, employees and officers. This policy has been developed with those obligations in mind.

I. PURPOSES FOR THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION

Members

TWU collects, uses and discloses members' personal information for the purposes of:

a. establishing, asserting and defending the rights of members with respect to their employment relationships;

b. representing members as bargaining agent;

c. administering the TWU Constitution and Bylaws;

d. making payments to a member;

e. verifying proper deduction and payment of a member's dues;

f. verifying a member's Union membership;

g. determining, compiling and analyzing statistical data;

h. representing a member in grievance proceedings;

i. advancing a member's or TWU's position before the British Columbia Labour Relations Board or any other court or tribunal as the case may be;

j. conducting an organizing drive;

k. liaising with labour organizations with respect to collective bargaining or trade union matters;

l. maintaining a complete record of membership in the Union;

m. maintaining communications with members and responding to their enquiries;

n. investigating and settling grievances, appeals, and claims;

o. collecting and managing dues and assessments;

p. verifying eligibility for strike pay and benefits;

q. disseminating information about Union membership, programs and benefits;

r. administering the business of the Union such as Local business correspondence and research (e.g. member surveys); and

s. providing web information services (e.g. address changes, e-mail bulletins, job postings, convention and conference registration).

Officers

TWU collects, uses and discloses the personal information of individuals who run for election to office or are appointed to office for the purposes of:

a. administering the electoral or appointment process associated with an elected position;

b. establishing, managing or terminating a relationship between TWU and an individual officer;

Employees

TWU collects, uses and discloses the personal information of its employees for the purposes of establishing, managing or terminating an employment relationship.

TWU hereby notifies its employees that TWU will be collecting, using and disclosing employee personal information for the following specific purposes:

a. payroll/T4 preparation;

b. enrollment, identification and maintenance of pension, MSP, extended health, dental, LTD, ADD & life insurance benefits for employees and their dependents;

c. enrollment and remittance of dues and maintenance of seniority;

d. advancing WCB claims;

e. advancing LTD claims;

f. for contact purposes;

g. reimbursement of expenses;

h. enabling representation of an employee by his/her bargaining agent; and

i. enabling the administration of employee pension and/or benefit plans.

Others

It is TWU's policy to collect personal information about individuals other than our members, officers and employees in accordance with applicable law.

II. DISCLOSURE OF PERSONAL INFORMATION

Where required for the purposes enumerated below, TWU will disclose personal information to third parties, including, but not limited to affiliated labour organizations and technical and/or professional service providers.

III. CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION

Where an individual voluntarily provides his/her personal information to the TWU, and where the TWU collects, uses or discloses that personal information for purposes that would be considered obvious to a reasonable person, the TWU will assume that the individual in question consents to the collection, use or disclosure of his/her personal information for that purpose. In such circumstances, the TWU will collect, use or disclose personal information without obtaining written or verbal consent to do so.

Where permitted by law, the TWU will also collect, use or disclose personal information about an individual in some circumstances without the individual's consent. Those include (but are not limited to) circumstances in which:

a. the collection, use or disclosure is clearly in the interests of the individual and consent cannot be obtained in a timely way;

b. it is reasonable to expect that the collection, use or disclosure of personal information with the consent of the individual would compromise the availability or accuracy of the information, and the collection, use or disclosure of the information is necessary for an investigation or proceeding;

c. the personal information is available to the public from a prescribed source; and

d. the collection, use or disclosure of personal information is required or authorized by law.

IV. WITHDRAWAL OF CONSENT

Where applicable, individuals may withdraw consent to the collection, use or disclosure of their personal information by contacting TWU's Privacy Officer at the address provided below.

V. SECURITY OF PERSONAL INFORMATION

TWU recognizes our obligations to securely store the personal information in our custody. We have therefore made arrangements to secure against the unauthorized access, collection, use, disclosure, copying modification, disposal or destruction of personal information.

VI. REQUESTS FOR ACCESS TO PERSONAL INFORMATION

An individual may submit a written request that TWU provide that individual with:

a. their personal information under TWU's custody or control;

b. information about how their personal information under TWU's control has been and is being used by TWU; and /or

c. the names of the individuals and organizations to whom their personal information under TWU's control has been disclosed by TWU.

TWU will respond to any such request in accordance with its legal obligations. Any such request may be subject to any fees and disbursements the law permits us to charge.

VII. ACCURACY OF PERSONAL INFORMATION

When the TWU collects, uses or discloses personal information we will make reasonable efforts to ensure that it is accurate and complete.

We encourage individuals to report to TWU any discrepancies or inaccuracies in personal information held by TWU and, in such case we will:

a. correct the information in question and if reasonable to do so, send correction notifications to any other organizations to whom we have disclosed the incorrect information, or

b. decide not to correct the personal information, but annotate the personal information that a correction was requested but not made.

VIII. COMPLAINT PROCEDURE

Any complaint relating to TWU's handling of personal information should be forwarded to the attention of TWU's Privacy Officer whose address appears below.

The complaint shall be reviewed and considered by the TWU in reference to the terms of this Privacy Policy and applicable law.

Within 30 days of receiving the complaint, a representative of TWU shall respond in writing to the complaining party advising of TWU's position regarding the matters complained of.

If, in the opinion of the TWU, the complaint is justified, we will take the necessary steps to resolve the issue.

IX. CONTACTING OR COMMUNICATING WITH US

The President of TWU has appointed a Privacy Officer to assist you with any questions about this Privacy Policy or the handling of your personal information. Our Privacy Officer is also available to respond to any requests you may have with respect to access to, or correction of, your personal information under our care and control. Please feel free to contact our Privacy Officer, at 604-437-8601 or privacy.officer@twu-stt.ca.

X. CHANGES TO THIS POLICY

This Privacy Policy may change to accommodate changes at TWU, technology and legal developments. TWU may add, change or remove portions of this Privacy Policy where appropriate to reflect those changes or developments. Whenever we update this Policy, we will change the date on the Policy to indicate when the changes were made. TWU shall at all times maintain online at http://www.twu-stt.ca an updated version of this Privacy Policy for all to access.