February, 2010

Privacy Statement of District 42

District 42 Toastmasters will be guided by the following Privacy Statement.

• Definitions:
• District:  District means the administrative area of Toastmasters International designated as District 42, the members of the District 42 Council and appointed District officers.
• Toastmasters Event:  A Toastmasters Event includes, but is not limited to, Conferences and Conventions; club meetings, including special meetings; District meetings and educational events; advertising or promotional materials.
• Special Meeting:  A special meeting is any meeting outside of normal club meeting times, which includes, but is not limited to, end of year parties, anniversaries, joint meetings.
• Personal Information:  Personal Information includes a member’s name, gender and Contact Information.
• Contact Information:  Contact Information may include a member’s mailing address; home, business and mobile telephone numbers; and email addresses. 

• To provide services to the members of the District, at a minimum, the following Contact Information is required:  Member’s mailing address; home, business or mobile telephone number; and email addresses if available.

• Any other person or entity is as defined by Toastmasters International ruling documents.

• The District Governor, or their designated officer, is responsible for ensuring the District is guided by the Alberta Protection of Privacy Information Act (for members resident in Alberta), the Government of Canada Privacy Act and the Personal Information Protection and Electronic Documents Act (for members resident in Saskatchewan) and the Toastmasters International Privacy Policy, Use of Web Pages (Guidelines for club and District web pages) and Membership and Mailing Lists (Use of member contact information).

• To ensure the District is able to provide information and to carry out its legal obligations under the Society’s Act of Alberta and The Non-profit Corporations Act, 1995 of Saskatchewan the clubs of the District must provide to the District the Contact Information for the President and Vice President Education of the club.

• Should any concerns related to the use of Personal Information or Contact Information, members will direct said concerns to the District Governor of record or his/her designate.

• The District may obtain Personal Information from Toastmasters International.

• The District may use Contact Information of any member to provide the District newsletter or notification of any Toastmasters Event or information or materials the District considers of interest or need to the member.

• The District may not release any Personal Information to any organization or person outside of Toastmasters International unless the individual to whom the Personal Information pertains provides written permission or is under legal obligation.

• The District may release the Contact Information of a District officer to members of the District or the public for purposes connected to their position. 

• The District may publish a Directory that contains District Officer and Club Officer Contact Information.

• The District will ensure that members’ financial information for any Toastmasters Event will not be recorded by anyone other than the District Treasurer or their designate for that specific Toastmasters Event.

• Personal Information may be provided to Toastmasters International Headquarters located in Rancho Santa Margarita, California, United States of America.