EFFECTIVE DATE: January 2015
Records and Information Management Policy
The Privacy Act is described as:
An Act to extend the present laws of Canada that protect the privacy of individuals and that provide individuals with a right of access to personal information about themselves. The term personal information is defined as information about an identifiable individual that is recorded in any form with some specific exceptions for the purposes of Access to Information Act requests.
Statement of Policy
It is the policy of ZAP Media to control the collection, use, and disclosure of personal information in accordance with all requirements set out in the Privacy Act. The Privacy Act does not apply to personal information that ZAP Media collects, uses, or discloses only for journalistic, artistic or literary purposes.
The following requirements shall be met by ZAP Media unless exempted by the Privacy Act.
Collection of Personal Information
Unless otherwise authorized by the Privacy Act.
No personal information shall be collected by ZAP Media unless it relates directly to an operating program or activity of ZAP Media.
ZAP Media shall, wherever possible, collect personal information that is intended to be used for an administrative purpose directly from the individual to whom it relates except where the individual authorizes otherwise.
ZAP Media shall inform any individual from whom it collects personal information of the purpose for which the information is being collected.
Retention of Personal Information
Personal information that has been used by ZAP Media for an administrative purpose shall be retained for such period of time after it is so used as may be prescribed by regulation in order to ensure that the individual to whom it relates has a reasonable opportunity to obtain access to the information.
Accuracy of Personal Information
ZAP Media shall take all reasonable steps to ensure that personal information that is used for an administrative purpose is as accurate, up-to-date and complete as possible.
Disposition of Personal Information
ZAP Media shall dispose of personal information under its control in accordance with the regulations and with any directives or guidelines issued by the designated minister in relation to the disposal of that information and with its corporate retention schedule. Use and Disclosure of Personal Information
Personal information under the control of ZAP Media shall not, without the consent of the individual to whom it relates, be used or disclosed by ZAP Media except for the purpose for which the information was obtained or compiled or for a use consistent with that purpose unless otherwise authorized by the Privacy Act. In certain circumstances personal information subject to the Privacy Act may be used, or disclosed without the knowledge or consent of the individual concerned. Such circumstances include, but are not limited to personal information used or disclosed: for the purpose for which the information was obtained or compiled by ZAP Media or for a use consistent with that purpose; for the purpose of complying with a subpoena or warrant issued or order made by a court, person or body with jurisdiction to compel the production of information or for the purpose of complying with rules of court relating to the production of information;
to an investigative body specified in the regulations for the purpose of enforcing any laws or carrying out a lawful investigation;
to officers or employees of ZAP Media for internal audit purpose; to the Library and Archives of Canada for archival purposes; to the Library and Archives of Canada for archival purposes; where disclosure would clearly benefit the individual to whom the information relates.
Record of Disclosures
ZAP Media shall retain a record of any use of personal information contained in a personal information bank or any use or purpose for which that information is disclosed where the use or purpose is not included in the statements of uses in the personal information index published by the designated minister and shall attach the record to the personal information.
Personal Information Banks
ZAP Media shall include in personal information banks all personal information under its control that: has been used, is being used or is available for use for an administrative purpose; or is organized or intended to be retrieved by the name of an individual or by an identifying number, symbol or other particular assigned to an individual.
Access to Personal Information
Upon receipt of a written request, ZAP Media shall provide a right of access to personal information subject to the Privacy Act to any personal information about the individual requestor contained in a personal information bank; and
any other personal information about the individual requestor under the control of
a ZAP Media with respect to which the individual is able to provide sufficiently specific information on the location of the information as to render it reasonably retrievable.
Individuals who are given access to their personal information may
request correction of the personal information where the individual believes there is an error or omission therein;
require that a notation be attached to the information reflecting any correction requested but not made; and require that any person or body to whom that information has been disclosed for use for an administrative purpose within two years prior to the time a correction is requested or a notation
be notified of the correction or notation, and where the disclosure is to a government institution, the institution make the correction or notation on any copy of the information under its control.
Refusal of Access to Personal Information
ZAP Media may refuse access to personal information as provided by the Privacy Act where such information, among other circumstances: is subject to solicitor client privilege
is part of or relates to an investigative record where disclosure could be injurious to the enforcement of a law of Canada or a province or the conduct of investigation.
Where disclosure threatens the safety of individuals.
All ZAP Media employees, who collect, maintain and/or use personal information, are responsible for ensuring that the collection, use and disclosure of this information is carried out in accordance with this policy and relevant procedures. The Programming Department is accountable for ZAP Media’s policies and practices, with respect to the management of personal information, and is the individual to whom complaints and inquiries can be forwarded.
information that may specifically identify our users. This may be done in order to describe the Site or services to trading partners, advertisers or other third parties by disclosing certain general statistics such as the percentage of our users who are men, women, professionals, etc. ZAP Media, our affiliated companies, business partners and such other third party as we may designate reserve the right to use, maintain, update, disclose and/or sell Aggregate Information to third parties.
How we Use Information: ZAP Media generally uses information to compile statistical data and to contact users and provide them with a better interactive experience. ZAP Media may use your information specifically for the following purposes: (i) to improve the content of the Site; (ii) to personalize and/or customize the content and/or layout of the Site for individual visitors; (iii) to notify visitors about updates to the Site; (iv) to identify visitor preferences; (v) to keep you informed about products and services (both ours and third parties') in which you
have expressed an interest; (vi) to establish your eligibility for special offers and discounts; (vii) to complete business transactions; (viii) to contact you as part of a promotion; (ix) to allow you to make a posting on the Site; (x) to administer individual accounts; (xi) to provide customer support; (xii) to meet legal requirements; (xiii) to provide Internet security; and/or (xiv) to analyze the collected information. If you have
Privacy and Children’s Use Guidelines: ZAP Media does not market or direct the Site toward children. Nevertheless it is possible for children, without prior parental consent, to publicly post or distribute Personal Information or any other information which might identify users within chat rooms, forums, message boards or in user groups. ZAP Media encourages parents and guardians to be aware of and to participate in their children's online activities. We will not knowingly register, communicate with or otherwise collect Personal Information from anyone who indicates that they are younger than 13 years old without the prior verifiable consent of their parent or guardian.
Third Party Advertising: ZAP Media may use third-party
advertising companies to serve ads when you visit the Site. These companies may use Aggregated Information we compile about your visits to this Site in order to provide advertisements on this Site about goods and services that may be of interest to you.
Linking Third Party Content/Web Sites: The Site provides on-line streaming and other third party content and ZAP Media is not responsible for any such third party content, spoken word or music that you may access through the Site. The Site also contains links from and to sites operated by our business partners and other independent third parties. Once you leave the Site, you may or may not see a new URL in the location bar. Please review the linked site's and third party content provider's privacy policies, and if you do not agree to be bound by the terms of the policies governing that provider and/or site, terminate your use of that service or your visit to the site. The linked sites and those subsequently linked from them are not under the influence or control of ZAP Media and may have their own privacy, data collection and use policies. We are not responsible for the policies, practices or content of sites other than our Site.
Cookies: When you visit the Site, we or a third-party advertiser may store or recognize some information on your computer in the form of a "cookie" or similar file. "Cookies" are small text files that identify an individual computer's browser entering the Site. They do not pose a security threat to you. No personal information is stored within the cookies. Cookies allow us to track a browser's movement through the Site over several sessions which enable the Site to recognize repeat visitors, facilitate access to and use of the Site and to allow the Site to track usage behaviour that will enable content improvement and allow us to tailor our Site to better match your interests and preferences. If you do not want cookies placed on your computer, you can erase cookies from your computer hard drive, block cookies or receive a warning before a cookie is stored. Most Internet browsers or other software will allow you to do this. Please refer to your browser instructions or help screen to learn more about these functions. If you reject cookies, Site functionality may be severely limited and you may not be able to take advantage of many of the Site's features.
Forums: From time to time the Site may feature forums such as message boards or chat rooms which enable our users to communicate with each other. ZAP Media does not moderate and is not responsible for the content that you or any user posts on any forum on the Site. All information you post in a forum, chat area or message board becomes public information and may be viewed, collected and used by any visitor to the Site, and may expose you to unsolicited messages. This is beyond our control and ZAP Media is not responsible if your information is intercepted. We recommend that you do not post on any forum private information about yourself or other individuals.
Security: Any unauthorized use of the Site may result in criminal and/or civil prosecution. ZAP Media has policies and procedures in place to protect the privacy and confidentiality of your information that we collect and maintain, including contracts with third parties that manage the information provided by you. This Site has reasonable security measures in place to protect against the loss, misuse or interception of your information. To help ensure the privacy of your information, we urge you not to share your user name and password with anyone and recommend that you change your password frequently and store it in a safe place. If you are asked to create a user name or password, please select words that do not personally identify you. We may offer "auto login" which allows users to enter member areas of our site without reentering password information. You may want to disable auto login on your "Set Up" page if you are not the only person using your computer. It is up to you to fully understand the risks and threats of using the public Internet and to be sufficiently aware of those risks to adequately protect your information. ZAP Media’s advice herein is provided as a guideline only, and it is up to the user to remain current and exercise care when using the Internet. You should seek professional advice on protecting your privacy and evaluating the security of the information systems you are using. ZAP Media assumes no liability for interception, alteration or misuse of information transmitted over the Internet.
Updating/Deleting your Information: ZAP Media enables our users to update/correct personal information, previously submitted, which the user states is erroneous to the extent privacy or security interests will not be compromised by doing so. To update or delete your information, please go to the Log-In function and update or delete your personal information accordingly from our database. Please note that due to backups and records of deletions it may not be possible to delete entirely a user's entry without some residual information remaining.
If you have any concerns about privacy procedures at our Site:
Attn: Jay Owen
PO Box 745, Lakefield Ontario. K0L 2H0
Please make any communications as complete and descriptive as possible, and we will attempt to respond promptly to your concerns.
EFFECTIVE DATE: January 2015