Who we are
Welcome to the Victoria Division of Family Practice (“Division”) website, located at https://victoriadivision.ca/ (“Website”). This Privacy Policy (“Policy”) describes how the Division collects, uses and discloses personal information collected through the website and other electronic means (e.g. online surveys conducted by the Division), as well as the rights website visitors and survey respondents have with respect to their personal information.
By visiting this website or by completing an online survey conducted by the Division, you are accepting the practices described in this notice.
Limiting collection of personal information
The collection of personal information will be limited to that which is necessary for the purposes identified by the Division. Information will be collected by fair and lawful means.
Personal information we collect directly from you:
We collect personal information you provide to us through our website and other electronic means. This may include, but is not limited to, the following types of personal information you provide directly to us:
- Name and contact information, including your phone number, email address and/or address. We may collect this information when you register to become a Division member, or register to receive emails from us, or when you register for Division events or programs. We collect this information to provide you with the service you have requested.
- We may collect information about your participation in Division initiatives, events, committees and other meetings, including payment information if compensation is provided.
- We may collect information to support your participation in Division programs and to maintain information on facility services and attributes, including employment information, languages spoken, clinical and practice interests and expertise.
- We may collect information about your relationship with a Division client or partner organization (e.g. Divisions BC) to authorize your access to our website and program services.
- Individuals applying for work or submitting listings (e.g. accommodation) via Work, Live & Play in Victoria, supply personal information that may include some of the information described above, as well as additional personal information residing within their CV, letter of motivation and other areas of the application form. This information is collected to evaluate applications and route them to prospective employers.
- Any other personal information you provide to us through our website or other electronic means, such as when you contact us for support, is used to respond to your inquiries.
Personal information we collect, or may collect in the future, through automated means:
- The Division collects information through a web analytics app and log files on this Website, including browser type, operating system, and time of access. Analytics may also be collected via the Division’s survey and communication platforms. This data helps us improve our service and detect any problems. We do not share this information with third parties, except when legally required. It is our obligation to monitor unauthorized usage.
Limiting use, disclosure and retention of personal information
The Division will not use or disclose personal information for purposes other than those for which it was collected, except with the informed consent of the individual or as required by law. The Division retains personal information for as long as it is needed to achieve the identified purpose(s) or related business or legal obligation. Personal information that is used to make a decision about an individual is retained for at least one year after using it so the individual has a reasonable opportunity to obtain access to it. The Division is guided by industry standards related to retention schedules or applicable legislation. Personal information that is no longer required to fulfil the identified purposes will be destroyed, erased or made anonymous.
Safeguards for personal information
The Division ensures personal information is protected by security safeguards appropriate to the sensitivity of the information. For example, information collected for evaluative purposes such as satisfaction or impact of services is stored separately from identifying information and always reported in aggregate or other anonymous way.
This website is maintained by the Division, and hosted externally by WP Engine. WP Engine Hosting provides us with the online platform that allows us to provide the website to you.
The Division’s survey and communication platforms include, but are not limited to Outlook Calendar, Mailchimp, survey monkey and others, as needed as paid-for services hosted by third parties. These services provide us with secure, online platforms to allow us to engage with you.
This website and the Division’s survey and communication platforms have physical and technical measures in place to ensure the security of information. Servers reside in a dedicated, secure website hosting facilities and are accessible only to a limited group of authorized personnel. Security measures have been integrated into the design, implementation, and day-to-day operating practices of this website and survey and communication platforms as part of our continuing commitment to privacy.
Individual access to personal information
The Division will inform individuals about the purpose of each data collection effort, including how data provided will be used.
You may request details regarding the information we hold about you. Upon request, the Division informs an individual of the existence, use, and disclosure of his or her personal information and the individual has access to that information. An individual has the ability to challenge the accuracy and completeness of the information and have it amended as appropriate. To exercise your rights, please contact us using the contact information detailed under Contact us below.
Contact us
If you have questions with respect to this Privacy Notice or the Division’s collection, use or disclosure of your personal information, please contact our Privacy Officer in writing at:
Privacy Officer
Victoria Division of Family Practice
404-1025 Johnson Street
Victoria, BC V8V 0G7
Email: [email protected]
If you are dissatisfied with our handling of your personal information, we invite you to contact our Privacy Officer in writing, setting out the reasons for your concern. If, after our Privacy Officer has reviewed and responded to your concern, you remain dissatisfied, you may wish to contact the Office of the Information and Privacy Commissioner of British Columbia.
Changes to this Privacy Notice
We may review and update this Privacy Notice as required to keep current with rules and regulations, new technologies and standards. Our Privacy Notice may therefore change from time to time. We will post any changes on our website and, if the changes are significant, we will provide a more prominent notice where required by law.
