Dairy Farmers of Ontario Privacy Policy
The purpose of privacy legislation is to establish rules governing the
collection, use and/or disclosure of personal information in a way that
recognizes individuals’ rights of privacy with respect to their
personal information in an age in which technology increasingly facilitates
the collection and free flow of information.
Dairy Farmers of Ontario (DFO) is subject to the Personal Information
Protection and Electronic Documents Act (PIPEDA). DFO has a longstanding
policy on the confidentiality of personal information and is committed
to protecting the personal privacy of all those with whom it has dealings.
DFO keeps all information respecting individuals dealing with DFO in strict
confidence. No individual personal information is sold by DFO. DFO has
procedures to control how it obtains, uses and gives out personal information.
DFO will correct any errors that are brought to its attention.
Dairy Farmers of Ontario’s procedures and systems are designed
to protect such information from error, loss and unauthorized access.
DFO keeps such information only as long as it is needed. DFO continually
monitors its compliance with applicable privacy legislation. DFO respects
people’s privacy when it carries out its roles and responsibilities.
These obligations apply to all Board members, staff, consultants and agents
and contractors who provide services to or on behalf of DFO.
Regulatory Duties
As a marketing board constituted under the Milk Act, DFO, through regulation,
has information filing requirements. DFO collects, uses, discloses and
retains this information in order to regulate the production and marketing
of milk in accordance with its regulations, policies, orders, directions
and decisions. DFO may collect such information directly from producers
or from others involved in the production and marketing of milk.
In carrying out these regulatory functions, DFO, as a not-for-profit
body representing the interests of producers of milk, is not in its own
right engaged in commercial activity. Information arising from DFO’s
exercise of these regulatory authorities is not believed to be subject
to the PIPEDA. In those limited circumstances where DFO is engaged in
commercial activity, it is subject to the PIPEDA and all of that Act’s
provisions apply with respect to personal information collected, used,
disclosed or retained as part of that commercial activity.
Consent Requirement
Dairy Farmers of Ontario obtains the parties’ express or implied
consent before obtaining or using personal information about that person
or disclosing that information to anyone in the course of commercial activities.
Regulatory requirements are excepted from the consent requirement. Participation
in certain Board programs will constitute consent to the obtaining, use
and disclosure of personal information. Details will be set out in program
information packages. Persons not wishing to provide their consent may
decline to participate or may notify DFO and their wishes will be respected.
In some cases, participation may not be possible where the necessary personal
information is not made available.
Limited Disclosure
There are circumstances where use and disclosure of personal information
may be justified or permitted under a legal duty or right and DFO may
use and disclose such information without the party’s consent. In
such cases where DFO is of the opinion that it is appropriate or necessary
to use or disclose such information, the use and disclosure will be limited
so that only that information which is required is used or disclosed.
Producer Information
As a general rule, all producer information is held in strict confidence
and, except in very limited circumstances, is not revealed to anyone unless
expressly or implicitly authorized by the producer. DFO guards its producer
mailing list from unauthorized use and disclosure. Where disclosure is
deemed by DFO to be of benefit to producers, it is tightly controlled
with strict safeguards put on its use and disclosure by any third parties.
Privacy Officer
DFO has appointed a Privacy Officer charged with the responsibility for
developing, implementing and administering DFO’s privacy policy.
As part of this mandate, the Privacy Officer will ensure that all of the
necessary internal controls and procedures are in place, including appropriate
training and supervising of DFO staff in achieving full compliance with
all privacy obligations.
The Privacy Officer will receive and ensure appropriate follow-up on
all inquiries. This includes such things as withdrawal of consent, request
for disclosure of information on file, corrections to information and
termination of consent previously given. All such requests must be in
writing and may result in an administrative charge to cover DFO’s
costs in dealing with same.
Web Site Statement
A visitor to the DFO Web site is not required to reveal any individually
identifiable information such as name, address or telephone number. Nor
is such information collected passively by electronic means.
Information is collected when an individual voluntarily completes an online
survey. This information is collected, used or disclosed in a manner consistent
with this policy statement.
DFO’s Web server does not collect visitor information in the form
of the visitor’s domain or internet protocol (IP) address but does
collect information regarding which pages are accessed. This information
is used internally, only in aggregate form, to help serve Web site users
better. None of this information is retained after it has been used and
is discarded.
Any inaccuracies that are brought to DFO’s attention will be corrected.
Compliance Concerns
Any complaints concerning the access to, accuracy, management or use
of personal information should be addressed in writing to the Privacy
Officer. All such inquiries will be responded to within 30 days of receipt
at the DFO head office. Any unresolved matters may be referred by the
Privacy Officer to the DFO Board. If a party is still not satisfied, contact
should be made with the office of the Privacy Commissioner in Ottawa.
Policy Review
This privacy policy is in effect as of January 1, 2004. The DFO Board
will from time to time review and revise its privacy practices and this
privacy policy. In the event of any amendments to this privacy policy,
a notice will be posted on DFO’s Web site or communicated to producers
through DFO publications.
DFO is committed to meeting all of its privacy obligations. Any questions
or suggestions are welcome and should be addressed to the Privacy Officer
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