Privacy Statement of District 42

District 42 Toastmasters is governed by the following Privacy Statement.

• Definitions:

1. o District: District includes, but is not limited to, District 42 and its District Officers, whether elected or appointed and elected Club Officers.

2. o 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.

3. o 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.

4. o Personal Information: Personal Information includes, but is not limited to, a member’s name, gender, photograph and Contact Information.

5. o Contact Information: Contact Information includes, but is not limited to, a member’s mailing address; home, business and mobile telephone numbers; and email addresses.

• 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 complies with the Alberta Protection of Privacy Information Act (governing members resident in Alberta) and the Government of Canada Privacy Act and the Personal Information Protection and Electronic Documents Act (governing members resident in Saskatchewan) the Toastmasters International Privacy Policy.

• To ensure the District is able to provide information and to carry out its legal obligations under the Alberta Society’s Act 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.

• The District 42 Privacy Officer shall be 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 Prairie Horizons newsletter or notification of any Toastmasters Event or information 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 under legal obligation.

• 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.

• Photographs: No person may post or publish in any document or to a public forum (meaning non-password protected) the photograph of any member that has been taken at a Toastmasters Event without that member’s written permission.

February, 2010 Page 1