The OFVGA 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. The OFVGA keeps all information respecting individuals dealing with it in strict confidence. No individual personal information is sold by the OFVGA. The OFVGA has procedures to enable individuals to control how it obtains, uses, and gives out personal information, to review that information, and to correct any errors that may exist. The OFVGA procedures and systems are designed to protect such information from error, loss, and unauthorized access. The OFVGA keeps such information only as long as it is needed. The OFVGA continually monitors its compliance with applicable privacy legislation. The OFVGA respects peoples’ privacy when it carries out its roles and responsibilities. These obligations apply to all OFVGA members, staff, consultants, agents, and contractors who provide services to or on behalf of the OFVGA.

Regulatory Duties

The OFVGA through regulation has information filing requirements. The OFVGA collects, uses, discloses, and retains this information in order to administer its programs. The OFVGA may collect such information directly from producers or from others involved in the production and marketing of the commodity.

In carrying out these regulatory functions, the OFVGA as a not-for-profit body representing the interests of producers, is not in its own right engaged in commercial activity. Information arising from the OFVGA exercise of these regulatory authorities is not believed to be subject to the PIPEDA. In those limited circumstances where the OFVGA is engaged in commercial activity, it is subject to PIPEDA and all of the Act’s provisions apply with respect to personal information collected, used, disclosed, or retained as part of that commercial activity.

Consent Requirement

The OFVGA 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 OFVGA 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 the OFVGA 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 the OFVGA may use and disclose such information without the party’s consent. In such cases where the OFVGA 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, it not revealed to anyone unless expressly or implicitly authorized by the producer. The OFVGA guards its producer mailing list from unauthorized use and disclosure. Where disclosure is deemed by the OFVGA 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

The OFVGA has appointed a Privacy Officer charged with the responsibility for developing, implementing, and administering the OFVGA’s privacy policy. As part of this mandate, the Privacy Officer will put in place all of the necessary internal controls and procedures and will train and supervise OFVGA staff in achieving full compliance with all privacy obligations. The Privacy Officer will receive and 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 the OFVGA costs in dealing same.

Website Policy

A visitor to the OFVGA website 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. E-mail addresses are also collected during any surveys but participants may indicate that they do not wish to receive any unsolicited electronic communication.

The OFVGA 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 the OFVGA serve website users better. None of this information is retained after it has been used and is discarded in a secure manner.

Any user of the OFVGA website may access the information held by the OFVGA about them in connection with their visits to the website. Any inaccuracies that are brought to the OFVGA 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 of the OFVGA office. Any unresolved matters may be referred by the Privacy Officer to the OFVGA. 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 OFVGA 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 the OFVGA website or communicated to producers through OFVGA publications.

The OFVGA is committed to meeting all of its privacy obligations. Any questions or suggestions will be welcome and should be addressed to the Privacy Officer.