Privacy

Governance Policies and Procedures

Policy Number: GO8.2.1 | Policy Type: Administrative | Approval Date: 2004

Introduction

The Ontario Library Association’s (OLA) Privacy Policy is designed to provide details about how privacy is safeguarded, and how confidentiality and security of personal information is maintained.

Purpose

Why does the OLA need to collect information about you?

OLA collects personal information about members and those who attend programs to serve them properly; to develop needed, timely and quality programs and services; to facilitate the volunteer activities of this Association; and to help members communicate with fellow members. OLA never collects more information than is necessary for these purposes and individuals always have the right to refuse the information requested.

General:

Responsibility

The Board will pass all policies pertaining to privacy and meeting all legislative requirements.

The Executive Director will ensure all operations, records management, and communications meet these policies. The Executive Director will appoint a “Head” who will respond to Freedom of Information (FOI) questions or requests.

All Staff and Volunteers are bound to confidentiality and the protection of privacy.

OLA’s collection of personal information

OLA collects:

personal and other information provided in membership and registration forms.

personal or data information provided in e-mails or contract forms.

personal information provided in response to surveys and other research tools.

transactional information necessary to maintain an accurate business relationship that is open and transparent for auditors to determine the correctness and fairness of the OLA dealings.

Use of personal information

OLA uses personal information:

to properly identify its members and clients;

to serve members professional needs;

to establish membership and to maintain, record and store membership information;

to execute transactions;

to provide ongoing services;

to develop and offer additional products and services which may be of interest to members and non-member clients; and

to meet the OLA legal and regulatory requirements under provincial and Canadian law.

Non-member registration information

OLA collects non-member clients’ information for all the same reasons as members. Those who purchase materials, attend programs, or seek support from the OLA are transactions which must be reviewed and analyzed as consideration for new programs, products, and services. While members are the first priority, it is understood that many non-members cannot join OLA for a number of reasons (e.g. not permissible in their office such as vendors or government) but want to attend programs or purchase OLA resources all the same.

Sharing of Information

OLA is not in the business of selling or distributing our members’ personal information to others. Nor do we allow access to internal communication by outside groups. Member confidentiality and privacy remain fundamental principles. However, we may share your information with others outside the OLA in certain limited circumstances including:

With Third Party Suppliers OLA hires to perform services. We provide them with a limited amount of information in order that they may provide services including, but not limited library research approved by the OLA Board of Directors, products and services developed for member benefit, and our own market research. They are prohibited from using information for purposes other than carrying out the service they have been engaged or approved to provide. These third-party suppliers are not permitted to disclose this information to others. Sharing this information with these third parties is critical to the OLA providing the best service possible and carrying out the Association’s mandate.

With Associate Members of the OLA. Participants in programs may opt-in for their information to be shared with our Associate Members (e.g. vendors). By opting in on the registration forms, apps, or in participation at vendors at booths (e.g. where vendors scan an attendee’s badge such as at Super Conference Expo booths), they therefore have received express consent to make contact about products and services they offer.

When Permitted or Required by Law. The OLA is compelled to disclose personal information in response to a law, regulation, court order, subpoena, valid demand, search warrant or other legally valid request or inquiry. OLA may disclose information to accountants, auditors, agents and lawyers in connection with the enforcement or protection of Association legal rights. We may disclose information to various regulators in order to comply with regulatory requirements

Protection of Information:

nformation is held in a passcode-protected database, behind firewalls, and is only available for use by the OLA team with approved access to the conduct of the Association’s regular business.

Only those team members with a need for this information have access to these databases.

As per legislation, this information is stored on Canadian servers and not held on a US server- even if the contracting company resides in the US.

OLA does not have a cap or limitation on retention of information held within databases to provide longitudinal analysis; however, may purge data upon approval of the Executive Director at any time.

Individual members and clients have the right to correct information but typically do not have the right to demand informational holdings be purged from OLA’s databases. This information is part of analysis and statistical reporting, and historical information is key to the longevity and healthy planning process of the Association.

Privacy Rights of Individuals

Anyone may request access to personal information held by OLA so that the accuracy and completeness of this information may be confirmed. Anyone may opt out or withdraw consent that allows OLA to share personal information in certain circumstances (e.g. sharing information with our associate members at conference). However, this cannot be completed retroactively if the information has already been released. Anyone may withdraw consent given at any time by contacting OLA by e-mail or telephone. It should be noted that a decision to withdraw or revoke consent will limit the products or services that OLA is able to provide, especially pertaining to communications of upcoming events, programs, and other offerings.

Questions About OLA Privacy

Questions or concerns about the OLA Privacy Policy or information held may be addressed to the OLA Freedom of Information Officer at FOI@accessola.com.

Revised: May 2026

Date for Review: 2026; Every 3 Years