http://www.ottawahort.org
Privacy of your information
Privacy of your information By: Jeff Blackadar Back to the web version Protecting the Privacy of your informationJeff Blackadar on behalf of the Board of the OHS
Over the past few months I have had conversations with OHS members as well as members of other societies about the question of privacy of members' information. At the board, we thought it was time to answer these questions for our members as well as take further steps to protect your information.
Why is the issue of privacy of information important at the OHS?
Living as we do in an age where information is readily available electronically, people are justifiably concerned about who possesses their information and what others may do with that information. Also, we want you, as a member, to be confident that your information will be protected.
What information does the OHS keep about its members?
In our membership database we store your name, address and phone number. We may have your e-mail address and, if you filled out a survey, information about your gardening and volunteer preferences. We also record the names of show exhibitors, award winners, volunteers and the members of committees.
What does the OHS do with membership information?
In its constitution, the OHS is required to send you a notice of its annual general meeting by mail (via the September newsletter) and so your address is a necessary piece of membership information. Members are contacted by phone if they have asked to be called by the OHS Telephone Tree or have volunteered for an activity. They are e-mailed the "OHS Grapevine" using the e-mail address stored in the membership database.
Who sees our membership list?
The membership list (containing names, street addresses, phone numbers and e-mail addresses) is circulated to members of the board as well as to the convenors of committees. The list contains all members of the society. We do not circulate our membership list outside of the OHS and the OHS forbids the use of the list for non-OHS purposes. Paper and diskette copies of our membership lists are placed in the OHS archives.
What is the membership directory?
During the long range planning exercise we held in December 2003, the participants decided that the OHS should publish a membership directory containing members' contact information and gardening interests to help members reach each other. We published a membership directory in April 2004 that listed only those members who had specified gardening interests on their membership forms. We have decided not to publish a membership directory in 2005 so that we can change how it is composed. Our membership renewal/application form is being revised so that members can specifically choose to be listed in the membership directory. The 2006 membership directory will list members who have chosen to be listed and it will be sent only to OHS members .
What about OHS publications?
Articles with the names and pictures of members are often published in the newsletter, yearbook and website, for example to recognize show winners. The OHS will continue to do this unless a member specifies on the OHS Membership Privacy Form that his/her name not be published. The newsletter and yearbook are sent to members, but some non-members receive it as well. The website is in the public domain and selected articles from the newsletters and yearbooks are published there too. With respect to any OHS publication and the OHS website, if articles contain personal contact information, (address, phone number and email) this information won't be published without the owner's permission.
What about information related to OHS events?
If you volunteer to coordinate an event for the OHS such as a plant sale or show, naturally you will want contact information to be publicized. You may elect to have your name, phone number, and e-mail address publicized in the newsletter, yearbook, or on posters to serve as this point of contact. However, if your prefer, you may use the society's generic e-mail address for publicity: info@ottawahort.org. Please contact the president if you prefer not to use your phone number as a point of contact ; alternate arrangements will be made.
Regardless, your phone number and e-mail address will not be published on the website without your express permission.
What further steps can I take to protect my information?
There are a couple of ways to do this.
You can fill out the membership privacy form on the website at http://www.ottawahort.org/privacy.htm
Send an e-mail to the membership convenor at membership@ottawahort.org
Send a letter to the OHS membership convenor, care of the OHS.
Fill out the privacy section of the membership form at any OHS meeting.
You can also request that the membership convenor remove your e-mail address or phone number from the membership database, after all it's your information.
A list of members with specific privacy concerns will be sent to the President, Membership Convenor, Secretary, Newsletter Editor, Yearbook Editor and OHS Webmaster so that their concerns can be addressed.
Please contact the OHS or the author if you wish to republish these articles.