Information for CALL Members

Personal Information Management & Privacy Protection

PART 1 – PERSONAL INFORMATION MANAGEMENT

Personal Information Collected from Members

• Name

• Email Address

• Home address (including Postal Code)

• Phone Number

Uses
It is used for the following purposes:

• Sending out notices (e.g., Annual General Meeting AGM)

• Delivering electronic and printed publications (e.g., Monthly newsletter)

• Registering for CALL programs (e.g., Speaker Events)

• Verifying membership

• Communicating with individual CALL members on CALL-related matters

• Creating a membership register under the Province of Alberta Societies Act*.

Storage Practices
CALL’s Database
CALL maintains an electronic database containing its membership information. Information is automatically added to the database for those applying online, and information provided by those using a paper application form is added manually by CALL. Completed paper application forms are stored at cSpace in a locked cabinet maintained by CALL’s Records Coordinator.

Purging Membership Information
Paper application forms are removed from the cabinet and destroyed in January, following the end of the membership year. Personal information in the database about those who do not renew their membership is purged in January, following the end of the membership year. However, information related to previous years is stored in backup files.

Purging Registration Information
Information collected for registration at CALL events is used only for the specific event or for anonymized reporting purposes. It is deleted when a member does not renew or during ad hoc cleanup activities.

Purging Email Addresses from Facilitator Group Contacts
When a member signs up for a small group program, they provide an email address to the group facilitator to receive group information. When a person resigns from a group or the group disbands, the facilitator may ask if the member wants their contact information retained to enable future contact. Otherwise, the facilitator is required to remove the person's email address from their contact list.

Changing Database Information
Members can update their information at any time by logging in to the website and editing their profile.

PART 2 – PRIVACY PROTECTION

Sharing Information with Third Parties

Personal Information will be shared within CALL for administrative and program purposes

only. CALL does not sell or share the membership list with any other individual, group, or

business.

The complete privacy policy statement is Part 6 of the CALL Policy Document.

Sharing of Information among Small Group Members

Facilitators are directed to use BCC to distribute group-related emails. However, if all members agree, email information can be shared, and in this case, facilitators will not be required to use BCC to distribute group emails.

Third-Party Service Providers
CALL utilizes third-party service providers to perform administrative tasks and deliver its programs. Links to the privacy policies of these organizations can be found in Part 6 of the CALL Policy Document.

Questions Contact 
If you have any questions, please contact us at info@calgarylifelonglearners.ca. The full policy is available as Section 6 of the CALL Policy Document.

*Section 36(3) of the Societies Act allows members to inspect the register or request a copy for matters relating to the organization.

(May 15, 2025)