1. Who We Collect Information From, and Why: 

The Alberta Institute of Agrologists is a professional body empowered under the Agrology Profession Act of Alberta. Our mission is to: "protect the public in matters related to agrology". Within that role, the Institute has an obligation to collect, store, process and use information from its members for appropriate purposes:

1.1. Members and Applicants for Membership

1.1.1. Register of members
Within the Agrology Profession Act, the Institute is obligated to maintain a register containing the names of registered members of the Institute and other information specified in the legislation . Accordingly, we keep a register of members, and, ensure the register is updated on a regular basis. Member information is first gathered in the application process, and updates are sought during annual member renewal. Members are responsible to inform the Institute if changes occur prior to the annual renewal. Changes to a member's status are also recorded.

The information gathered in these processes is used by the Institute to conduct its work as the body that sets the standards, determines eligibility, and enforces ethical, competent conduct of its members in agrology. The information collected from members and applicants is stored indefinitely. This also applies to records that were on file prior to the resignation or retirement of a member.

1.1.2. Continuing Professional Development (CPD)
AIA collects, records and audits the CPD declarations of members. In addition to storing the member's CPD activities, AIA processes the data of the reporting members and provides a report of the profession's CPD activities to the public. In the public report, members are not individually identified.

1.1.3. Investigations and Discipline
As a self-governed body of professionals, the Alberta Institute of Agrologists is charged with the responsibility of pursing matters in which complaints are laid against members for incompetent or unethical practice. In doing so, the Institute has the obligation to collect and use information as outlined in the Agrology Profession Act and the Institute Bylaws.

1.2. The Public
Information from the public, other than as identified above, is not collected unless an individual:

1. Enters into a business relationship with the Institute in which case the Institute will record only information pertinent to that relationship.
2. Makes a complaint against a member of the Institute in which case the only information sought will be that which is pertinent to the Institute being able to properly conduct an investigation and to undertake an appropriate disciplinary process. The information gathered for this purpose will be retained for the period needed to be able to satisfy legal requirements.

2. Visitors to the Institute Website:

2.1. Automatic Collection of Information:
Visitors to the Alberta Institute of Agrologists Website (www.albertaagrologists.ca) can access and browse our site without disclosing personal data. Cookies are used for several specific features of our web site, but never collect or store any identifiable personal information. We do not automatically log personal data, nor do we link information automatically logged by other means with personal data about specific individuals.

Information is gathered when members access the members-only pages. The information consists of a log that indicates the frequency of a member's use of these web pages. The data provided through this logging process provides the Institute with information to understand the usage of the site. The data is not collected for use in an individual's file.

3. Public Disclosure of an Individual's Information

3.1. Published Listing:
As previously noted, under the Agrology Profesion Act, the Institute is obligated to maintain a register containing the names of registered members of the Institute and other information specified in the legislation . The information contained in this register is required by the legislation to be available for the public to access upon request. Furthermore, upon inquiry from the public regarding an individual member, AIA will provide: acknowledgement of membership and status including whether or not they are in good standing, and, as provided by the member, their address and business phone number.

3.2. Public listing of additional member information with permission
AIA publishes a website database of members searchable by the public. Only members who give permission will be listed on this site. The listing includes: the member's self listed areas of competency, contact information, and a short biography. Upon inquiry from the public the office of AIA will also provide this level of detail to the public in a manner similar to that presented on the website.

3.3. Publication of information
When disciplinary cases are completed, AIA will publish the outcomes of the cases including information identifying an individual member or complainant, as required to account to the membership and the public to indicate that AIA is diligent in its protection of the public in matters related to agrology.

4. Access to an Individual's Information:

Information in an individual's file will be accessible by officers and other appointed representatives of the Institute. In such cases, the information provided will be only that needed to assist the representatives to conduct the assigned work of the Institute. Examples of where this applies include:

• Member information will be used by Institute representatives to enable appropriate contact of members. For example, a listing of all branch members, including contact information, will be shared with Branch Executives to enable them to contact members and advise of branch meetings. 
• The Board of Examiners will have access to information needed to appropriately determine an applicant's qualifications for membership or change in status. 
• The Continuing Professional Development Committee will have access to Declarations of Continuing Professional Development and logs of Continuing Professional Development provided through the audit process. 
• A disciplinary committee of the Institute may require information to conduct an investigation and undertake relevant disciplinary processes.

5. Protection of Information:

Other than in accordance with the foregoing, AIA will not share with, or sell to, other parties any list of members either in its entirety or in substantive part. All our employees and contracted parties who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of personal data held by the Institute.

5.1. Member Information:
Member information is stored both in hard copy format and electronically.
Hardcopies are stored in the Institute's offices only.
The electronic information is stored on the Institute's hardware and in off-site systems. We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from:

• Unauthorized access 
• Improper use or disclosure 
• Unauthorised modification 
• Unlawful destruction or accidental loss

We use firewalls and other security technology, updated on a regular basis to provide an appropriate level of electronic security.

5.2. Credit Card Transactions:
Hard copies of credit card numbers and expiry dates received by the Institute office are destroyed after submission and verification of the information with MasterCard, Visa or American Express. Consequently, the Institute does not store credit card information beyond the time from receipt of the information to the time of card verification.

Electronic financial transactions for membership renewals, application fees, conference or workshop fees, etc. are conducted only via a transfer to a secure site. Credit card information is not entered on the Alberta Institute of Agrologists site.

6. Accessing Your Information

Members have the right to review Institute held information about them to ensure that it is accurate and appropriate for use in conducting Institute business. Members may inspect their files by:

• Appointment, on site inspection in the offices of the Institute during normal business hours. 
• Written request for copies of the information in your files, including, both hard copy and electronic. Photocopies will be provided for $25.00 per individual request plus $0.50 per page.

7. Privacy Support

If you are concerned about the privacy practices of the Institute or with regard to the accuracy of information that the Institute holds regarding you, please contact:

• The Alberta Institute of Agrologists' Privacy Officer: David Lloyd, P.Ag., at 780-464-9797, or by email.
• The privacy practices of the Institute are subject to the Personal Information Protection Act of Alberta. Individuals who have unresolved privacy issue complaints with the Alberta Institute of Agrologists may contact the provincial government's Office of the Information and Privacy Commissioner, Suite 500, 640 – 5th Avenue SW, Calgary, AB, Canada T2P 3G4; phone 1-888-878-4044; email generalinfo@oipc.ab.ca.