Project Data Collection Contact
Chris Ellis
3A Gilead Pl
Toronto, Ontario, M5A 3C8
1-833-523-9922
chris@masslbp.com
Complaints
MASS LBP
c/o Privacy Contact
3A Gilead Pl
Toronto, Ontario, M5A 3C8
1-800-369-7136
privacy@masslbp.com
Post Project Data Contact
Farmers for Climate Solutions
c/o Privacy Contact
78 George St, Suite 204
Ottawa, Ontario K1N 5W1
1-833-537-1758
privacy@farmersforclimatesolutions.ca
What is this?
This is the Data Collection Policy Prairie Farmer & Rancher Forum (“the Forum”).
It details how the Forum project team will work with, manage, and protect the information gathered from project participants (i.e. registrants to the selection process for the forum, forum members, people interested in receiving communications about the forum or from Farmers for Climate Solutions [the organization managing the Forum])
Who is Farmers for Climate Solutions?
Farmers for Climate Solutions (FCS) advances policy and programming that supports farmers and ranchers to reduce emissions and build resilience in the face of climate change. Since its launch in 2020, FCS has been a leader in developing farmer-led recommendations for governments to accelerate climate action in Canadian agriculture. In 2022, FCS launched FaRM, a national field program providing a free, farmer-to-farmer learning hub with resources to help farmers and ranchers integrate beneficial management practices into their operations. FCS is managing the Forum as a project.
Who is MASS LBP?
MASS is a small company that works with government and public organizations to run Citizens’ Assemblies, Forums, and other engagement processes. Their mission is to ensure the involvement of regular people in developing policies and decisions that can affect their lives. MASS is responsible for designing and managing the recruitment and selection process for members of the Forum.
How will people’s data and information be used?
Members of the Forum will be randomly selected through a special lottery process from the pool or list of people who have expressed interest by registering online, through the mail, or over the phone.
Contact and other information will be used to ensure the Forum is representative of farmers and ranchers from across Alberta, Manitoba, and Saskatchewan. Contact information of the final participants will be used to ensure they are supported through the Forum process.
Information collected for the selection process will then be anonymized (all contact information will be removed) and kept to learn more about the recruitment process results.
Registrants' Contact information will be retained so they can be invited to follow the work of the Forum or work of FCS — they will need to opt-in to these communications.
Also, people can sign up to follow the Forum's work or FCS's work without registering for the Forum selection process.
The Project’s Data Protection Principles
Personal data will be processed fairly and lawfully;
All complaints will be responded to quickly and fairly;
Personal data will be obtained only for the purposes specified at the point of collection;
Data will be verified to be adequate, relevant, and not excessive for the purposes required;
Data will be kept accurate and up-to-date;
Data will not be kept for longer than is necessary for meeting its purpose and will be destroyed appropriately;
Data will be processed in accordance with the rights of data subjects;
Security: appropriate technical and organizational measures will be taken to protect against unauthorized or unlawful processing of personal data and against accidental loss or destruction or damage to personal data; and
Personal data will not be transferred or stored outside Canada unless that country or territory ensures an adequate level of data protection.
Primary Data Collection General Uses
Forum registration: name, address, phone, email, gender, age, and basic demographic information.
Rented Personal Contact Information
All address and phone information rented and transferred from third-party data brokers (e.g., Canada Post) will be subject to these above principles;
All used and unused personal data will be destroyed after use appropriately;
All requests to remove contact information from third-party lists will be documented and sent to said third party for delisting; and
All requests to identify the source of information used to contact a person will be addressed quickly and directly.
Alesco Data Group provided the recruitment or civic loitering mailing list via Prospects Influential. This aggregate list does not originate from a mailing list bought or rented.
If any addressee requests to be delisted, the project team will collect their information and send it to Alesco and Prospects Influential. The project team will also alert the addressee to the CMA delist service.
Breach of Data Protection Principles & Complaints
Affected people and/or organizations will be informed immediately of the scope and type of breach;
An appropriate privacy commissioner (or other authority) will be contacted and informed of the breach, and
The next steps plan for contacting affected data owners will be developed and implemented with project members.
Project Training and Review
All project members will read and understand this policy and be trained in the use of the best practices listed below;
Privacy and data policies will be reviewed with project members and will be addressed within the project charter document and
This privacy policy document will be reviewed, updated, and refined on an annual basis through the course of the active project.
Data Protection Best Practices
All information (volunteer demographics, contact information, etc.) that is collected through our recruitment processes or for research purposes is stored in a password-protected database and can only be accessed through SSL internet connections.
Any information transported through email or USB or online sharing will be encrypted and password protected.
No government identification data (such as driver’s licenses, social security information, health care numbers, etc.) will be collected for the recruitment and selection of the Forum.
Data Location Policy
Corporate Website Hosting (Squarespace / USA): Basic website hosting services for FCS and MASS LBP are provided by Squarespace, one of the largest website providers in the world.
Note: No data is stored on Squarespace.
Online Survey/Form Hosting (simplesurvey.ca / Canada): Online survey hosting is provided by simplesurvey.ca. This provider uses data storage servers located in Canada, as part of their business model is based on working with public institutions and government clients within Canada that require Canadian hosting services. Data is secured in transit and at rest. They abide by Canadian privacy laws.
Note: For specific data and security information, go to https://simplesurvey.com/faq
Corporate Services Hosting (Google / USA): Password-protected online hosting service used for short-term storage of MASS’ non-sensitive operational and research information.
Secure Information Online Transfers (Sync.com / Canada): Two-step password-protected, HTTPS-protected online transfers that are encrypted at rest and in transit with all storage located in Canada.
MASS LBP Edmonton Office (Toronto): all data is encrypted and secured. Paper documents with participant data is stored in a secure location and then shredded at the earliest possible date.
Staff Computers: Sensitive data is stored in 256-AES encrypted partitions, which are opened when the data is required and closed when it is not.
Sharing of Personal Information with Third Parties
All personal information is collected on behalf of the Forum unless otherwise noted;
No personal data is shared, sold, rented, or transferred to third parties outside of the project;
Data is securely stored all volunteer data until the project has been completed.
If the volunteer expressed interest in following the work of FCS and the Forum, their name and email will be transferred to FCS and asked to confirm their interest in receiving emails.
If the volunteer didn’t express interest in following the work of FCS and Forum, their name, email, phone number, and address information (less the first three digits of their postal code) will be destroyed. The remaining anonymous demographic information will be used to understand better and refine the recruitment and selection process.
If the volunteer is selected as a member of the Forum and, again, did not express interest in following the work of FCS and the Forum, their personal information will be kept for one year after the Forum's final day. After this point, their name, email, phone number, and address information (less the first three digits of their postal code) will be destroyed. The remaining anonymous demographic information will be used to understand better and refine the recruitment and selection process.
Version 1.1 ENG: OCT 25, 2023
Please refer to the English language version of this document as the true reference of this policy.