Privacy Policy

CAN's Privacy Policy outlines our commitment to respecting your personal information.  We endeavour to communicate clearly what information we will collect from you, the reasons for collecting personal member information, the ways that the confidentiality of this information is protected, and finally, how members can request a copy of what personal information about them is recorded.

The Co-operative Auto Network (CAN) is an independent co-operative, and member information is not automatically shared with other organizations with which we are affiliated.  Members (and potential members) can always choose not to provide CAN with some or all personal information; however, this decision may prevent CAN from determining membership eligibility and/or the ability to provide members with full access to available or requested services.  We will not collect your personal information without your consent.

Privacy Officer

CAN is responsible for the personal information that is collected from our members.  CAN's Privacy Officer is Karen New, our IT Manager.

Karen New
Co-operative Auto Network
205 - 470 Granville Street
Vancouver, BC  Canada
V6C 1V5
Phone: 604.685.1393
Fax: 604.685.1353

Reasons for Collecting Personal Information

CAN collects personal information so that we can:

1. determine membership eligibility;
2. communicate with members about their participation in CAN's car sharing program and/or other services requested by the member - including but not limited to follow-up about vehicle bookings and usage, invoices, newsletters, organizational announcements, etc.;
3. improve our services through member surveys and consultation conducted directly by CAN or by approved third parties; and
4. comply with legal and insurance requirements.

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What Kind of Information We Collect

As part of member participation in a car-share program, CAN collects a variety of information about its members.

Typically, such information might include:

1. contact information, including your home address, telephone number, fax number, and/or e-mail address;
2. insurance needs, including such items as driver's licence, driving records (listing traffic violations) and claims history (listing claims made on your insurance policies);
3. credit information and history, including your credit report;
4. payment information, including your banking information, a record of your payment, your credit card information if you choose to make payments by credit card, and other information that you provide so that we can collect payment;
5. vehicle usage and membership history at CAN; and
6. publicly available information

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How CAN Collects Information

For a majority of the time, CAN collects information directly from the member through application forms, surveys, member-initiated communications, and information that a member directly requests a third party to send to CAN.  In some appropriate circumstances, we obtain information from third-party sources - for example, information is exchanged with affiliated car share organizations on CAN members requesting usage of their vehicles.  Driving records and credit information may be obtained from third-party sources such as other insurers or credit reporting agencies, as appropriate.

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Member Consent

Member knowledge and consent are required for the collection, use or disclosure of your personal information, except as required or permitted by applicable law.  CAN only collects, uses or discloses personal information for purposes that are necessary to deliver car sharing services to you, or that we believe members would consider appropriate under the circumstances.  When a person becomes a member of CAN, we will use his/her name and address for mailing and billing purposes, including sending account statements and newsletters.

Except as set out in this policy, or as required or permitted by applicable law, CAN does not sell or disclose any of your personal information to any other organization and CAN will not transmit personal information to third parties without first obtaining your consent to do so.  CAN will never sell our member information.  CAN may, however, disclose information in the following cases:

1. to our lawyers and auditors;
2. to a police force as required by law;
3. in emergency situations affecting the life, vital health or safety of a member or individual;
4. to all other persons or government agencies authorized by law;
5. to credit reporting agencies or to an agent retained by CAN in connection with the collection of your account, if your account is in default or if requested by you;
6. to a person who, in the reasonable judgment of CAN, is seeking information as your agent; or
7. to a third party or parties where you consent to such disclosure.

CAN will also occasionally share aggregated information about our members.  This information does not contain any personal information.

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Limiting Collection

We collect only the information that we need in order to deliver services and information to you.

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Limiting Use and Retention

We do not use or disclose your personal information for any purposes other than those for which it was collected, except with your consent or as required or permitted by law.

Your personal information is retained only as long as necessary for the fulfilment of the purposes for which it is to be used.  CAN does not keep your personal information if it is no longer needed for the purposes required or as required by law.

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Accuracy

Your personal information is kept as accurate, complete and up to date as is necessary and reasonably practical for the purposes for which it is to be used.

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Safeguards

We protect your personal information by using safeguards that are appropriate to the sensitivity of the information, in accordance with Part 9 of the Personal Privacy Act.

Our Employees' Responsibilities:  Each of our employees is responsible for maintaining the confidentiality of all personal information to which s/he has access.  We keep our employees informed about our policies and procedures for protecting personal information, and each employee and contractor signs a confidentiality agreement upon being engaged by CAN.  If CAN contracts with an outside agency or contractor, CAN will ensure that they adhere to CAN's Privacy Policy.

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Openness

We will make our policies and practices relating to the management of your personal information readily available to you.

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Member Access

Upon request in writing from you, you will be informed of the existence, use and disclosure of your personal information and you will be given access to that information.  We will assist any member who informs us that they need assistance in preparing a request concerning personal information.  You may challenge the accuracy and completeness of the information and have it corrected as appropriate.

Accessing Your Personal Information:  If you wish to review or verify the personal information that CAN holds about you, or find out to whom we have disclosed it, you can do so by writing to us.

CAN will normally respond within thirty (30) days to a request for access to your personal information.  CAN can refuse access in certain circumstances.

Accuracy of Your Personal Information:  You can ask to correct any of your personal information.  The request for correction must be made in writing to us, either by mail, fax or e-mail at the above-mentioned address.

Challenging Compliance:  You can address any challenge concerning our compliance with this Policy to our Privacy Officer.  CAN has established an internal complaint resolution procedure for privacy and information matters.  Complaints are reviewed by the Privacy Officer, who will consult with the Executive Director, board members or other advisors, as appropriate.  A written response will be provided to the individual, usually within thirty (30) days.

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