BCTRN Privacy Policy

Last updated: April 13, 2025

Privacy Statement

The British Columbia Total Rewards Network (“BCTRN”, “we” or “us”) is committed to protecting your privacy and safeguarding your personal information. The purpose of this privacy statement is to inform you about our privacy practices, including how we collect, use and disclose your personal information. BC’s Personal Information Protection Act (PIPA) along with The Personal Information Protection and Electronic Documents Act (PIPEDA) primarily sets out rules for how we collect, use and disclose personal information.

BCTRN operates the website: BCTRN.ca and provides our members, non-members, sponsors, and partners with professional development and networking opportunities, courses, events, programs, opportunities and updates in the field of total rewards, and BCTRN information.

Please review this privacy statement carefully. By submitting your personal information to us, by registering for or using any of the services we offer, or by using our website, you understand and consent to our collecting, using and disclosing your personal information as set out in this privacy statement, each and every time, in the manner described in this policy, as revised from time to time.

Definition of Personal Information

"Personal information" refers to any details about an identifiable individual. This includes, but is not limited to, your name, email address, mailing address, and phone number.

However, personal information does not include business contact details when used solely for professional communication, such as your work email, job title, or office address.

Information We Collect

The types of personal information we collect depend on how you interact with BCTRN and may include:

• Membership and Services – Name, contact details, education, professional background and employment information, professional designations, affiliations or other memberships and areas of interest related to total rewards.

• Event Participation – Name, contact details, registration details including payment details, attendance records, and feedback.

• Payment Information – Credit card details, billing addresses, and transaction records required to process payments for memberships and events. 

• Website and Social Media Usage – IP address, browser type, device information, and interactions with our website or Social Media platforms (including cookies).

• Email Communications – Details about how you engage with our emails, such as open rates and responses.

• General Interactions – Any personal details shared through networking, surveys, or inquiries.

We do not intentionally collect sensitive personal information unless specifically required for a legitimate purpose (such as dietary requirements for events).

Your Consent to Collection, Use, and Disclosure

BCTRN collects, uses, and shares personal information with your consent or as permitted by law. Consent may be given:

• Explicitly (e.g., when signing up for an event or subscribing to our emails).

• Implicitly (e.g., when using our website or responding to our communications).

You may withdraw your consent at any time by contacting us. However, withdrawing consent may limit our ability to provide certain services.

If you provide personal information about someone else, it is your responsibility to ensure they have consented to its collection, use, and disclosure as described in this policy.

How We Use Your Information

We use personal information to:

• Deliver and improve our services, events, and professional development opportunities.

• Communicate with you about BCTRN initiatives, updates, and relevant industry news.

• Conduct research and analysis to enhance member engagement.

• Ensure compliance with regulatory requirements and legal obligations.

• Investigate concerns or enforce our policies.

How We Share Your Information

We limit the sharing of personal information to what is necessary for our operations. This may include:

• BCTRN Member Directory – Limited personal details may be shared within our professional network for networking purposes. Members can opt out upon request.

• Third-Party Service Providers – We may engage external vendors for services such as event management, email distribution, and data storage. These providers are required to protect your information and use it solely for agreed-upon purposes.

• Legal and Compliance Requirements – If required by law or to protect our organization, we may disclose information to government authorities or legal entities.

BCTRN does not sell or rent your personal information to third parties.

Use of Cookies and Digital Tracking

BCTRN may use cookies, tracking pixels, and similar technologies on our website to:

• Improve user experience and website functionality.

• Analyze site traffic and visitor behavior.

• Personalize content and marketing efforts.

You can manage or disable cookies through your browser settings. However, disabling cookies may impact your experience on our website.

Managing Your Communication Preferences

You can opt out of marketing emails by clicking the “unsubscribe” link in any message. You may also request to be removed from mailing lists by contacting us.

Please note that certain essential communications (e.g., membership updates, transactional notices) may still be sent even if you opt out of marketing emails.

Retention of Personal Information

We retain personal information only as long as necessary to fulfill its intended purposes or comply with legal obligations. Once no longer needed, data is securely deleted or anonymized.

Information Security

We implement security measures to protect your personal information against unauthorized access, loss, or misuse, including:

• Encryption and secure storage of digital records.

• Restricted access to personal information.

• Regular privacy training for staff and volunteers.

While we take reasonable precautions, no method of transmission or storage is entirely secure. If you believe your data has been compromised, please contact us immediately.

Responding to Privacy Breaches

In the event of a privacy breach, BCTRN will:

1. Contain the breach and assess its scope.

2. Mitigate risks and take corrective action.

3. Notify affected individuals and regulatory authorities if required under BC PIPA and PIPEDA.

4. Document the breach and implement updates to prevent recurrence.

If there is a real risk of significant harm, we will notify affected individuals as soon as possible.

Accessing and Updating Your Information

You have the right to:

• Request access to the personal information we hold about you.

• Request corrections if your information is inaccurate or incomplete.

Requests must be submitted in writing, and we may require proof of identity before processing.

Third-Party Service Providers and Data Sharing

BCTRN may engage third-party service providers to assist with our operations. These providers are required to:

• Protect your personal information with appropriate security measures.

• Use your data only for authorized purposes.

Cross-Border Data Transfers

BCTRN has partnered with WorldatWork, a global total rewards association, to provide courses and services to its members at a discounted price. WorldatWork is a U.S.-based organization, where data protection laws may differ.

BCTRN shares its members’ contact details (first name, last name, and email address) with WorldatWork for the purpose of marketing and advertising by WorldatWork to BCTRN members, which includes but is not limited to receiving communications from WorldatWork about its events and services. BCTRN believes this partnership with WorldatWork benefits its members and helps to advance the total rewards community in British Columbia.

BCTRN will collect your consent to share your member contact details with WorldatWork when you register to become a member of CTRN. If you do not wish to have your contact information shared with WorldatWork, please reach out to BCTRN.

For more information on WorldatWork, you may visit WorldatWork’s website at https://www.worldatwork.org/.This is a third-party website, the contents of which are not owned nor operated by us. If you interact with WorldatWork’s website, you acknowledge and agree that it is at your own risk.

To protect your privacy, BCTRN ensures:

• Appropriate safeguards are in place when transferring data internationally.

• Members are informed about cross-border data sharing and can contact us for more details.

Third-Party Websites and Services

Our website may contain links to third-party websites or services. BCTRN is not responsible for their privacy practices, and we encourage you to review their policies before sharing personal information.

Children’s Privacy

BCTRN does not knowingly collect personal information from children. If we become aware that a child’s information has been provided, we will take steps to delete it.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the revised effective date. We encourage you to review this policy periodically.

Contacting Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact contact@bctrn.ca.

Concerns About the Network’s Privacy Practices

If individuals have a complaint regarding the Association's Privacy Policy, please contact BCTRN in writing using the contact information provided.  If BCTRN is unable to resolve the concern, or if there is a further complaint, the individuals have the option to contact the Office of the Information & Privacy Commissioner for British Columbia (https://www.oipc.bc.ca/)