Notice to Members
RE: Member Personal Information

The Vancouver Golf Club (the “Club”) is committed to maintaining the security,
confidentiality and privacy of your personal information. For further details regarding the
Club’s privacy practices and the collection, use and disclosure of Members’ personal
information, the Club Members should consult the Club Privacy Policy for Members.
This policy is available from the Club’s Privacy Officer, Brad Pinnell.

Brad Pinnell
771 Austin Avenue
Coquitlam, BC V3K 3N2
Phone: 604-936-3404
Fax: 604-936-4653
E-mail: bpinnell@vancouvergolfclub.com
The Club prepares an annual Membership Roster which contains Members’ names and
contact information. This document is circulated to all Members. If you do not want
your information to appear in the Roster, please notify the Club Privacy Officer.
If you have concerns about the use, collection and disclosure of personal information
that is described in this notice, please contact the Club Privacy Officer. You may refuse
to provide your consent to use, collection and disclosure of your personal information by
providing notice to the Club Privacy Officer within 30 days of receiving this notice. If you
do not respond to this notice, you will be deemed to have consented to the matters
described herein.

Brad Pinnell
General Manager

The Vancouver Golf Club
MEMBERS’ PRIVACY POLICY

OUR COMMITMENT TO PRIVACY
The Vancouver Golf Club (“Club”) is committed to maintaining the security,
confidentiality and privacy of your personal information. This Privacy Policy documents
our on-going commitment to you and has been developed in compliance with relevant
privacy legislation.
SCOPE OF POLICY
This Policy addresses personal information about individuals only; it does not apply to
information collected, used or disclosed with respect to corporate or commercial
entities. However, corporate and commercial information is protected by other Club
policies and practices and through contractual arrangements.
This Policy does not impose any limits on the collection, use or disclosure of the
following information by the Club:
 Your business contact information; or
 Publicly available information
ACCOUNTABILITY
The Club is accountable and responsible for personal information under its control. The
Club has designated a Privacy Officer to oversee the Club’s compliance with this Policy.
Ultimate accountability for the Club compliance rests with the Club’s Board of Directors
who delegates day-to-day accountability to the Privacy Officer. Other individuals within
the Club may be accountable for the day-to-day collection and processing of personal
information or to act on behalf of the Privacy Officer.
The Club had adopted procedures to protect personal information, receive and respond
to complaints and inquiries, train staff regarding privacy policies and procedures and
communicate policies and procedures to you upon your request.
PURPOSES
When collecting information, the Club will state the purpose of collection and will
provide, on request, contact information for the Privacy Officer who can answer
questions about the collection.
The Club collects various personal information for the following purposes:

 To contact your or your family in an emergency
 To deliver information about the Club and Member services provided to you
 For administration purposes such as administering services provided by the Club
 Processing payments to the Club for Membership amenities and merchandise
 For the purpose of maintaining a Membership Roster
 Monitoring voting and attendance at meetings
 For security purposes
 For processing payments at the Club
The above collections, uses and disclosures are a reasonably necessary part or your
relationship with the Club.
Other uses:
 The Club, its employees and service providers use your personal information to
assess the services provided to you.
 The Club may share your personal information with its employees, service
providers, directors, and agents so that they may assist in managing and
administering the provision of medical and other services to you.
You may instruct the Club to refrain from using or sharing your personal information in
any or all of the ways described above at any time by providing written notification to our
Privacy Officer.
When your personal information is to be used for a purpose not previously identified, the
new purpose will be disclosed to you prior to such use, and your consent will be sought
unless the use is authorized or required by law.
CONSENT
The Club will obtain your consent to collect, use or disclose personal information except
where the Club is authorized or required by law to do so without consent. For example,
the Club may collect, use or disclose personal information without your knowledge or
consent where:
 The Club is collecting or paying a debt;
 The Club is obtaining legal advice;
 The Club reasonably expects that obtaining consent would compromise an
investigation or proceeding;
 The Club believes the use of the information is necessary to respond to an
emergency that threatens the life, health or security of an individual; or
 The Club believes that collection, use or disclosure of the information is
necessary to deliver services, administer the affairs the Club or process
payments to the Club;

Your consent may be expressed or implied, or given through an authorized
representative such as a lawyer, agent or power of attorney.
Consent may be provided orally, in writing, electronically, through inaction (such as
when you fail to notify the Club that you do not wish your personal information
collected/used/disclosed for optional purposes following reasonable notice to you) or
otherwise. For example, oral consent could be expressed over the telephone when
information is being collected; electronically when submitting an agreement, application
or other information; or in writing when signing an agreement or application.
You may withdraw your consent at any time, subject to legal or contractual restrictions,
provided you give reasonable written notice of withdrawal to the Club. Upon receipt of
your written notice, the Club will inform you of the likely consequences of the
withdrawal, which may include the inability of the Club to provide certain products or
services for which the delivery of that information is a prerequisite.
LIMITS FOR USING, DISCLOSING AND RETAINING PERSONAL INFORMATION
Your personal information will only be used or disclosed for the purposes set out above
and as authorized by law.
The Club will keep personal information used to make a decision affecting an individual
for at least one year after using it to make the decision.
The Club will destroy, erase or make anonymous documents or other records
containing personal information as soon as it is reasonable to assume that the original
purpose is no longer being served by retaining the information and retention is no longer
necessary for legal or business purposes.
The Club will take due care when destroying personal information to prevent
unauthorized access to such information.
ACCURACY
The Club will make a reasonable effort to ensure that personal information it is using or
disclosing is accurate and complete. In most cases, the Club will rely on you to ensure
that certain information, such as your street address, e-mail address or telephone
number, is current, complete and accurate.
If you demonstrate the inaccuracy or incompleteness of personal information, the Club
will amend the information as required. If appropriate, the Club will send the amended
information to third parties to whom the information has been disclosed.
When a challenge regarding the accuracy of personal information is not resolved to your
satisfaction, the Club will annotate the personal information under its control with a note
that a correction was requested but not made.

SAFEGUARDING PERSONAL INFORMATION
The Club protects the personal information in its custody or control by making
reasonable security arrangements to prevent unauthorized access, collection, use,
disclosure, copying, modification, disposal or similar risks.
The Club will take reasonable steps, through contractual or other reasonable means, to
ensure that a comparable level of personal information protection is implemented by its
suppliers and agents who assist in providing products and services to you.
Please note that confidentiality and security are not assured when information is
transmitted through e-mail or other wireless communication.
OPENNESS
The Club is open about the policies and procedures it uses to protect your personal
information. Disclosure of our policies and procedures will be made available in writing
and electronically. However, to ensure the integrity of our security procedures and
business methods, the Club will not disclose sensitive information about its policies and
procedures.
The Club will make available a description of the type of personal information held by
the Club, and a general description of it use and disclosure.
PROVIDING ACCESS
You have a right to access your personal information held by the Club.
Upon written request and authentication of identity, the Club will provide you with your
other personal information under its control, information about the ways in which that
information is being used and a description of the individuals and organizations to whom
such information has been disclosed.
The Club may charge a reasonable fee for providing personal information in response to
an access request and will provide an estimate of any such fee upon receiving a written
access to personal information request. The Club may require a deposit for all or party
of the fee.
The Club will make personal information available within 30 days or provide written
notice where additional time is required to fulfill the request.
In some situations, the Club may not be able to provide access to certain personal
information. This may be the case where, for example, disclosure would reveal
personal information about another individual, the personal information is protected by
solicitor/client privilege, the information was collected for the purpose of an investigation
or where disclosure of the information would reveal confidential commercial information

that, if disclosed, could harm the competitive position of the Club. The Club may also
be prevented by law from providing access to certain personal information.
Where an access request is refused in whole or in part, the Club will notify you in
writing, giving the reason for refusal and outlining further steps which are available to
you.
COMPLAINTS
The Club will, on request, provide information regarding its complaint response
procedure.
Any inquiries, complaints or questions regarding this policy or our compliance with
privacy legislation should be directed in writing to out Privacy Officer as follows:
Brad Pinnell
771 Austin Avenue PO Box 1174
Coquitlam, BC V3J 7A2
Phone: 604-936-3404
Fax: 604-936-4653
E-mail: bpinnell@vancouvergolfclub.com