Privacy Statement
Camp IX
Corporation of the Seven Wardens Inc.
Who we are and what we do
The Corporation of the Seven Wardens Inc. (Corporation) is a volunteer organization that, through 28 Camps across Canada, bestows iron rings to qualified candidates (graduate engineers and qualified senior engineers) in special ceremonies called “The Ritual of the Calling of an Engineer”. We also provide replacement ring services to our alumni.
We are Camp IX, based in Fredericton, responsible for the English language Ritual within New Brunswick. We collect personal information to provide these services and are committed to protecting that information and your right to privacy. This statement describes how we will do so, and how you can interact with us concerning your personal information.
The information we may collect from you and how we will use it
We will request personal information in order to process and qualify candidates for the Ritual ceremony. This may include: your name; contact information including your mailing address, email address and phone number; your ring size. We may also ask for your consent to contact other parties, and share the necessary personal information with them, to allow us to verify your qualifications (e.g. educational institutions, professional association, references).
We use this information to screen candidates on the qualification criteria, to provide candidates with relevant information about the Ceremony, and to plan the logistics for each event. We will also ask for similar information for guests to determine their eligibility to attend and for logistics planning.
To provide a replacement ring to you, we may ask for your contact information, your Obligation number and/or the year in which you were obligated, your engineering discipline, and your ring size. We use this information to fulfill and deliver your replacement.
We generally collect a payment for either of these services. If online electronic payment choices are available, such as PayPal, and you choose to make your payment in this way, please consult the privacy policy of the third-party providers for this option.
How we store and protect your information
Camp IX will retain the personal information required to organize and conduct ceremonies and to provide replacement rings. We will retain a record of your Ritual attendance which will also include your home jurisdiction, engineering discipline, and ring size. Camp IX data is stored on Camp volunteer (or their employer’s) computers and is secured using whatever methods are chosen by our volunteers or their employers. Camp administration is assisted by exp Services Inc and the UNB Engineering Dean’s office.
At a minimum, access is password protected. Additional Camp volunteers and assistants may also be granted access for purposes cited above. The information is collected via online or paper forms as required. Online services are hosted on a secure server which will also respect your right to privacy.
The Corporation head office also independently maintains a minimal amount of information on each alumnus in a data bank on a secure server located in Canada. This includes: your name, the number of the Camp and the year in which you were obligated and your ring size. This information is secured by providing password-protected access to select individuals within the Corporation and in each Camp. The national data bank allows us to verify your participation in the Ritual ceremony which is required in order for us to provide replacement rings, and for the Corporation to collate non-identifiable statistics. The information that is used to update and maintain this database is uploaded over the internet by Camp IX.
None of your personal information is disclosed or shared outside the Corporation, or the Camps; it is used exclusively, and only when necessary, for the purposes identified above.
How long we keep your information and how we remove it
All temporary data used by Camp IX (for the purposes of planning and conducting ceremonies, providing replacement rings or collecting non-identifiable statistics) is securely deleted from any computers, storage services and all backups after no more than thirteen months after it is acquired.
Obligation information, required for the purpose of providing ring replacements is kept in the Corporation’s national database and local Camp’s databases (i.e. two locations and associated backups) indefinitely. This information is required for the purpose of verifying your Obligation if you request a replacement ring.
How can you interact with us regarding your personal information
You have the right to see the information we have about you. If you have any questions about the personal data we have retained about you, you may make a request of us by contacting our Secretary by email at camp9@ironring.ca or by post at:
Camp IX
c/o exp Services Inc
Suite 300, 1133 Regent St
Fredericton NB E3C 3Z2
We will respond to your inquiry and answer your questions provided that you are able to adequately verify your identity. This organization is staffed by volunteers, and response time may vary depending on the other commitments of the individuals involved.
We will correct any factual errors you may bring to our attention or delete any information we may mutually agree is no longer required. If you are not satisfied with our response, you may contact the Corporation for further assistance at:
The Corporation of the Seven Wardens Inc
3120 rue Savard
St-Laurent QC H4K 1T8
You may also contact the Office of the Privacy Commissioner of Canada if you have a complaint about our response or our practices.