Any string players interested in joining our orchestra please review our information & policy statement and then feel free to contact us via email:  info@cowichancamerata.org .

Our financial sponsors/donors for the 2024-25 orchestra season:

Anonymous Donor

E&S Heating and Air Conditioning, Ladysmith

 **If you would like to become a sponsor and be added to the above list please contact any orchestra member or info@cowichancamerata.org **

The CCSO acknowledges the financial assistance received from the Province of British Columbia Community Gaming Grant Program.

Our orchestra continues to welcome new members!  Why not come to a rehearsal and check us out?  Interested musicians may send inquiries to: info@cowichancamerata.org. 

Starting Oct. 7, 2025 Rehearsals are scheduled for Tuesday evenings from 6:30-9:30 pm continuing through to mid-December, then resuming in January through April 2026. 

Special thanks to Evan Reimer for their assistance in recording, editing and publishing CCSO concert videos

Personal Information Protection Policy

Cowichan Camerata String Orchestra Society (CCSOS)

At the Cowichan Camerata String Orchestra Society (CCSOS), we are dedicated to delivering outstanding service to our members, supporters, and listeners. Providing these services often requires the collection, use, and disclosure of personal information. As such, safeguarding the personal information of our community is one of our highest priorities.

Our respect for privacy has always been central to our operations. However, with the enactment of British Columbia’s Personal Information Protection Act (PIPA) on January 1, 2004, we have reinforced our commitment to protecting personal information. PIPA establishes the guidelines for how businesses and not-for-profit organizations in B.C. may collect, use, and disclose personal information.

We ensure our members, supporters, and listeners are informed about why and how their personal information is collected, used, and disclosed. We obtain consent where required and handle all personal information in a manner that a reasonable person would deem appropriate under the circumstances.

This Personal Information Protection Policy, in compliance with PIPA, outlines the key principles and practices that CCSOS follows to protect the personal information of our members, supporters, and listeners. Our privacy commitment includes maintaining the accuracy, confidentiality, and security of personal information and providing access to, and correction of, personal information upon request.

Definitions

·         Personal Information: Information about an identifiable individual, including name, email address, home phone, and phone numbers. Personal information does not include contact information as defined below.

·         Contact Information: Information that enables an individual to be contacted at a place of business, such as name, position or title, business telephone number, business address, business email, or business fax number. Contact information is not covered by this policy or PIPA.

·         Privacy Officer: The individual designated with responsibility for ensuring CCSOS complies with this policy and PIPA.

Policy 1 – Collecting Personal Information

1.      Unless the purposes for collecting personal information are obvious and the individual voluntarily provides their information for those purposes, we will communicate the purposes for collecting personal information—either orally or in writing—before or at the time of collection.

2.      We will only collect information that is necessary to fulfill the following purposes:

3.      To identify preferences of members, supporters, and listeners;

4.      To guarantee travel or hotel reservations;

5.      To send association membership information;

6.      To contact members, supporters, and listeners for fundraising;

7.      To ensure a high standard of service;

8.      If required by the Provincial Health Officer for potential contact tracing (e.g., during a pandemic);

9.      To meet regulatory requirements.

Policy 2 – Consent

1.      Consent will be obtained to collect, use, or disclose personal information, except where authorized without consent.

2.      Consent may be provided orally, in writing, electronically, through an authorized representative, or implied where the purpose is obvious and the individual voluntarily provides personal information for that purpose.

3.      Consent may also be implied if an individual is given notice and a reasonable opportunity to opt-out of their information being used for mail-outs or fundraising, and they do not opt-out.

4.      Subject to certain exceptions (such as when personal information is necessary to provide a service or to fulfil a legal obligation), individuals may withhold or withdraw consent for certain uses of their personal information. Withholding or withdrawing consent may restrict our ability to provide certain services or products, and we will explain the implications to assist in decision-making.

5.      We may collect, use, or disclose personal information without knowledge or consent in limited circumstances, including:

6.      When permitted or required by law;

7.      In emergencies threatening an individual's life, health, or security;

8.      When the information is available from a public source;

9.      When legal advice is required;

10. For debt collection;

11. To protect ourselves from fraud;

12. To investigate anticipated breaches of an agreement or contraventions of law.

Policy 3 – Using and Disclosing Personal Information

1.      We will use or disclose personal information only where necessary to fulfil the identified purposes at the time of collection or for purposes reasonably related to those, such as:

2.      Conducting surveys to enhance our services;

3.      Contacting individuals about products and services of interest.

4.      We will not use or disclose personal information for any additional purpose without consent.

5.      We do not sell member, supporter, or listener lists or personal information to other parties.

Policy 4 – Retaining Personal Information

1.      If personal information is used to make a decision that directly affects an individual, we will retain that information for at least one year, allowing reasonable opportunity for access requests.

2.      Otherwise, personal information will be retained only as long as necessary to fulfil the identified purposes or a legal or business purpose.

Policy 5 – Ensuring Accuracy of Personal Information

1.      We make reasonable efforts to ensure that personal information is accurate and complete where it may be used to make a decision about, or disclosed to, another organization.

2.      Individuals may request corrections to their personal information. Such requests must be made in writing, with sufficient detail to identify the information and the requested correction, and should be forwarded to the Privacy Officer.

3.      If personal information is found to be inaccurate or incomplete, we will correct it as required and send the corrected information to any organization to which it was disclosed within the previous year. If a correction is not made, we will note the correction request in the file.

Policy 6 – Securing Personal Information

1.      We are committed to ensuring the security of personal information to protect it from unauthorized access, use, disclosure, copying, modification, or disposal.

2.      Security measures include:

3.      Locked filing cabinets for paper documents;

4.      User IDs and passwords for computers with electronic files.

5.      Appropriate security measures, such as shredding documents and deleting electronic information, are used when destroying personal information.

6.      Our security policies and controls are continually reviewed and updated as technology changes to ensure ongoing information security.

Policy 7 – Providing Access to Personal Information

1.      Individuals have the right to access their personal information, subject to limited exceptions such as solicitor-client privilege or concerns about revealing another individual's personal information or health and safety issues.

2.      Requests for access must be made in writing, with sufficient detail to identify the information sought, and should be forwarded to the Privacy Officer or President.

3.      Upon request, we will inform individuals how their personal information is used and to whom it has been disclosed, if applicable.

4.      Requested information will be made available within 30 business days, or a written notice of extension will be provided if more time is required.

5.      A minimal fee may be charged for providing access. If a fee applies, we will inform the individual and request direction on whether to proceed.

6.      If a request is refused in full or in part, we will notify the individual in writing, providing reasons for refusal and information on recourse.

Policy 8 – Questions and Complaints: The Role of the Privacy Officer

1.      The Privacy Officer or President is responsible for ensuring CCSOS’s compliance with this policy and PIPA.

2.      Questions, concerns, or complaints regarding compliance should be directed in writing to the Privacy Officer. If unresolved, individuals may contact the Information and Privacy Commissioner of British Columbia.

Contact information for CCSOS’ Privacy Officer: Email: info@cowichancamerata.org