British Columbia Pediatric Society

Privacy Policy

Last Updated: September 28, 2026

1 Our Commitment to Privacy

The British Columbia Pediatric Society (“BCPS”, “the Society”, “we”, “us” or “our”) is committed to protecting the privacy and security of personal information entrusted to us.

BCPS collects, uses, discloses, retains and protects personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA) and other applicable legal requirements.

This Privacy Policy describes how BCPS manages personal information relating to members and prospective members, conference and event delegates, speakers and presenters, volunteers, sponsor and exhibitor representatives, and other individuals who interact with the Society.

This Privacy Policy also applies to the Children’s Health Today mobile application, which is provided by BCPS for conference delegates. The app primarily provides conference and event information. It does not require delegates to provide their name, email address, professional information, membership information or conference registration information through the app.

The Children’s Health Today app uses Firebase Cloud Messaging to provide push notifications. Firebase Cloud Messaging generates and processes an app installation or registration identifier necessary to deliver notifications to an installation of the app. Firebase Analytics is not enabled in the Children’s Health Today app.

BCPS does not collect or maintain personal information about patients or children as part of its membership, conference or administrative activities.

BCPS is responsible for personal information under its control, including personal information processed on its behalf by service providers.

2 Accountability

BCPS has designated a Privacy Officer who is responsible for overseeing the Society’s compliance with this Privacy Policy and applicable privacy legislation.

Questions, requests or concerns regarding BCPS’s privacy practices may be directed to:

Privacy Officer
British Columbia Pediatric Society
Email: admin@bcpeds.ca
Website: bcpeds.ca

BCPS employees, contractors and volunteers who have access to personal information are expected to handle that information in accordance with this Privacy Policy and applicable BCPS procedures.

3 What Is Personal Information?

Personal information is information about an identifiable individual.

Depending on an individual’s relationship with BCPS, personal information collected by the Society may include:

  • Name and contact information, including email address, telephone number and mailing address;
  • Professional title, designation, specialty, organization, workplace or affiliation;
  • Membership information, including membership category, status, application and renewal information;
  • Professional credentials or other information necessary to establish eligibility for membership or participation in Society activities;
  • Conference and event registration information;
  • Attendance and participation records;
  • Continuing professional development or accreditation information where applicable;
  • Payment and transaction information;
  • Communication preferences;
  • Dietary, accessibility or accommodation information voluntarily provided in connection with an event;
  • Speaker information, including biographies, photographs, professional credentials, presentation information and disclosures;
  • Sponsor and exhibitor representative information, including representative names, business contact information, organization, position or title, sponsorship or exhibitor participation, and related communications;
  • Survey, evaluation and feedback information;
  • Information submitted through forms on our website;
  • Records of communications with BCPS;
  • Technical information associated with use of BCPS websites or online services, such as information collected through cookies or similar technologies; and
  • App installation or registration identifiers generated or processed through Firebase Cloud Messaging for the purpose of delivering push notifications to the Children’s Health Today app.

BCPS seeks to collect only the personal information reasonably necessary for the purposes identified to the individual.

4 Purposes for Collecting and Using Personal Information

BCPS collects and uses personal information for purposes that a reasonable person would consider appropriate in the circumstances.

Depending on an individual’s relationship with the Society, these purposes may include:

Membership Administration

BCPS may collect and use personal information to:

  • Process membership applications and renewals;
  • Confirm eligibility for membership;
  • Create and maintain membership records;
  • Allow members to create and manage member accounts;
  • Verify membership status;
  • Administer membership benefits and services;
  • Communicate with members about their membership;
  • Provide information about Society activities, educational opportunities, programs and events;
  • Maintain accurate contact and professional information; and
  • Support the governance and administration of the Society.

Conferences, Events and Educational Programs

BCPS may collect and use personal information to:

  • Process conference and event registrations;
  • Confirm eligibility for registration categories and rates;
  • Process payments, refunds and cancellations;
  • Communicate with delegates before, during and after an event;
  • Issue registration confirmations, receipts and event information;
  • Administer educational programs;
  • Document attendance or participation where required for accreditation or continuing professional development;
  • Provide access to event information and resources;
  • Administer surveys and evaluations;
  • Arrange catering and respond to dietary requirements;
  • Address accessibility or accommodation requests;
  • Prepare name badges and delegate materials;
  • Manage event logistics, safety and security; and
  • Maintain appropriate administrative and financial records relating to the event.

Speakers and Presenters

BCPS may collect and use information about speakers and presenters to:

  • Develop and administer educational programs;
  • Communicate with speakers regarding their participation;
  • Prepare conference programs and schedules;
  • Publish speaker names, professional affiliations, biographies, photographs, session descriptions and learning objectives;
  • Administer speaker disclosures and accreditation requirements;
  • Process honoraria or reimbursements where applicable; and
  • Promote BCPS educational programs and events.

BCPS will identify information intended for public use or publication when it is collected where the purpose may not otherwise be apparent.

Sponsors and Exhibitors

BCPS may collect and use personal information about sponsor and exhibitor representatives to:

  • Establish and maintain relationships with sponsors, exhibitors and prospective sponsors or exhibitors;
  • Administer sponsorship agreements and exhibitor participation;
  • Communicate about sponsorship and exhibitor opportunities, requirements, deadlines and event logistics;
  • Process sponsorship and exhibitor applications, registrations, payments, invoices and related financial records;
  • Coordinate exhibit space, booths, signage, promotional materials and other event requirements;
  • Administer benefits associated with sponsorship or exhibitor participation;
  • Publish or display sponsor and exhibitor organization names, logos and other approved promotional information;
  • Provide authorized representatives with access to conference or event systems where required;
  • Coordinate participation in receptions, meals or other conference-related functions where applicable;
  • Maintain records of sponsorship and exhibitor relationships, participation and communications; and
  • Communicate about future BCPS sponsorship, exhibitor and partnership opportunities where permitted by law.

BCPS will collect and use only the personal information reasonably necessary to administer its relationship with the sponsor or exhibitor and its designated representatives.

This section concerns information BCPS collects about sponsor and exhibitor representatives. Any disclosure of delegate or member personal information to sponsors or exhibitors is governed separately by Section 8 and, where required, is subject to the individual’s consent.

Society Operations

BCPS may also use personal information where reasonably necessary to:

  • Respond to inquiries;
  • Maintain business and financial records;
  • Manage Society programs and activities;
  • Conduct planning, statistical analysis and program evaluation;
  • Protect the Society, its members and other individuals from fraud, misuse or security threats;
  • Investigate complaints or incidents;
  • Establish, manage or terminate contractual relationships;
  • Meet insurance, accounting, audit and governance requirements; and
  • Comply with applicable laws, regulatory requirements, court orders or other lawful obligations.

BCPS will not collect, use or disclose personal information for purposes that a reasonable person would consider inappropriate in the circumstances.

5 Consent

BCPS obtains consent for the collection, use and disclosure of personal information where required by law.

Depending upon the nature of the information, its sensitivity, the purpose for which it is being collected and the circumstances, consent may be express, implied or otherwise permitted under PIPA.

When BCPS seeks consent, we will make reasonable efforts to explain:

  • What personal information is being collected;
  • The purposes for which it will be used; and
  • Any disclosures to third parties relevant to the individual’s decision to provide consent.

BCPS will not require an individual, as a condition of receiving a product or service, to consent to the collection, use or disclosure of personal information beyond what is reasonably necessary to provide that product or service.

Where BCPS proposes to use or disclose personal information for a new purpose that is materially different from the purpose originally identified, additional consent will be obtained where required by law.

There may be circumstances in which PIPA or another law permits or requires BCPS to collect, use or disclose personal information without consent.

6 Withdrawal of Consent

An individual may withdraw consent to the collection, use or disclosure of personal information, subject to legal or contractual restrictions and reasonable notice.

Requests to withdraw consent should be directed to the BCPS Privacy Officer.

BCPS will explain any reasonably foreseeable consequences of withdrawing consent.

For example, withdrawing consent for information necessary to administer a conference registration before the event may mean BCPS can no longer provide the registration and the registration may need to be cancelled. Any applicable cancellation and refund policies will continue to apply.

Withdrawal of consent does not require BCPS to delete information that the Society is required or permitted to retain for legal, financial, accreditation, dispute-resolution or legitimate business purposes.

7 Service Providers

BCPS uses third-party organizations to provide services on its behalf.

Depending upon the services being provided, these organizations may process personal information relating to members, delegates or other individuals.

Service providers may include organizations providing:

  • Website hosting and administration;
  • Membership or customer relationship management systems;
  • Conference registration systems;
  • Payment processing;
  • Email and communications services;
  • Mobile application infrastructure and push-notification services;
  • Survey and evaluation services;
  • Information technology and cloud services;
  • Accounting and financial services;
  • Event management services;
  • Venues and catering services; and
  • Other administrative or professional services.

BCPS provides service providers only with the personal information reasonably necessary for them to perform their services.

BCPS expects service providers handling personal information on its behalf to use the information only for authorized purposes and to maintain safeguards appropriate to the sensitivity of the information.

Where appropriate, BCPS uses contractual or other measures to establish privacy, confidentiality, security, retention and disposal requirements for service providers.

8 Sponsors, Exhibitors and Other Third Parties

BCPS conferences and educational activities may be supported by sponsors, exhibitors or other third-party organizations.

BCPS will not provide a member’s or delegate’s contact information to sponsors or exhibitors for their own marketing, promotional or follow-up purposes unless the individual has consented to that disclosure or the disclosure is otherwise permitted or required by law.

Where BCPS offers delegates the opportunity to share their information with sponsors or exhibitors, this will be presented separately from information necessary to register for or attend the event.

Consent to sponsor or exhibitor sharing is optional and is not a condition of attending a BCPS conference or event.

When requesting such consent, BCPS will identify the categories of information that may be shared and the purposes of the disclosure.

For example, with a delegate’s consent, BCPS may share:

  • Name;
  • Email address;
  • Professional designation;
  • Specialty;
  • Organization or professional affiliation; and
  • Other information specifically identified when consent is requested.

Once personal information has been disclosed to an independent third party with the individual’s consent, that organization’s own privacy practices may apply to its subsequent handling of the information.

An individual may withdraw consent to future disclosures by contacting BCPS. Withdrawal cannot ordinarily reverse a disclosure that has already occurred.

9 Communications

BCPS communicates with members, delegates and other individuals for purposes related to their relationship with the Society.

Administrative or transactional communications may include:

  • Membership confirmations and renewal information;
  • Registration confirmations;
  • Receipts;
  • Changes to conference schedules;
  • Accreditation information;
  • Event instructions;
  • Safety or operational information; and
  • Responses to inquiries.

Where consent is required for promotional or electronic marketing communications, BCPS will obtain the appropriate consent and provide a means to unsubscribe or change communication preferences.

Unsubscribing from optional promotional communications does not prevent BCPS from sending administrative or transactional communications reasonably necessary to provide a requested membership, registration or service.

10 Payment Information

BCPS may use third-party payment processors to process membership fees, conference registrations and other payments.

Payment information submitted through a third-party payment service may be collected and processed directly by that provider.

BCPS seeks to limit the financial information it retains to information reasonably required for transaction, accounting, audit, refund and financial record-keeping purposes.

11 Dietary, Accessibility and Accommodation Information

Individuals attending BCPS events may voluntarily provide information concerning dietary requirements, accessibility needs or other accommodations.

Some of this information may be sensitive.

BCPS will collect and use this information only to the extent reasonably necessary to respond to the individual’s request or administer the event.

Where necessary, relevant information may be provided to venues, caterers or other service providers responsible for providing the requested accommodation or service. BCPS will seek to limit the information disclosed to what is reasonably necessary.

12 Accuracy and Correction

BCPS makes reasonable efforts to ensure personal information under its control is accurate and complete when the information is likely to be used to make a decision affecting an individual or disclosed to another organization.

Members may be provided with online tools to review and update certain account and contact information.

Individuals may also request correction of an error or omission in personal information under BCPS’s control by contacting the Privacy Officer.

Where BCPS determines that a requested correction should be made, it will correct the information as soon as reasonably possible and take any additional steps required by applicable law.

Where a requested correction is not made, BCPS will annotate the information with the correction requested where required by PIPA.

13 Access to Personal Information

Subject to exceptions established by PIPA and other applicable laws, individuals may request access to personal information about themselves that is under BCPS’s control.

An individual may also request information about:

  • How BCPS has used their personal information; and
  • Organizations to which BCPS has disclosed their personal information where required by PIPA.

Requests should be made in writing to the BCPS Privacy Officer.

BCPS may request sufficient information to confirm the identity of the person making the request before providing access to personal information.

BCPS will respond to access requests within the time periods required by PIPA. Access may be limited or refused where permitted or required by law.

14 Safeguarding Personal Information

BCPS uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the personal information under its control.

Safeguards may include:

  • Limiting access to personal information to individuals who require it for authorized purposes;
  • User authentication and access controls;
  • Password and account security requirements;
  • Appropriate use of encryption and secure communications;
  • Security controls for Society technology systems;
  • Confidentiality requirements;
  • Secure storage and disposal procedures;
  • Appropriate backup and recovery practices;
  • Oversight of service providers; and
  • Privacy and security procedures for staff, contractors and volunteers.

No information system or method of electronic transmission can be guaranteed to be completely secure. BCPS regularly reviews its practices and seeks to implement safeguards appropriate to the information and risks involved.

15 Privacy Breaches

BCPS maintains procedures for responding to suspected loss, unauthorized access, collection, use or disclosure of personal information.

When BCPS becomes aware of a suspected privacy or security incident, it will take reasonable steps to:

  • Contain the incident;
  • Determine what occurred;
  • Identify the personal information and individuals potentially affected;
  • Assess the potential risks and consequences;
  • Take appropriate corrective measures; and
  • Provide notification to affected individuals, regulators or others where appropriate or required.

Privacy incidents should be reported promptly to the BCPS Privacy Officer.

16 Retention and Disposal

BCPS retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, financial, accreditation, contractual, insurance and legitimate business requirements.

Different categories of information may therefore have different retention periods.

For example, BCPS may retain:

  • Membership records for the period necessary to administer current and former memberships and maintain appropriate Society records;
  • Financial and transaction records for applicable accounting, tax, audit and legal retention periods;
  • Conference registration and attendance information for administrative, accreditation, reporting and historical purposes where appropriate;
  • Consent records for as long as reasonably necessary to document the consent provided;
  • Speaker and program information where appropriate as part of the Society’s educational or historical records;
  • Sponsor and exhibitor records for the period reasonably necessary to administer and maintain those business relationships; and
  • Other records for the period reasonably necessary for the purpose for which they were collected.

Where personal information has been used to make a decision that directly affects an individual, BCPS will retain the information for at least the minimum period required by PIPA.

When personal information is no longer reasonably required for legal or business purposes, BCPS will securely destroy, delete or anonymize it.

BCPS may retain information in an anonymized or aggregated form where it can no longer reasonably be associated with an identifiable individual.

17 Website and Online Services

BCPS may collect limited technical information when individuals use the Society’s website or other BCPS online services.

Depending on the technologies used, this may include:

  • Internet Protocol (IP) address;
  • Browser and device information;
  • Pages visited;
  • Date and time of visits;
  • Referring websites; and
  • Cookies or similar technologies.

BCPS may use this information to operate and secure its website, understand website usage, troubleshoot technical issues and improve its online services.

Where BCPS uses non-essential cookies or similar technologies requiring consent, appropriate notice or consent mechanisms will be provided.

BCPS websites may contain links to third-party websites. BCPS is not responsible for the privacy practices of independent third-party websites, and individuals should review the applicable privacy policies when leaving a BCPS-controlled website.

18 Children’s Health Today Mobile App

The Children’s Health Today mobile application is provided by the British Columbia Pediatric Society to support delegates attending the Children’s Health Today conference.

Purpose of the App

The Children’s Health Today app is primarily an informational application.

The app may provide delegates with access to:

  • Conference schedules and session information;
  • Speaker information and biographies;
  • Sponsor and exhibitor information;
  • Venue information and maps;
  • Conference announcements and updates;
  • Links to conference resources and surveys; and
  • Other information related to the Children’s Health Today conference.

Information Users Provide

The Children’s Health Today app does not require users to create an account or personal profile.

BCPS does not ask users to provide their:

  • Name;
  • Email address;
  • Telephone number;
  • Professional information;
  • Membership information; or
  • Conference registration information

through the app.

Membership and conference registration information is collected separately by BCPS through its website, registration systems or other services.

Firebase Cloud Messaging

The Children’s Health Today app uses Firebase Cloud Messaging, a service provided by Google, to deliver push notifications.

Firebase Cloud Messaging generates or processes technical identifiers associated with an installation of the app. These may include a Firebase installation identifier and Firebase Cloud Messaging registration token.

These identifiers allow Firebase Cloud Messaging to direct a notification to a particular installation of the Children’s Health Today app.

BCPS uses Firebase Cloud Messaging only to support app functionality and the delivery of conference-related push notifications.

Push Notifications

Push notifications may include:

  • Conference announcements;
  • Schedule changes;
  • Session reminders;
  • Event logistics;
  • Important conference updates; and
  • Other information related to the Children’s Health Today conference.

BCPS does not use the Firebase installation identifier or notification registration token to identify an individual delegate by name.

BCPS does not intentionally link these identifiers to an individual’s membership or conference registration record.

Users may manage or disable notification permissions through their device settings.

No Firebase Analytics

Firebase Analytics is not enabled in the Children’s Health Today app.

BCPS therefore does not use Firebase Analytics through the app to monitor:

  • App usage or engagement;
  • Individual app sessions;
  • Pages, screens or content viewed;
  • User interactions with app features;
  • User behaviour within the app; or
  • Advertising or marketing profiles.

BCPS does not use the Children’s Health Today app for behavioural or targeted advertising.

Google Firebase

Firebase Cloud Messaging is provided by Google.

Technical information necessary to provide Firebase Cloud Messaging may be transmitted to and processed by Google or its service providers.

BCPS uses Firebase Cloud Messaging for the limited purpose of providing push-notification functionality for the Children’s Health Today app.

BCPS seeks to configure the service so that information processed through the app is limited to information reasonably necessary to provide this functionality.

External Links

The Children’s Health Today app may contain links to websites, surveys or other services outside the app.

If a user follows one of these links, information subsequently provided to that website or service is subject to the privacy practices of the organization or service receiving that information.

Questions About the App

Questions concerning the Children’s Health Today app, Firebase Cloud Messaging or the app’s privacy practices may be directed to:

Privacy Officer
British Columbia Pediatric Society
Email: admin@bcpeds.ca
Website: bcpeds.ca

19 Storage and Processing Outside British Columbia

Some BCPS service providers, including providers of technology and cloud services, may store or process personal information outside British Columbia or Canada.

Where personal information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement or government authorities in accordance with applicable law.

BCPS considers privacy and security when selecting service providers and seeks to use reasonable contractual, technical and organizational safeguards appropriate to the information involved.

Individuals may contact the Privacy Officer with questions about BCPS service providers or the processing of their personal information.

20 Research, Statistics and Reporting

BCPS may use membership, conference and program information to prepare internal statistics, reports and analyses for purposes such as organizational planning, program evaluation and improving member services.

Where reasonably possible, BCPS will use aggregated or de-identified information for these purposes.

BCPS will not disclose identifiable personal information for independent research purposes unless the disclosure is permitted by law and any required consent or other authorization has been obtained.

21 Changes to This Privacy Policy

BCPS may update this Privacy Policy periodically to reflect changes to its programs, technology, service providers, privacy practices or legal requirements.

The current version will be made available through the BCPS website and will identify the date on which it was last updated.

Where a change materially affects how BCPS uses or discloses previously collected personal information, BCPS will take reasonable steps to provide notice and obtain additional consent where required by law.

22 Questions and Complaints

Questions, concerns or complaints regarding BCPS’s handling of personal information should first be directed to:

Privacy Officer
British Columbia Pediatric Society
Email: admin@bcpeds.ca
Website: bcpeds.ca

BCPS will review privacy concerns and make reasonable efforts to investigate and respond appropriately.

Individuals may also contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) regarding concerns about the handling of their personal information.

23 Governing Legislation

This Privacy Policy is intended to support the British Columbia Pediatric Society’s compliance with British Columbia’s Personal Information Protection Act (PIPA) and other applicable privacy and data-protection requirements.

If there is any inconsistency between this Privacy Policy and applicable law, the applicable legal requirement will govern.