Table of Contents

Overview

This policy is how the Waterloo Aerial Robotics Group (WARG) uses and secures personally identifiable information (PII) that members share to WARG. Document also covers a portion of WARG’s privacy policy.

WARG uses external platforms (e.g. Asana, GitHub) to run, and does not have control over their data and privacy policy. Please read their respective policies if you are interested.

WARG leadership is responsible for maintaining and enforcing this policy. WARG leadership will respond to questions regarding this policy via Discord or Email in a reasonable amount of time.

Definition of PII

PII is information that can be used to identify a specific person explicitly.

Examples of PII:

• Name

• Email

• Phone number

• Media (e.g. photography, video) of the person with respect to Media Release

• Discord username with respect to Discord

• Account usernames (e.g. GitHub)

Examples that are not PII:

• Source code

• CAD models

• Schematics

• Knowledge documentation

Submission

Individuals are required to share PII to WARG so that WARG can run.

Examples of PII WARG requires:

• Submission of the team roster with respect to Team Roster Information and New Member Onboarding

• Discord username and server nickname with respect to Bootcamper Onboarding

• Being present in the bay with respect to Bay Policies

• Attending a competition in which WARG is participating with respect to Competition

Usage

Internal

WARG uses and shares the minimum amount of member PII to run. For example:

• Discussion in the WARG Discord server

• Asana task assignment

• GitHub code contribution

• University of Waterloo (UW) administration requirements

• Bay access and training tracking as required by the Sedra student design centre (SDC)

• Sharing competition attendee phone numbers between each other for contact

WARG does not explicitly share additional member PII to other members unless it is initiated by the original member. Leads have unlimited access to all member PII, but still follow this policy.

Media release

More detail here: Media Release

University of Waterloo

WARG shares the minimum amount of member PII required to run as a student design team at UW. For example:

• Booking and registration for space and equipment

• Reimbursement paperwork

WARG does not explicitly share additional member PII to UW unless it is required by the SDC or UW administration. If required, WARG shares the minimum amount of PII requested.

Competition

WARG shares the minimum amount of member PII required to run at student competitions. For example:

• Director names and emails for contact

• Competition attendee names and emails

WARG does not explicitly share additional member PII to competition organizations.

Media release

Competition organizations may require competition attendees to agree to additional media releases.

External

WARG does not share member PII to external organizations. While WARG may request PII for logistics (e.g. signup), sharing PII is initiated by the member on a voluntary basis. For example:

• Employer recruitment event

• Seminar on relevant topics

WARG does not restrict members for choosing not to participate.

Security

No security is perfect. WARG does its best to ensure that member PII is secured against data breaches, both within and without WARG’s control. WARG implements access controls on the member PII storage system.

Legal

WARG shares the minimum amount of member PII when it is required by law. For example:

• Subpoena by law enforcement

• Court order

• Compliance with an Access or Correction Request sent to UW as part of the Ontario Freedom of Information and Protection of Privacy Act

Generally, UW and the SDC instructs WARG on how to proceed. The minimum amount of data is provided for legal compliance as judged by the leadership team.

Retention

WARG retains a member’s PII while that individual is a member of WARG.

After the individual leaves WARG, WARG retains:

• All team roster information, including (but not limited to):

  • Name

  • Email

  • Membership information (e.g. subteam for the term)

• All media

• All account usernames and nicknames (e.g. Discord, Asana, Confluence, GitHub)

The amount of time for which this PII is retained is at WARG’s discretion (including forever).

Deletion

WARG retains additional PII submitted by members of WARG (e.g. phone number as part of contact information for competition). Members and former members may request this PII be deleted, and WARG will do its best to comply, but cannot guarantee complete success.