1. WHAT INFORMATION DO WE COLLECT?

Information you provide

We collect personal information you voluntarily provide when you create or use an account, contact us, request services, place an order, participate in an event or otherwise interact with the Services. Depending on the interaction, this may include your name, telephone number, email and mailing addresses, job title, account credentials or authentication information, communication preferences, billing details and order information.

We also receive contact information, including cell numbers, through Applications for Membership. A cell number collected for membership contact purposes does not by itself establish SMS consent; Section 15 explains the SMS program and separate permission requirement.

Private SUN Link submissions

SUN Link allows private submissions to SUN staff through its available forms, messaging or document-upload features. Depending on what you submit, this can include labour-relations inquiries, grievance or work-situation information and related documents. We handle this information to address the relevant request and provide union services. SUN Link does not offer posts or comments visible to other members, and sending private material does not make it public content.

Sensitive information

Information connected with union services can be sensitive, including information revealing trade union membership, financial information and health information you provide in connection with a request. Where a particular service requires a government identifier or other sensitive information, its collection and use must be necessary for the stated purpose and supported by appropriate consent or other permission under applicable law. These categories do not mean that we request every type of information from every person.

Orders and payments

SUN Shop is intended primarily for members, but any adult may purchase. Shipping is within Canada. When you purchase through SUN Shop, order fulfilment and payment processing involve the billing, delivery and transaction information needed for your purchase. Payment information is handled through the payment services used for checkout. Review the information presented at checkout and the relevant payment provider’s privacy notice.

Device, usage and application information

When you use the Services, technical information may be collected through logs, analytics or diagnostic tools. This may include IP addresses, browser and device characteristics, operating-system information, approximate location, referring pages, timestamps, interactions and error or performance information. These details may be personal information even if they do not include your name.

SUN Link does not access your device contacts. Where a feature requests another device permission, review the request and use the controls available in the app or device settings. You can manage available push-notification choices in your device settings. Restricting a permission may affect the related feature.

Information from other services

If you interact with SUN through a third-party platform, we may receive information you authorize or make available through that interaction. SUN Link’s sign-in options are email/password, Microsoft, Google, Facebook and Apple. Section 6 explains authentication information and provider processing. The information depends on the platform, feature and your settings.

2. HOW DO WE PROCESS YOUR INFORMATION?

Depending on how you interact with us, we use personal information to:

• Provide and administer the Services, manage accounts and authenticate users through the available sign-in options.
• Handle private member submissions and related union-service requests.
• Respond to inquiries, provide support and communicate administrative information.
• Process orders, payments, returns, deliveries and related requests.
• Administer events, activities and features you choose to use.
• Send communications in accordance with applicable requirements and your communication choices, including SUN’s members-only SMS alerts about union labour issues as described in Section 15.
• Understand user traffic through Google Analytics.
• Monitor application health and performance through Microsoft Application Insights.
• Measure engagement with Mailchimp email communications through email-open or link-click tracking, depending on the enabled settings.
• Maintain security, prevent fraud, troubleshoot problems and improve the Services.
• Meet legal obligations and establish, exercise or defend legal rights.

SUN’s advertising-related use through these Services is limited to embedded content. We do not operate our own targeted-advertising or retargeting program through the Services. Google/YouTube may process information associated with embedded videos for its purposes, depending on the embed and provider settings.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

We collect, use and disclose personal information with consent where consent is required, or where otherwise permitted or required by applicable law. Depending on the circumstances and applicable law, consent may be express or implied. Where a use involves sensitive information or is outside reasonable expectations, the appropriate form of consent must reflect that context.

We may also need to process or disclose information for purposes permitted by law, such as complying with a binding legal requirement, addressing fraud or security issues, or establishing, exercising or defending legal rights. A general reference to a business purpose is not a substitute for any consent or other legal authority that is required.

You can contact us to ask about the basis for a particular use or to withdraw consent where processing relies on it. Reading this policy or continuing to use the Services does not itself subscribe you to optional marketing or SMS communications.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We may provide information to service providers that support the relevant Service, including website and application hosting, account authentication, communications, payment processing, order fulfilment, analytics and health monitoring. The tools used in connection with the Services include Google Analytics, Microsoft Application Insights, embedded YouTube content and Mailchimp email and SMS communications. Microsoft, Google, Facebook and Apple are also available SUN Link sign-in providers. The tools and data flows can differ between the website, SUN Shop and SUN Link.

Providers need access to information relevant to the services they perform. We remain responsible for personal information under our control and use appropriate contractual or organizational measures for processing on our behalf. Providers may use subcontractors or process certain information for their own purposes under their applicable terms; it would be inaccurate to promise that no provider ever shares information with another organization.

For provider information, see Google’s Privacy Policy, Microsoft’s privacy information and the Intuit Global Privacy Statement, which includes relevant Mailchimp processing. These notices do not replace SUN’s responsibilities.

We may disclose information where required or permitted by law, including in response to a valid legal process. Private SUN Link submissions may be handled by staff, authorized representatives and providers as needed for the relevant union service and applicable obligations. SUN Link does not provide member-visible posts or comments. A lawful organizational transfer may involve personal information, subject to applicable protections; it does not automatically give a new sender permission to use your SMS consent.

Processing outside Canada

Information may be processed outside Canada. Mailchimp describes servers in the United States and use of other service providers. Information processed in another country may be subject to that country’s laws and accessible to courts, law-enforcement or national-security authorities under those laws. Contact us with questions about a particular service-provider arrangement.

The specific limits on SMS subscriber information in Section 15 apply to the SMS program and qualify any broader sharing description in this policy.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

We use cookies and similar technologies in connection with the Services. These can include browser cookies, local or session storage, pixels and identifiers. They may support requested features, analytics, application monitoring, embedded content or communication measurement. An identifier or browsing record may be personal information when it can be linked with other information.

We use Google Analytics to understand traffic and Microsoft Application Insights for application health monitoring. Describing monitoring as application health does not automatically make every associated cookie, identifier or request necessary.

A cookie banner and Cookie Preference Center are planned but are not yet available. Our planned configuration will keep optional Google Analytics and embedded YouTube content off until you accept the relevant category. This describes the intended controls, not a claim that they are currently operating.

You can currently use browser controls to block or clear website storage, although some features may be affected. Some collection can occur without cookies. Browser controls do not automatically govern native-app storage or monitoring in SUN Link, and a choice in one Service should not be assumed to apply to every Service or device.

For further information, read our Cookie Policy. For questions about tracking or your choices, email privacy@sun-nurses.sk.ca.

Mailchimp email engagement tracking

SUN uses tracking in Mailchimp emails to understand engagement with our communications. Depending on the enabled settings, pixels and tracked links may record when an email is opened or a link is followed. Website cookie choices should not be assumed to control tracking within an email. Contact us with questions about email tracking or related privacy requests.

6. HOW DO WE HANDLE SIGN-IN AND AUTHENTICATION?

SUN Link supports email/password sign-in and sign-in through Microsoft, Google, Facebook and Apple. If you use email/password sign-in, we handle the account and authentication information needed to provide and protect that account.

If you choose an external sign-in option, the provider handles authentication through its authorized sign-in process, and information is exchanged to identify and authenticate your SUN Link account. The information available to SUN depends on the provider, permissions and settings and may include an account identifier, name or email address. This does not mean SUN receives every field in your external profile.

We use authentication information to provide account access, associate the sign-in with the relevant account, maintain security and address access requests. The sign-in provider may also process information about your interaction with SUN Link under its own terms. Review the permissions and privacy notices for Microsoft, Google, Facebook/Meta or Apple, as applicable.

External-account passwords should be entered only through the relevant provider’s authorized sign-in process. Do not send your account password to SUN staff. SUN Link does not access your device contacts. For privacy questions about sign-in information, access, correction or disconnection, email privacy@sun-nurses.sk.ca. Disconnecting an external sign-in option does not necessarily delete records that SUN must lawfully retain.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

We keep personal information only as long as needed for the purposes for which it is held, including providing the relevant Service, meeting applicable legal requirements, resolving disputes and maintaining justified security or compliance records. Different types of information may require different retention periods.

Account closure or a marketing opt-out does not necessarily require immediate deletion of every record. We may need limited evidence of consent, an opt-out or a transaction to meet applicable requirements or prevent further unwanted communications. Retained suppression records are not permission to restart messaging.

When information is no longer needed, we delete it or effectively anonymize it. If immediate deletion from backup archives is not practical, we protect and restrict the information until it can be removed through the applicable cleanup process. You can ask us about retention for information connected with your particular interaction.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

We use appropriate technical and organizational measures designed to protect personal information. The safeguards should reflect the sensitivity of the information and the risks of the processing.

No electronic transmission or storage system can be guaranteed completely secure. Take care when sharing confidential information, and contact us for an appropriate way to provide sensitive health, grievance, financial or identification information. Do not send those details through an SMS reply.

9. DO WE COLLECT INFORMATION FROM MINORS?

Our Services are intended for adults. You must be at least 18 to use SUN Link or purchase from SUN Shop. We do not knowingly solicit personal information from or market to children under 18. If you are under 18 and need union-related information or assistance, contact SUN for an appropriate access route. If you believe a child’s information has been provided through the Services, contact privacy@sun-nurses.sk.ca so that we can review the circumstances and take appropriate action under applicable law.

10. WHAT ARE YOUR PRIVACY RIGHTS?

Your rights depend on the applicable law and the circumstances. You may be entitled to request access to personal information we hold about you, information about its use or disclosure, correction of inaccurate information, or withdrawal of consent. Requests for deletion, restrictions or other rights are considered where those rights apply and are subject to lawful limits and retention requirements.

Withdrawing consent and changing communication choices

Where we rely on consent, you can ask to withdraw it by emailing privacy@sun-nurses.sk.ca. We will explain relevant consequences or limits, including where information must be retained or another legal authority applies.

You can unsubscribe from marketing emails using the unsubscribe link in the email. Email and SMS choices are separate, and a cookie choice does not subscribe you to either. The specific SMS opt-out rules in Section 15 apply even if a message is described as administrative or service-related.

Changing optional communications or tracking preferences does not by itself change your union membership. Contact us for questions about your information, account or communication choices.

11. CONTROLS FOR DO-NOT-TRACK FEATURES

Browser privacy settings and Do-Not-Track signals are different from controls that actually block storage or requests. A browser signal should not be assumed to stop collection across every Service or within a native app. Use the controls available in your browser or device and contact privacy@sun-nurses.sk.ca with questions about how a particular preference is handled.

12. DO WE MAKE UPDATES TO THIS NOTICE?

We may update this policy when our practices, Services, controls or applicable requirements change. The date at the top indicates when it was last updated. Where appropriate, material changes may also be communicated through a notice or direct communication.

Publishing a revised policy does not by itself give consent to a new optional purpose or communication channel. Where a new choice or consent is required, it must be obtained through the relevant process.

13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

For privacy questions, concerns or requests, email privacy@sun-nurses.sk.ca.

SUN’s organizational contact details are:

14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Send your request to privacy@sun-nurses.sk.ca and describe the information or interaction concerned and what you would like us to do. We may request information needed to verify your identity and locate relevant records. Avoid including unnecessary sensitive details in the initial message.

We will consider and respond to your request in accordance with applicable law, including relevant deadlines, exceptions and retention obligations. If a request cannot be fully fulfilled, we will explain the applicable reason and available next steps.

15. SMS TEXT MESSAGING AND YOUR PRIVACY

SUN’s SMS alerts

SUN uses Mailchimp to send SMS alerts to SUN members about union labour issues. Message frequency varies with union labour issues. SUN does not charge a fee for these alerts; your mobile carrier’s message and data rates may apply according to your plan.

Separate, voluntary SMS participation

Participation is optional and requires express, verifiable SMS consent. A cell number provided on an Application for Membership Form is contact information; providing that number does not by itself establish permission to receive SMS alerts. Union membership, email permission, acceptance of website terms and cookie choices are separate from SMS consent.

SMS consent is not a condition of a purchase, union membership or access to other Services. The consent request must identify SUN and explain the SMS program, relevant choices and how to withdraw consent. Reading this policy does not enrol you in the program or supply SMS consent.

SMS information and purposes

SUN collects cell numbers through membership applications and may also receive numbers and related information through an SMS sign-up or preference process. Information relevant to the program may include the mobile number, contact details, consent wording and evidence, dates and methods of consent, subscription preferences, messages and replies, delivery records, timestamps, carrier details, opt-out requests and link interactions where tracking is enabled.

We use SMS information to deliver the union labour-issue alerts covered by consent, administer subscription choices, respond to help requests, maintain security, meet applicable requirements and understand program performance. Membership records and email permission are not substitutes for SMS-specific permission.

Sharing restrictions

SUN does not sell or rent SMS subscriber information or provide mobile numbers, SMS opt-in information or consent records to third parties, affiliates or business partners for their own marketing or promotional purposes. Consent is specific to SUN and does not authorize another sender to text you.

Operating the Mailchimp SMS program involves processing by Mailchimp, relevant delivery providers and mobile carriers. Information needed for delivery and administration can include numbers, subscription information, message content and delivery metadata. This operational processing is different from sharing consent for another sender’s marketing. Information may also be disclosed where required by law. The international-processing description in Section 4 applies.

Stopping messages and requesting help

Reply STOP or UNSUBSCRIBE to stop program texts, and HELP for help. For SMS assistance, you can also contact contact@sun-nurses.sk.ca or 1-306-525-1666. For privacy questions or requests, use privacy@sun-nurses.sk.ca.

Opt-outs must be acted on without delay; where CASL applies, the legal outer limit is ten business days. You may receive one non-promotional confirmation of an opt-out. After an SMS opt-out, we do not bypass it through another SUN audience or sending number, or continue program texts by labelling them administrative or service-related. Further program texts require fresh, valid consent. An SMS opt-out does not by itself unsubscribe you from email.

Limited consent evidence and suppression records may be retained for justified compliance purposes and to prevent unwanted texts, consistent with Section 7. These records are not used to restart messages. Do not send confidential health, grievance, financial or identification information in an SMS reply; contact us for an appropriate communication route.