The Saskatchewan Institute of Agrologists (SIA) is a professional body empowered by The Agrologists Act of Saskatchewan.  To protect the public, the Institute regulates the profession of agrology in Saskatchewan, by ensuring its safe, competent and ethical practice. Within that role, the Institute has an obligation to collect, store, process and use information from its agrologists, customers and website users for appropriate purposes.

The Institute’s Privacy Policy was guided by provisions of The Personal Information Protection and Electronic Documents Act (PIPEDA) that set out the ground rules for the management of personal information in the private sector.

There are three main principles:

• Personal information is not collected without your knowledge and consent.
• Personal information is only used to fulfill the mandate and purpose of the Institute.
• Personal information is secure and protected to prevent loss, misuse, unauthorized disclosure, or modification.

You may choose to provide us with personal information. For example, you may send us an email that would identify you, or send personal details to a Institute’s staff member. Such communications are governed by the same policy as any other conversation; that is, they are considered private and confidential. We will not release any of your personal information unless you specifically tell us to do so.

Automatic Collection of Information

Visitors to the Saskatchewan Institute of Agrologists Website (www.sia.sk.ca) can access and browse the site without disclosing personal data. Each time the Institute’s website is visited, information is automatically collected about the web browser used, pages accessed, IP address, date, time and the site last visited.  However, we do not automatically log personal data. The type of information collected is used to identify trends and plan upgrades to the website.

Information from the public, other than as identified below, is not collected unless an individual:

• Enters into a business relationship with the Institute. If so, the Institute will record only information pertinent to that relationship.
• Makes a complaint against a registered agrologist of the Institute. If so, the information gathered will be retained and used during the period of investigation and until the legal requirements are satisfied.

The Institute collects information in a variety of ways that include the following:

• Registration application
• General correspondence – writing or verbal
• From third parties when you have provided your consent (Ex: IQAS)
• Complaint process.

When an individual makes a complaint, requests further information, or completes a registration application, the Institute considers that as implied consent to retain and process personal information.

The Institute uses the information collected in connection with:

• Registration applications
• Administering your ongoing registration – developing a register and making the register accessible through Find an Agrologist.
• Monitoring registration requirements
• Meeting the requirements of The Agrologists Act
• Creating mailing or email lists, to communicate with registered agrologists.

The Institute also collects personal information from individuals as necessary to follow up on complaints, concerns, and requests for services.  As a self-regulated body of professionals, the Saskatchewan Institute of Agrologists is responsible for investigating complaints against agrologists for incompetent or unethical practice. In doing so, the Institute has the obligation to collect and use information as outlined in The Agrologists Act and the SIA’s Bylaws.

You may withdraw your consent to the Institute’s collection, use, and disclosure of your personal information; however, as the collection, use, and disclosure of your personal information is essential to the Institute’s purpose, your withdrawal of consent may result in the Institute having to remove you from the register.

Public Listing of Agrologist Information
As previously noted, under The Agrologists Act, the Institute is obligated to maintain a register containing the names of registered agrologists of the Institute and other information specified in the legislation. The information contained in this register is required by the legislation to be available for the public. The Institute publishes an online register of agrologists searchable by the public and accessed through Find an Agrologist.

Optional Public Profile
Agrologists may choose to enhance their public listing by adding a professional photo and brief biography.

Publication of Disciplinary Information
When disciplinary cases are completed, the Institute will publish the outcomes of the cases including information identifying an individual agrologist  or complainant, as required to account to the registered agrologists and the public to indicate that the Saskatchewan Institute of Agrologists is diligent in its protection of the public in matters related to agrology.

The Institute does not provide or release personal information to any third party without the consent of the individual. The Institute does not sell, exchange, trade or otherwise make available for consideration to any other party the personal information of its registered agrolosits. The Institute may be required to release personal information if required by law or by certain investigative bodies. In these circumstances, the Institute has no legal liability for such disclosures.

Information in an individual’s file will be accessible by officers and other appointed representatives of the Institute. In such cases, the information provided will be only that needed to assist the representatives to conduct the assigned work of the Institute.

Agrologists’ information is stored both in hard copy format and electronically.  Hardcopies are stored in the Institute’s offices only.
The electronic information is stored on the Institute’s hardware and in off-site systems. The Institute has implemented security policies, rules and technical measures to protect the personal data under its control from: 

• Unauthorized access
• Improper use or disclosure
• Unauthorized modification
• Unlawful destruction or accidental loss.

 The Institute uses firewalls and other security technology, updated on a regular basis to provide an appropriate level of electronic security.

A register of agrologists is kept and updated on a regular basis through the application process and annual renewal process. The information gathered in these processes is used by the Institute to conduct its work to determine eligibility, as well as enforce ethical and competent conduct of its agrologists in the practice of agrology.  

The information collected from registered agrologists and applicants is stored indefinitely. This also applies to records that were on file prior to the resignation or retirement of an agrologist. Ultimately, it is the responsibility of the agrolgist to update the information and ensure the information is accurate.

Hard copies of credit card numbers and expiry dates received by the Institute office are destroyed after submission and verification of the information with MasterCard or Visa. Consequently, the Institute does not store credit card information beyond the time from receipt of the information to the time of card verification.

Electronic financial transactions for registration renewals, application fees, convention or workshop fees, etc. are conducted only via a transfer to a secure site. Credit card information is not entered on the Saskatchewan Institute of Agrologists site.

If you have any questions about the Institute’s privacy practices or wish to access or update your personal information, please contact the Executive Director at:

29 – 1501 8 ST E
SASKATOON SK  S7H 5J6
306-242-2606
info@sia.sk.ca

For further information, or to report a concern about the handling of your personal information, you may also access the Privacy Commissioner of Canada’s website at www.priv.gc.ca.

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