CUPW Self-Identification Survey

Privacy Policy for the CUPW Self-Identification Survey

The Canadian Union of Postal Workers (CUPW) is committed to upholding and defending your privacy rights, whether online or offline. CUPW is subject to Canadian privacy laws, respects your privacy rights and honours its obligations to you.

This page summarizes our privacy policy and information practices for our data collection and use via SimpleSurvey. It is intended to provide you with a complete and accurate basis for making informed decisions when choosing to communicate with CUPW via this site.

Why an Equity Audit

CUPW is committed to fostering a diverse and welcoming union. Diversity in our union allows us to increase our solidarity and capacity to achieve a just society for all. We have created self-identification survey as part of an overall equity audit of our union. An equity audit will help us assess and align the human rights work we all wish to achieve. As is the case, we will use this survey to assess the current state of CUPW’s membership and examine our representation, at all levels in our union. The equity audit will allow us to celebrate our diversity, but also assess if we need to take on additional measures to ensure equity CUPW members can also access leadership opportunities, and to develop recommendations to achieve our equity aspirational goals.

What we collect

For the purposes of diversity auditing of our union, we are collecting some demographic information as well as responses to questions on diversity and identity. Your privacy is respected, and we protect all personal information in our custody with strong security safeguards, including strict access controls.

We also collect some metadata about the survey itself like date and time completed, the Internet Protocol (IP) address of the computer submitting the survey and other applicable system metadata. Traffic patterns, such as time of visit and pages visited linked to a user’s IP may also be automatically logged in SimpleSurvey’s server logs.

We do not collect additional personal information unless you voluntarily provide that information to us. While the survey does ask questions related to equity group identities, it does not directly collect your name and email address.

However, if you were sent an email to complete this survey via the SimpleSurvey email system, you may have been provided with a link that is unique to your contact information. It is possible, therefore, for us to determine if you have completed the survey and to see your responses. Typically, we would use this information to send you reminders and only a very limited number staff working directly on this project would be able to see your information in its individual form. If you arrived at this survey via a shared link, it may contain some URL parameters used to help fill out the survey, but it would not necessarily be linked to you as an individual.

How will responses be used and reported?

Individual responses will be kept confidential and be used only in support of CUPW’s human rights initiatives and in line with applicable human rights legislation. Further, to protect the identity of individuals, CUPW will report on collected data in aggregate, using enough data so as not to be able to deduce individual respondents.

SimpleSurvey

To conduct the surveys, we are using a third-party tool called SimpleSurvey, whose operations are based out of Quebec. All data is hosted in Canada (https://simplesurvey.com/canadian-hosted-survey-software/), and is subject to SimpleSurvey’s policies, terms of use and infrastructure. For more detailed information, please consult SimpleSurvey’s Privacy Policy, Master Service Agreement, and their Frequently Asked Questions document. The survey will also place a browser cookie on your device once you have completed the survey.

Where is it stored and for how long?

As noted above, we are using SimpleSurvey to run this survey. As is the case, data will be stored on SimpleSurvey’s infrastructure as per their data retention policy. In short, as long as CUPW maintains its active account with SimpleSurvey, the data will be preserved in their system. When the survey is completed and fully analyzed, CUPW will export the data from SimpleSurvey and store it in its own internal network.

CUPW will preserve the equity data so that it may examine trends over time for the purpose of identifying and rectifying inequities. In general, information about individuals would be stored for at least as long as they are a member of CUPW or longer if it is needed for any purposes related to their membership upon the member leaving the union. Further, CUPW will keep aggregated, de-individualized data as part of its reporting process.

Whom to contact

Questions about this policy may be directed to our national office by email at <feedback@cupw-sttp.org>, by phone at 1-613-236-7238 or by postal mail at Canadian Union of Postal Workers, ATTN: Privacy Policy Officer, 377 Bank Street, Ottawa, Ontario, K2P 1Y3 Canada.