OSN Member Contact File Terms of Use

1. Purpose of the File

The OSN Member Contact File is made available only to support:

• OSN member connection
• peer learning
• networking related to OSN participation
• coordination of OSN-related meetings, events, projects, and follow-up discussions

The File is intended to support professional, relevant, member-to-member communication within the OSN community.

2. Information Included

The File may contain some or all of the following information for participating OSN Members:

• full name
• phone number
• email address
• County of residence

OSN may update, replace, or remove the File from time to time.

3. Eligibility for Access

Access is limited to:

• current OSN Members in Good Standing, and
• OSN staff or authorized representatives administering the system

For the purposes of these Terms, “Member in Good Standing” means a current OSN Member whose participation has not been suspended or restricted by OSN.

Access is personal to the Authorized User and may not be transferred or shared.

4. Permitted Uses

If you are granted access to the File, you may use it only for the following limited purposes:

• contacting fellow OSN Members for peer learning
• networking reasonably connected to OSN participation
• coordinating OSN-related meetings, events, projects, or follow-up discussions
• maintaining professional member-to-member communication reasonably connected to the OSN community

Members may use the Member Contact File only for the limited member-to-member purposes described in this Section 4. Members may not use the Member Contact File for OSN administrative, compliance, enforcement, recordkeeping, or system/security purposes, which are reserved to OSN and described in Section 14.

All use must remain consistent with the Purpose of the File.

5. Prohibited Uses

You may not:

• use the File or any contact information for marketing, promotion, advertising, or sales
• use the File for solicitation, fundraising, lead generation, prospecting, or commercial outreach
• send bulk messages, mass emails, or broad text distributions unrelated to OSN coordination
• use the File for political campaigning, advocacy solicitation, recruitment, or purposes unrelated to OSN member networking and peer learning
• impersonate OSN or suggest that your communication is officially endorsed by OSN unless expressly authorized
• scrape, extract, or systematically harvest the File contents
• copy the information into another directory, CRM, mailing list, database, or contact list for unrelated use
• share, forward, sell, license, post, publish, upload, or otherwise distribute the File or its contents to any third party
• use the information in any manner that violates applicable privacy, anti-spam, or telecommunications laws

For greater certainty, Commercial Use is strictly prohibited.

Access to the File does not constitute consent from any Member to receive commercial electronic messages, marketing messages, fundraising requests, or other solicitations.

Under CASL, commercial electronic messages generally require express or valid implied consent, and messages sent without the required consent may violate the law.

6. No Redistribution

The File is provided to you on a limited, revocable, personal-use basis.

You may not:

• share the File with spouses, coworkers, employees, contractors, partners, or other organizations
• upload it to a shared drive, cloud folder, CRM, personal mailing platform, or external system accessible by others
• circulate screenshots, exports, copied contact lists, or derived versions of the File
• provide access to any person who is not authorized by OSN

7. Member Responsibilities

By accepting access to the File, you agree to:

• treat the contact information as restricted to OSN membership purposes and not for broader sharing, reuse, or external disclosure
• use reasonable care to protect the File from loss, misuse, or unauthorized access
• store the File securely if downloaded
• delete outdated or unneeded copies when they are no longer required for the permitted purpose
• ensure any communication you send is respectful, relevant, and consistent with these Terms
• comply with all applicable laws, including privacy, anti-spam, and telecommunications requirements where applicable

8. End of Access / Deletion Requirement

If your OSN membership ends, your access is suspended or revoked, or OSN requests deletion, you must promptly:

• stop using the Member Contact File and any contact information obtained from it for future communications under these Terms, and
• delete any downloaded, copied, exported, or stored versions of the File in your possession or control, except where retention is required by law

PIPEDA expects organizations to limit retention and establish procedures for disposal when personal information is no longer required for the identified purpose.

9. Accuracy and Changes

OSN does not guarantee that the Member Contact File is complete, accurate, or current at all times.

Members should notify OSN if their contact information changes or if they want it corrected or removed.

OSN may update, modify, replace, suspend, or discontinue the File or access to it at any time.

10. Security and Access Method

The File may be made available through the OSN Member Portal and/or an OSN-controlled OneDrive or similar secure distribution system.

OSN may use access controls, authentication requirements, restricted sharing settings, or other administrative and technical safeguards to protect the File.

You agree not to attempt to bypass, undermine, or interfere with any access restrictions or technical safeguards used by OSN.

PIPEDA requires safeguards appropriate to the sensitivity of the information and protection against unauthorized access, disclosure, copying, use, or modification.

11. Reporting Misuse, Unauthorized Access, or Loss

You must promptly notify OSN if:

• you believe the File has been shared with an unauthorized person
• your device or account containing the File is lost, compromised, or accessed without authorization
• you become aware of misuse of the contact information by any person
• you receive the File in error or gain access when you should not have

12. Enforcement and Revocation of Access

OSN may suspend, restrict, or revoke your access to the Member Contact File at any time if OSN reasonably believes that:

• these Terms have been violated
• the information has been misused
• continued access creates privacy, security, or community risk

OSN may also take any additional steps it considers appropriate, including:

• conducting an internal review
• requesting deletion of shared or retained copies
• limiting future access
• investigating misuse reports
• reviewing safeguards or distribution practices
• taking other corrective action as appropriate

13. No Transfer of Ownership

The Member Contact File remains under OSN’s control.

Access is provided on a limited-use basis only. Nothing in these Terms gives you ownership of the File or any right to reuse its contents outside the permitted purposes set out here.

14. OSN Responsibilities and OSN Use of Member Information

14.1 OSN’s Role

OSN administers the Member Contact File as a members-only resource and is responsible for managing collection, maintenance, and controlled distribution of the information it contains.

14.2 OSN Permitted Uses

OSN may collect, use, store, and share member contact information included in the Member Contact File for purposes connected to OSN operations and the Purpose of the File, including but not limited to:

• administering OSN membership (including verifying membership status and access eligibility)
• coordinating OSN programming, events, and member communications (including event logistics and participant coordination)
• facilitating member-to-member networking and peer learning (including providing access to the File and supporting introductions where appropriate)
• maintaining and updating the accuracy of the File (corrections, updates, opt-outs, removals)
• maintaining the security of systems used to distribute the File (including access controls, authentication, and audit/logging where available)
• responding to misuse reports, investigating suspected breaches, and enforcing these Terms
• recordkeeping necessary to demonstrate acceptance of these Terms and manage consent/opt-out status

14.3 OSN Restrictions

OSN will not:

• sell, rent, license, or commercially exploit the Member Contact File or member contact information
• provide the File to non-members, except OSN staff or authorized representatives who administer the system, or as required by law
• use the Member Contact File as a marketing list for third parties

14.4 Consent, Opt-Out, and Reciprocity

Participation in the Member Contact File is optional. Members may opt out of having their information included.

Because access to the Member Contact File is a reciprocal member benefit, Members who opt out of inclusion are not eligible to access or receive the Member Contact File.

OSN will process opt-outs and removal requests within a reasonable timeframe and will remove the Member’s information from future versions of the File.

OSN cannot guarantee deletion of copies already downloaded or retained by other Members but will take reasonable steps to reduce ongoing use or distribution following a reported misuse.

14.5 Corrections and Updates

Members may request corrections to their contact information.

OSN will make reasonable efforts to update the File to reflect changes in future versions.

14.6 Safeguards and Limited Access

OSN will take reasonable administrative and technical safeguards appropriate to the sensitivity of the information, including limiting access to OSN Members in Good Standing and using controlled distribution through the Member Portal and/or OSN-controlled OneDrive (or similar system).

15. Limitation of Responsibility

OSN provides the Member Contact File as a community resource for limited internal member use.

While OSN will take reasonable steps to manage access and protect the information, OSN is not responsible for:

• outdated member information
• communications sent by one Member to another
• misuse of the File by a Member acting contrary to these Terms, except to the extent responsibility cannot lawfully be excluded

Nothing in this section limits any rights or obligations that cannot be excluded by law.

16. Changes to These Terms

OSN may update these Terms from time to time.

Where appropriate, OSN may require Members to review and accept an updated version before continued access is provided.

Under PIPEDA, if an organization introduces a new purpose or materially changes how information will be used or disclosed, fresh notice or consent may be required.

17. Contact

Questions about these Terms, privacy concerns, corrections, or misuse reports may be directed to:

Acknowledgment