Governance

At CPHR BC & Yukon we utilize an AI chatbot to enhance user experience and provide efficient customer support for our members and non-members. This AI chatbot policy outlines our principles and guidelines governing the use of the chatbot on our website.

1. Purpose

The AI chatbot is deployed to assist our members and non-members with inquiries, provide information, and facilitate interactions on our website. It is designed to improve user engagement and streamline customer service processes.

2. Transparency

We are committed to transparency in how the AI chatbot operates. Users will be informed that they are interacting with an AI-powered system, and we will provide clear explanations of the chatbot’s capabilities, limitations, and purpose.

3. Data Privacy and Security

Protecting user privacy and data security is paramount. The AI chatbot will only collect and process user data necessary to fulfill its intended functions. User data will be handled in accordance with our privacy policy, and appropriate measures will be implemented to safeguard against unauthorized access or misuse.

4. User Consent

Users will be given the opportunity to consent to interact with the AI chatbot. They will also have the option to opt out of using the chatbot and seek assistance through alternative channels if preferred.

5. Fairness and Bias Mitigation

We will actively monitor the AI chatbot for biases and ensure that it provides fair and equitable responses to all users. Measures will be taken to mitigate any biases that may arise in the chatbot’s algorithms or training data.

6. Accuracy and Reliability

We are committed to ensuring that the AI chatbot provides accurate and reliable information to users. Regular testing and quality assurance processes will be conducted to maintain the chatbot’s performance and effectiveness.

7. User Support

In cases where the AI chatbot is unable to adequately address a user’s inquiry or issue, users will be provided with alternative means of support, such as live chat with a CPHR BC & Yukon staff member (during business hours) or access to additional resources.

8. Continuous Improvement

We will continuously evaluate and improve the AI chatbot based on user feedback, technological advancements, and evolving best practices. Updates and enhancements will be made to improve the chatbot’s functionality and user experience.

9. Ethical Considerations

We will consider the ethical implications of the AI chatbot’s interactions with users and its potential impact on society. The chatbot will be designed and deployed in a manner that upholds ethical principles, respects user autonomy, and promotes positive user experiences.

Conclusion

This AI chatbot policy reflects our commitment to responsible and ethical use of AI technology at CPHR BC & Yukon.  By adhering to these principles and guidelines, we aim to build trust with our members and non-members and deliver valuable services through our AI chatbot.

CPHR BC & Yukon reserves the right to update this AI chatbot policy as needed. Last updated: May 13, 2024.

The Chartered Professionals in Human Resources of British Columbia and Yukon CPHR BC & Yukon opposes the operation of a vehicle (or engaging in other inherently dangerous activities) while impaired. The objective of this policy is to establish a protocol for the responsible consumption of alcohol at CPHR BC & Yukon events.

Conditions of Attendance

Members (and other guests) are invited to CPHR BC & Yukon events on the condition of their acceptance that they must:

• accept responsibility for their own alcohol consumption;
• moderate their intake of alcohol;
• co-operate with CPHR BC & Yukon’s efforts to ensure their safety.

CPHR BC & Yukon reserves the right to ban from future events any member (or other guests) who ignore, or fail to comply with, these conditions of attendance.

Event Management

At all CPHR BC & Yukon events at which alcohol is served, CPHR BC & Yukon will make reasonable efforts to:

• remind the attendees of this policy and of their obligations as guests of CPHR BC & Yukon;
• provide a selection of non-alcoholic beverages as alternatives to alcoholic beverages;
• prevent an attendee who shows outward signs of impairment from continuing to consume alcohol;
• appoint a designated driver or provide alternate means of transportation to attendees who show outward signs of impairment;
• prevent an attendee who shows outward signs of impairment from leaving the event unaccompanied;
• document, immediately following the event, any actions which a CPHR BC & Yukon staff member or volunteer takes in response to dealing with an impaired event attendee.

CPHR BC & Yukon wishes to create a safe, respectful and inclusive environment for all. Please remember that while participating in an event, whether online or in person, Association members have the duty to conduct themselves in an ethical and professional manner and are expected to abide by the CPHR BC & Yukon Professional Rules of Conduct in both verbal and written comments. We reserve the right to remove, or edit any content, that we in our sole discretion consider harmful, offensive, unprofessional or disruptive. Any behavior deemed offensive could result in a participant being muted or removed from the session, may affect their ability to attend future events, and in certain cases, CPHR BC & Yukon membership discipline procedures may be initiated.

Committee Recruitment

CPHR BC & Yukon values diversity, equity and inclusion (DEI) and we are attuned to the strength and value that DEI brings to our Association.  In an effort to effectively represent our membership, and encourage diverse perspectives, CPHR BC & Yukon is committed to being inclusive at all levels, including Board of Directors, and on our volunteer committee. Because of this, we invite and encourage participation from people of all races, ethnicities, genders, ages, abilities, religions, and sexual orientation to apply. We suggest that you to indicate voluntarily if you belong to a traditionally marginalized group when applying.

Speaker/Presenter Call-outs

CPHR BC & Yukon values diversity, equity and inclusion (DEI) and we are attuned to the strength and value that DEI brings to our Association at all levels.  We are committed to developing and curating events that are inclusive and accessible. We work to include a wide variety of viewpoints and experiences by being intentionally inclusive with our call-outs for speakers, sponsors and volunteers. It is very important that we create events that are inclusive of all people, especially those from communities that have been traditionally marginalized. We invite participation from speakers and presenters of all ethnicities, genders, ages, abilities, religions, and sexual orientations and encourage those interested in speaking to share any relevant information about lived experience or background within the speaker proposal.

We respect the privacy of every individual who visits our website. We take great measures to ensure the privacy and confidentiality of any personal information on this site.

Web Privacy

When you visit our website, our web server automatically collects a limited amount of information essential for the operation and security of our website. Some of this information, such as your browser type, does not identify who you are, while other information, such as your Internet domain name or IP address, may identify you. We also collect information on user sessions to compile reports on the use of our website. These reports are statistical in nature and do not identify or profile individual users.

Some sections of this website may distribute small pieces of information (called “cookies”) to web browsers to assist you when you return to specific areas on the site. If you have concerns about this, you can change your web browser settings to not accept this information or to display warning messages.

Email Privacy

CPHR BC & Yukon works with Informz, a third-party vendor, to send emarketing. Informz uses pixel tags and other methods to gather information about the emails sent though Informz to recipients of CPHR BC & Yukon’s emails whether directly or indirectly through mail forwarding by the original recipients.

Pixel tags are tiny graphic files that are included in HTML-encoded email messages. When such a message is opened in an HTML-capable email program, the recipient’s computer will access Informz’s servers to retrieve the pixel tag file, allowing Informz to record and store information such as email address, date and time the recipient viewed the email message (if the recipient’s email program is capable of receiving HTML) and other logging information. Informz uses this information to optimize delivery of future messages to specific recipients and to provide information to CPHR BC & Yukon with respect to emails sent through the Informz system.

Informz maintains log files tracking IP addresses to analyze trends, help diagnose problems with our servers and to monitor traffic/usage in order to provide better service to our customers and visitors. IP addresses are not linked to personally identifiable information.

Personal Privacy Protection

Policy Summary

The Chartered Professionals in Human Resources of British Columbia and Yukon (“the Association”) maintains the principles of integrity and trust with respect to the privacy of personal information. As part of this commitment, the Association will protect the privacy of personal information received from our members, employees and applicants for employment, as well as personal information received from other sources at all times. To ensure this commitment, the Association agrees to comply in all material respects with applicable privacy laws, in particular the Personal Information Protection Act of British Columbia (“the Act”).

Privacy Officer

The CEO appoints the Privacy Officer for the Association. Any person having questions or a complaint about how their personal information is being used or maintained or about the Privacy Policy, should bring their questions or complaint to the attention of the Privacy Officer.

Definitions

“contact information” means information to enable an individual at a place of business to be contacted and includes the name, position name or title, business telephone number, business address, business email or business fax number of the individual;

“employee personal information” means personal information about an individual that is collected, used or disclosed solely for the purposes reasonably required to establish, manage or terminate an employment relationship between the organization and that individual, but does not include personal information that is not about an individual’s employment;

“personal information” means information about an identifiable individual and includes employee personal information but does not include:

• contact information, or
• work product information;

“work product information” means information prepared or collected by an individual or group of individuals as a part of the individual’s or group’s responsibilities or activities related to the individual’s or group’s employment or business but does not include personal information about an individual who did not prepare or collect the personal information.

Our Need for Personal Information

The Association maintains personal information necessary to its operations and the provision of service to our membership. Our uses include but are not limited to:

• Employee personal information required to maintain the employer/employee relationship and to satisfy government requirements
• Work experience and educational information related to professional qualification
• Home contact information when required to maintain contact with our members
• Member profile information used to improve member services
• Speaker evaluations used to improve our learning services programs

Consent

The Act deems that an individual has consented to our collection, use or disclosure of personal information about that individual if, at the time the consent is deemed to be given, the purpose would be considered obvious to a reasonable person. In such circumstances, we will collect, use or disclose personal information without obtaining a written or verbal consent to do so.

Where required by the Act, the Association will provide the individual with a notice, in a form the individual can reasonably be considered to understand, that it intends to collect, use or disclose the individual’s personal information for clearly specified purposes. In accordance with the provisions of the Act, the Association will then either obtain the express consent of the individual or will provide the individual with the opportunity to decline within a reasonable time to have his or her personal information collected, used or disclosed for the stated purposes.

On request by the individual, we will provide the position name or title and the contact information for an officer or employee of the organization who is able to answer the individual’s questions about the collection of personal information.

Upon giving reasonable notice to the organization, an individual may withdraw consent to the collection, use or disclosure of personal information about the individual at any time.

Security

The Association recognizes our legal obligation to protect the personal information we have gathered. We will maintain reasonable safeguards that comply in all material respects with industry standards to guard personal information against unauthorized access, disclosure, loss, destruction or modification.

Accuracy of Information

The Association makes all efforts to ensure that personal information collected, used and disclosed for its intended uses is as accurate and complete as possible.

Access

Upon reasonable notice, the Association will allow an individual to access and review the individual’s personal information collected by the Association. Should the individual believe that any personal information is incomplete or incorrect, the individual may advise the Association to update the information. If the information is subject to interpretation or is an opinion, such as a performance evaluation, the Association may not change the record, but will annotate the record.

Training

The Association will train employees as appropriate with respect to their obligations regarding the Privacy Policy.

Retention

The Association has a policy with respect to retention of personal information that is consistent with its other statutory and legal requirements, and will retain personal information only as long as is reasonably necessary within those requirements.

Enforcement

The Privacy Officer will review allegations that the Privacy Policy has been violated.

Contact Information

The Privacy Officer may be contacted by e-mail at privacy@cphrbc.ca, by telephone at 604.694.6932, or by mail at Chartered Professionals in Human Resources of British Columbia and Yukon, 1101 – 1111 West Hastings Street, Vancouver, BC V6E 2J3.

If, after our Privacy Officer has reviewed and responded to your concerns, you remain dissatisfied, you may wish to contact the Office of the Information and Privacy Commissioner at:

P.O. Box 9038, Stn Prov Govt
Victoria, BC V8W 9A4

Telephone 250.387.5629
Fax 250.387.1696

Public relations is an important method to extend the association’s reach into the business community. Effective PR can mold the CPHR BC & Yukon brand, its services and offerings, as well as the profession of human resources. CPHR BC & Yukon created a public relations policy to promote a ‘one-voice’ strategy. The association is committed to promoting CPHR BC & Yukon’s vision, empowering employees and providing value to our membership.

Media Relations

Always consult with the provincial CPHR BC & Yukon office before interviewing or commenting to the media on behalf of the association. CPHR BC & Yukon is working hard to develop specific branding and messaging within the community and wants to ensure this messaging is at the forefront of any contact with the media. All requests for media interview must be directed to CPHR BC & Yukon’s provincial office.

Press Releases

All press releases for provincial initiatives will be drafted and distributed by CPHR BC & Yukon’s provincial office. Press releases for regional events and issues can be self-directed with collaboration between volunteers and regional member relations managers. However, the provincial office must review it prior to sending to the media. Please note: all images relating to the release must have appropriate permissions.

Community Opportunities

Volunteers are encouraged to provide CPHR BC & Yukon staff with information on tradeshows, networking events, and potential sponsorship or partnership opportunities. Information should be complete and include deadlines and contact details.

Event Calendars and Promotion

With collaboration between volunteers and regional member relations managers, information about CPHR BC & Yukon events can be posted on online calendars and bulletin boards. Please adhere to the information on CPHR BC & Yukon’s event calendar.

The Chartered Professional in Human Resources (CPHR) designation can be denied or revoked for several reasons:

• Falsification or misrepresentation of professional employment experience or other information on any membership, certification, assessment applications, or submitted documents to provincial associations or other regulatory bodies.
• Failure to adhere to the Code of Ethics.
• Failure to renew provincial HR association membership or failure to pay annual membership dues or CPHR fees.
• Violation of testing procedures.
• Failure to pass the certification assessments or meet Continuing Professional Development (CPD) requirements.

File A Complaint

If you wish to register a complaint about a CPHR BC & Yukon professional member (CPHR), please download and complete the complaint form. All complaints must be received in writing to the Office of the Registrar at registrar@cphrbc.ca.