The OSFN does not collect any information about its members except that which is knowingly and specifically supplied by them. This may include name, mailing address, phone number and e-mail address. Any member who wishes to exclude certain pieces of personal information (home address, phone number or e-mail address) not essential to maintaining their membership may choose to do so.

This information is stored and maintained by the Membership Coordinator in a computer database (member list) that contains the above-mentioned particulars plus the membership category (family, single, honourary), history (date membership began), last membership payment, and expiry date. A paper record of this list is printed from time to time. Access to this list in electronic and paper form is shared among the executive members and nominating committee.

The member list is used primarily for monitoring membership status and mailing the OSFN newsletter (Hart’s Tongue Herald) and membership cards. From time to time the list may be used to contact members for other club business and to relay information about events and issues relevant to the OSFN mandate. The OSFN will not release the membership list for any other use. To protect members e-mail addresses, all group e-mail messages will be sent Bcc. Any member who receives unwanted correspondence from the OSFN can request exclusion from this type of contact.

The OSFN strives to maintain accurate and up to date member information. Any errors or changes to this information should be directed to the Membership Coordinator.