Privacy Policy for Personal Information
Our commitment to your privacy
Introduction
Effective January 4, 2004 all organizations that collect, use or disclose personal information in the course of commercial activities became subject to the privacy requirements of the PROTECTION OF PERSONAL INFORMATION AND ELECTRONIC DOCUMENTS ACT (Canada) (hereinafter referred to as “PIPEDA”). While the activities of Support to Single Parents Inc. are likely not governed by the requirements of PIPEDA, as they don't constitute commercial activities as defined by PIPEDA, our agency is still committed to protecting the privacy of the personal information of our stakeholders. We have therefore voluntarily adopted and adhere to the privacy guidelines set out in PIPEDA which are incorporated into our Privacy Policy.
Parties Protected
Support to Single Parents Inc.'s Privacy Policy applies specifically to five categories of individuals:
- Clients/Participants
- Donors
- Volunteers
- Employees/Independent Contractors
- Board Members
Personal Information
Personal Information is defined as any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual's opinions or beliefs as well as facts about or related to the individual. Examples of personal information include but are not limited to name, address, telephone number, e-mail address, race, age, information, criminal record, language, SIN number, credit card particulars, personnel file information, performance reviews, complaints, program evaluations, referral sources, funding information, attendance records and registration information.
PIPEDA exempts business information, business contact information and publicly available personal contact information (such as names, addresses, telephone numbers and e-mail addresses that are published in telephone directories or other public data bases) from protection. While Support to Single Parents Inc. treats all personal information to be governed by its Privacy Policy, it does not seek consent from individuals prior to the collection and of publicly available information such as names, addresses, publicly listed telephone numbers and/or e-email addresses of individuals.
Accountability
Support to Single Parents Inc. is responsible for the protection of personal information collected or provided to us including information received verbally, by correspondence, electronic mail, telephone, within program registration materials, and/or donation materials and all other forms of communication. This responsibility extends to personal information that is transferred to or collected by third parties by our Privacy Policy.
The Executive Director of Support to Single Parents Inc. will be responsible for training our employees/independent contractors, volunteers and board members on our Privacy Policy and where appropriate, obtain signed acknowledgements from these parties that they have read, understood and will abide by our Privacy Policy.
Identifying Purposes
Before we collect any personal information from an individual, we will identify the purpose for the collection and with whom the information could potentially be shared with externally of the organization. We will not use personal information for any reason other than what it was identified for in the collection unless we inform the individual or the new purpose and receive the individual's consent to do so.
We will not sell, trade or rent personal information collected from individuals with any other organization.
Consent
We will obtain from individuals their consent prior to collecting, using or disclosing their personal information, save and except the collection and use of personal information widely available from public sources such as name, address, publicly listed telephone numbers and/or e-mail addresses.
We will explain the implications to an individual of withdrawing his or her consent for the collection, use and/or disclosure of his or her personal information, for example, the inability of Support to Single Parents Inc. to provide program services to an individual because of withheld consent.
In limited situations, we may need to collect, use or disclose your personal information to third parties without your express consent, these situations include:
- As is necessary to fulfill confirmation, registration and/or funding requirementsof a participant's funding and/or referral agency;
- For research, audit or program evaluation (Third parties involved will be subject to our privacy obligations);
- To report a committed crime on Support to Single Parents Inc.'s premises or against Support to Single Parents Inc.'s staff or volunteers;
- To report the suspected occurrence of a future crime;
- To assist medical personnel in a medical emergency;
- To report suspected child abuse or neglect to appropriate authorities;
- If the sharing of information is necessary to process a donation or to pursue payment of program fees (but only to the extent that it is strictly necessary for the same);
- For the receipt of legal advice or to defend legal proceedings;
- Pursuant to an agreement and/or relationship with a partnering or associated organization or individual with Support to Single Parents Inc. (Third parties involved will be subject to our privacy obligations);
- As otherwise required by law.
Limited Information Collected
We only collect personal information from individuals related to the purposes that have been identified to the individual. We will collect personal information fairly and lawfully in all cases. We will collect personal information fairly and lawfully in all cases. We will collect personal information directly from the individuals involved whenever possible (save and except names, addresses, telephone numbers and e-mail addresses which are widely available from the public sources).
Limiting Use, Disclosure and Retention of Personal Information
Except as required by law or as specifically provided for by the Privacy Policy, we will use and disclose information only for the purpose for which it has been collected and consented to by the individual.
We keep personal information only as long as it is necessary to satisfy the purpose for the information in a way that prevents access.
All personal information collected and used by Support to Single Parents Inc. (save and except name, address, listed telephone number and/or email address obtained from public sources) shall be treated as confidential by the organization, including its employees, volunteers and board members. Internal access and disclosure to sensitive personal information shall be granted to only those employees, volunteers and board members whose duties for the organization justify a need to know.
While Support to Single Parents Inc. will foster and encourage the respect of confidentiality amongst group program participants, it is not responsible for safeguarding the confidentiality of personal information shared by individuals with fellow participants in our group program from improper or unauthorized use or disclosure by fellow participants.
Accuracy
Support to Single Parents Inc. will do its best to ensure the personal information it collects, uses and/or discloses is accurate, complete and up-to-date as is reasonably necessary taking into account its use, its sensitivity and the interests of the individual involved. Support to Single Parents Inc. will assume personal information provided to us by an individual in relation to himself or herself is accurate unless we are informed otherwise.
Safeguards
Support to Single Parents Inc. has in place measures to respect the confidentiality of personal information and protects personal information by safeguards that are appropriate for the sensitivity of the information collected and used by the organization.
All sensitive personal information is kept in locked file cabinets, offices and/or storage areas while not being used and access is limited to only those employees, volunteers or board members of the organization with need-to-know designations.
Appropriate safeguards are in place to protect personal information contained on the organization's computer systems. No personal information will be made available on the organization's website without prior consent obtained.
Openness
Support to Single Parents Inc. will regularly review its privacy practices. Any revisions to the Privacy Policy will be made on our website or in hard copy upon request. The Executive Director of Support to Single Parents Inc., Nancy Hartling , is also the designated Privacy Officer for the organization. All requests concerning the Privacy Policy including requests for access by an individual to his or her personal information shall be directed to the Privacy Officer as follows:
Nancy J. Hartling Executive Director/Privacy Officer
Support to Single Parents Inc.
154 rue Queen Street
Moncton , New Brunswick E1C 1K8
Telephone: (506) 858-1303
(Envelopes may be marked "private & confidential" to limit access strictly to the Privacy Officer)
Access
Upon request we will inform individuals within a reasonable time if our organization holds any personal information in relation to them and provide access to this information at either a minimal or no cost basis. If we have any personal information on the requesting individual we will also tell him or her for what purpose it is used and/or disclosed by the organization.
An individual may withdraw his or her consent to the collection, use or disclosure of his or her personal information at any time by contacting the Support to Single Parents Inc.'s Privacy Officer and subject to any legal restraints we will comply with any such request within a reasonable period of time.
Individuals have a right to update any personal information that we hold concerning them as well as the right to challenge the accuracy or completeness of such information if found to be deficient.
In some limited cases access to personal information may be limited or denied if required or permitted by law in which case we will advise in writing of the reason behind the denial or limitation.
Compliance
If for any reason you are concerned about our compliance with our Privacy Policy please contact Privacy Officer using the contact particulars described above.