Privacy Statement
Gateway Society respects and upholds an individual’s right to privacy with respect to the information we collect from or about them. Personal information can and must not be collected, used or disclosed without prior knowledge and consent of the individual/client or guardian where appropriate, except where PIPA excuses consent (examples: employee personal information reasonably needed for the employment relationship; in an emergency; for an investigation where consent would compromise the availability or accuracy of the information). Gateway does not share, sell or trade information about its donors or grant or bursary recipients.
The only circumstance by which donor or client information will be disclosed to third parties are if Gateway requires the services of an outside company in order to process information or if obligated to disclose information by law. Gateway Society would verify these third parties’ security and privacy policies before divulging your information.
Definition of Personal Information:
Personal information is defined as information about an identifiable individual and includes age, weight, height, marital status, social insurance number, other identifiable numbers, financial and credit card information, payment habits, home address and phone number, income, purchases, spending habits, contents of donor or grant recipient files, race, ethnic origin and colour, as well as personal health information.
Purposes for which information is collected by Gateway Society:
- Processing of Donations
- Processing of Tax Receipts
- Membership / Directors
- Newsletter
- Direct Mail
- Thank You Letters/Cards/Recognitions
- Invitations
- Corporate Contacts
- In Your Honour/Memoriam Cards
- Fundraiser/Event Contacts
- Marketing and P/R Materials
- Any actions to meet Revenue Canada and Societies Act requirements
- Communicate with members, donors, clients, Community Living B.C.
- To determine client eligibility for Gateway funding and programs
- Recognizing a donation
- Assess client needs and to provide for those needs
- Reports and requirements of various government regulations or requirements
With respect to new Gateway initiatives, any and all new purposes for the gathering of personal information are subject to the guidelines of PIPA, PIPEDA and this Personal Information and Protection Policy.
Consent for Collection, Use and Disclosure of Personal Information:
An individual’s consent must be obtained at the time of collection as well as when a new use is identified for his/her information. In order for an individual to give consent, he/she must be told why Gateway is collecting the personal information.
Security Procedures for the Protection of Personal Information:
Gateway Society is required to have security procedures in place to protect all personal information. These procedures include: 1) physical measures such as locked offices, locked filing cabinets, restricted access, and alarm systems; 2) technological tools such as passwords, encryption, firewalls, anonymizing software; and 3) organizational controls such as security clearances, limiting access on a “need-to-know” basis, staff training, signed Codes of Ethics, and Oaths of Confidentiality.
Accuracy of Personal Information:
Gateway is required to make all reasonable efforts to ensure that donor and client personal information is as accurate, complete, and current as required for the purposes for which it has been collected. In some cases, Gateway relies on donors to ensure that certain information, such as contact address or telephone number, is current, complete and accurate. It is important that you contact us with any changes to your information.
Requests for Access to Personal Information:
All donors, clients, members, volunteers and employees have the right to access their personal information collected by Gateway. Please direct all requests for access to personal information to the Privacy Coordinator.
In certain situations, Gateway may not be able to provide access to all of the personal information that it holds about a donor, client, member, volunteer or employee. For example, Gateway may not provide access to personal information if doing so would reveal personal information about a third party or could reasonably be expected to threaten the life or security of another person. If a request for access is refused, Gateway will notify the individual making the request, in writing, documenting the reasons for the refusal.
Retention of Personal Information:
Information collected or created is maintained in accordance with legislative requirements. Gateway will comply with any requests to have personal information deleted from its database once any legal obligations have been met.
Links to other Web sites:
Gateway Society sites contain links to other Web sites. Gateway Society is not responsible for the privacy practices and content of these third-party Web sites. We urge you not to supply personal information to these sites unless you have verified their security and privacy policies.
Complaints and Requests for Information:
All complaints and requests for information must be investigated and dealt with immediately. The investigation must be completed and the results reported to the complainant within 30 days. Please direct any questions or complaints to the Privacy Coordinator.
Who to contact for more Information:
Jan Armstrong
Privacy Coordinator
c/o Gateway Society
4807 Georgia Street Delta BC V4K 2T1
Tel: 604-946-0401
Email:jarmstrong@gatewaysociety.org |
