Principles
At KidsAbility Foundation the privacy of the personal information of our donors, prospective donors, employees, and other stakeholders has always been an important aspect of how we conduct our business. We value the trust of those with whom we deal as well as with the public at large and we recognize that maintaining this trust requires that we be open and accountable in how we treat information entrusted to us. As a result, KidsAbility Foundation has developed this policy both to ensure compliance with privacy legislation as well as to inform our stakeholders of our continuing commitment to the protection of their personal information.
All KidsAbility Foundation personnel are authorized to access personal information in our files only as required for the conducting of legitimate and appropriate Foundation business. In addition, we have instituted safeguards to ensure that the information retrieved is not disclosed or shared beyond its immediate requirements.
This policy is based on the Canadian Standards Association Model Code and adheres to the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
Definition
Personal information includes any factual or subjective information, recorded or not, that could be used to distinguish, identify, or contact an individual. This includes information in any form such as personal e-mail address, credit card numbers, home addresses, and so on. It does not include certain publicly available information such as that normally found on a business card, such as name, title, company, business address, business e-mail address, business telephone or fax number. Also not deemed to be personal information are certain publicly available data such as names, addresses, and telephone numbers as published in telephone directories.
Privacy Practices
1. Accountability
The Executive Director or other person so designated by the board serves as KidsAbility Foundation’s Chief Privacy Officer. All employees, volunteers, and members of the Board of KidsAbility Foundation are required to comply with this Privacy Policy. At times, KidsAbility Foundation staff may be delegated to act on behalf of the Chief Privacy Officer or to take responsibility for occasional collection, use, and/or disclosure of personal information.
2. Declaration of Privacy Responsibilities
During their orientation to their various responsibilities to KidsAbility Foundation, all individuals who have or may have access to the Foundation’s confidential files are required to sign a Declaration of Privacy Responsibilities confirming their understanding of this policy and their commitment to its adherence.
3. Identifying Purposes
Before, or at the time of the collection of personal data, KidsAbility Foundation must identify the purposes for which personal information is being collected. Information collected will be used only for the original purpose for which it was collected, unless required otherwise by law.
3.1 KidsAbility Foundation collects personal information for the following purposes:
a) to establish and maintain a responsible relationship with donors;
b) to register participants at events in support of KidsAbility Foundation;
c) for purposes identified to individuals or purposes obvious to individuals, in respect of particular collections of personal information;
d) to meet legal and regulatory requirements;
e) to share information about KidsAbility and KidsAbility Foundation, including but not limited to the Annual Report, event invitations, newsletters, and updates concerning KidsAbility and its needs;
f) to manage and develop KidsAbility Foundation’s operations.
4. Consent
In the collection, use or disclosure of personal information, knowledge and consent of the individual so involved is required. This consent must be meaningful and easily understood. Nonetheless, in certain circumstances, such as an emergency or as required by law, KidsAbility Foundation may disclose personal information without the interested individual’s knowledge or consent.
5. Publication of Donor Lists
With respect to the publication of donor lists by gift category, donor requests for anonymity will be honoured.
6. KidsAbility Client and Volunteer Solicitation
KidsAbility Foundation receives contact information of volunteers and clients and their families from KidsAbility Centre for Child Development. Formal requests from individuals to be excluded from mailings or other communications will be respected and acted on promptly.
7. Limiting Collection
Personal information collected is limited to the purpose for which it was collected, except with the consent of the individual and as permitted by law. Should there be an additional use for which the information may be employed, individuals affected must be notified and their concurrence formally secured.
8. Limiting Use, Disclosure and Retention
Personal information will be used only for the purpose for which it was collected except with the consent of the individual or as required by law.