Liberty For Youth is committed to collecting, using and disclosing information concerning it donors, supporters, volunteers, youth and families in accordance with this policy. This document sets out the manner in which we implement the principles that have been set out in the Personal Information Protection and Electronic Documents Act (PIPEDA).
Principle 1 - Accountability
The Executive Director (ED) is responsible to the Board of Directors for compliance with this policy. The ED is also responsible for the management of the policy, including the guiding principles.
Principle 2 - Identifying Purposes
Liberty For Youth collects and maintains a personal record only of personal information necessary to:
- Provide attentive and responsible youth programs, meet the needs of the youth participating in our programs, provide emergency health care, ensure a safe and secure environment and to meet applicable regulations.
- Communicate with our supporters and potential supporters and to issue and distribute required information, including income tax receipts.
- Evaluate and communicate with potential volunteers and members of our volunteer base.
- Maintain accurate records and communicate all required information to staff members and Board of Directors.
- Maintain accurate records of the individuals and companies with which we do business.
- All other information is kept only as long as required to fulfill the purposes identified at the time of its collection, unless permission is obtained from the individual providing the information.
Liberty For Youth may collect information about individuals in a variety of ways:
- Personal communications with an individual by an employee, volunteer or Board member
- Accessing information which is publicly available.
- Internet research
- Responses to post office mailings
- Responses to newspaper inserts and mail drops
- Receipt of information about donations, memorials or bequests
- Registration for a Liberty For Youth program or special activity
- Information generated by fundraising events such as dinners, entertainment, contests, and the like.
Principle 3 - Consent
All individuals have the ability to consent to the uses of their personal information by Liberty For Youth. Individuals may choose to withdraw their consent by contacting the Liberty For Youth office in Hamilton. Liberty For Youth will assume that consent is granted unless an individual indicates otherwise.
Principle 4 - Limiting Collection
Liberty For Youth will limit the amount and type of information collected to that which is necessary for the purposes identified.
Principle 5 - Limiting Use, Disclosure and Retention
Liberty For Youth will use the personal information obtained from individuals only for the purposes for which it was collected and will not disclose the information for other purposes, except as required by applicable law.
All personal information provided to Liberty For Youth will be maintained in a secure manner to ensure that its use is limited to the purposes for which it was collected. When personal information concerning an individual is no longer required for the purposes for which it was collected or because of legislative requirements, it will be destroyed, removed from our records or returned. It is the policy of Liberty For Youth that we do not release personal information to other organizations without the approval of the individual involved.
Principle 6 - Accuracy
Liberty For Youth will keep personal information as accurate and complete as is required for the purposes for which it was collected. Individuals have the right to view and provide corrections to the data we have recorded concerning them. We will generally rely on individuals to provide updated information, including changes to address and other contact information. If an individual demonstrates that their personal information in our files is inaccurate, incomplete, out of date or irrelevant Liberty For Youth will revise the information.
Principle 7 – Safeguards
Liberty For Youth will make reasonable security arrangements to protect personal information. We will inform staff and volunteers about this policy and require them to conform to it. When Liberty For Youth discloses personal information to third parties, we will require those parties to safeguard it in a way that is consistent with these policies and complies with these principles. (This might occur when we use a software system to send an online email campaign).
Principle 8 – Openness
Principle 9 - Individual Access
Upon a request in writing, Liberty For Youth shall inform an individual of the existence, use and disclosure of his or her personal information and will be given access to view that information. An individual may challenge the accuracy or completeness of the information and have it amended or corrected as appropriate.
Principle 10 - Challenging Compliance
Individuals may challenge Liberty For Youth compliance with this policy by contacting the Executive Director. Liberty For Youth will investigate all complaints made to it, in writing. If it is determined that the complaint is justified, Liberty For Youth will take appropriate action, including, if necessary, amending its policies and practices.