Personal Information Protection Policy
OUR
COMMITMENT:
NAMF is committed to protecting the privacy of the personal information
of its employees, members, donors and other stakeholders. We value the
trust of those we deal with, and of the public, and recognize that
maintaining this trust requires that we be transparent and accountable
in how we handle personal information.
The information you provide will be used to keep you informed and up to
date on the activities and programs of NAMF, our funding needs, and
opportunities to volunteer or to donate, through periodic contact. If at
any time you wish to be removed from any of these contacts, simply
advise the NAMF Privacy Officer, and we will respectfully accommodate
your request.
Scope of this Policy
NAMF will observe the principles of the
Personal Information Protection and Electronic Documents Act ("PIPEDA")
with respect to the collection, use and disclosure of personal
information.
DEFINITIONS FOR THE PURPOSES OF THIS
POLICY:
collect
means to gather, receive, or obtain personal information from any source
or by any means.
personal
information
means any factual or subjective information, recorded or not, about an
identifiable individual, except the name, title, business address,
business telephone number and business email address of an individual
and includes, but is not limited to, the individual's address,
birthdates, gender, employment, bank account number, credit card number,
donation history, or other financial information. disclose means to make
known or reveal personal information by any means to any persons outside
the organization.
donor
means an individual who has in the past, or it is anticipated may in the
future, make a donation to NAMF. third party means a person,
organization or association other than NAMF, or an employee of NAMF or
volunteer working at NAMF.
use
means to review, access, employ or apply personal information for any
purpose by and within NAMF.
PIPEDA Principles:
1.
Accountability
NAMF is responsible for all personal information under its control. Its
Privacy Officer is accountable for compliance with the principles as set
out in Schedule 1 of the PIPEDA.
NAMF Privacy Officer contact information
is as follows:
63 Silver Star Boulevard Unit D6
Scarborough, Ontario M1V5E5
(416) 299-1969 ext. 22
E-mail: privacy@namf.ca
Under this Principle, NAMF is responsible
for personal information in its possession or custody, as well as for
personal information that is in transit to a third party for processing.
NAMF will ensure that third parties give
an appropriate level of protection to personal information while it is
being processed.
NAMF is establishing and implementing:
- Policies and procedures to protect
personal information;
- Policies and procedures to receive and
respond to complaints and inquiries
- Practices to ensure access to this
policy
2.
Identifying Purposes
The purposes for which personal information is collected will be
identified and documented by NAMF at or before the time of collection.
NAMF may collect personal information
concerning donors for one or more of the following reasons:
- To administer and maintain accounts
relating to donations.
- To facilitate fundraising for the work
of NAMF
- To communicate with donors and NAMF
constituency
- To comply with legal and regulatory
requirements.
3.
Consent
Consent, either express or implied, is required and will be obtained by
informing the individual in a meaningful way of the purpose for the
collection, use or disclosure of personal data, before or at the time of
collection.
4. Limit
Collection
NAMF will limit the amount and type of information gathered to what is
necessary for the identified purposes and on request, explains why the
personal information is required.
5. Limit
Use, Disclosure and Retention
NAMF will not use or disclose personal information for purposes other
than that for which it was collected, except with the consent of the
individual or as required or permitted by law. Retention of this
information will be as necessary to fulfill these purposes.
NAMF will institute maximum and minimum
retention periods taking into account any legal requirements or
restrictions and provide any individual the opportunity to obtain access
to their own information.
NAMF will document any new purpose for
the use of personal information.
NAMF will dispose of personal information
in a way that prevents improper access.
6.
Accuracy
NAMF will keep personal information as accurate and complete as is
necessary to fulfill the purposes for which it is to be used, taking
into account the interests of the individual.
7.
Safeguards
NAMF will take all necessary precautions to protect personal information
against loss or theft, as well as unauthorized access, disclosure,
copying, use, modification or disposal, regardless of the format in
which it is held.
The nature of the safeguards will vary
depending on the sensitivity of the information that has been collected,
the amount, distribution, format and the method of storage.
The methods of protection will include:
- Physical measures, including locked
filing cabinets and restricted offices
- Organizational measures, such as
security clearances and limiting access on a "need to
know" basis
- Technological measures, such as the
use of passwords and encryption.
8.
Openness
NAMF will be open about its policies and procedures with respect to
management of personal information. It will ensure individuals have
access to the policies and practices for the management of personal
information and that this information is available in a form that is
generally understandable.
Copies of this Privacy Policy will be
made available on request
9.
Individual Access
Upon written request, NAMF will inform an individual of any personal
information on file about them, including how it has been used.
If the accuracy or completeness of any
personal information is challenged and found to be deficient, NAMF will
make the necessary corrections or amendments.
10.
Challenge Compliance
NAMF will investigate all complaints made in writing, that challenges
compliance with any of the principles of this policy. If the complaint
is found to be justified, NAMF will take appropriate action, including,
if necessary amending its policies and practices.