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PRIVACY
POLICY
The
Kiwanis Club of Orillia (the “Club”) is committed to protecting
individuals’ right to privacy. This Privacy Policy describes how the
Club collects, uses and discloses personal information in accordance with
the Privacy Policy of the Eastern Canada and Caribbean District (the
“District”) and the applicable privacy legislation.
1.
APPLICATION
This
Privacy Policy governs how the Club collects personal information from
individuals, including those who are existing or potential members of the
Club, donors to the Club’s fundraising and other activities, applicants
for our various grant, and other programs, and how the Club uses and
discloses such personal information in the course of its work.
2.
DEFINITION OF PERSONAL INFORMATION
In
this Privacy Policy "personal information" refers to any
information about an identifiable individual, except for information that
is typically listed on a business card, including an individual's business
title and business contact information.
3.
THE PERSONAL INFORMATION THE CLUB COLLECTS
In
order to complete the mission, activities and projects of the Club and to
develop and maintain relationships with existing and potential members,
volunteers, donors, and partnering organizations, the Club collects a
broad range of personal information. Members - If you are an
existing or potential member of the Club, the following is a list of the
types of personal information that the Club typically collects:
·
contact and identification
information, including name, work and home address, telephone numbers, fax
numbers, e-mail addresses, birthdate, anniversary and spouse’s name;
·
information about your
professional, community and other volunteer involvement, including your
work contact information, your title, and the type of work you perform;
·
information about your
involvement with the Club, the clubs in the District, District, and
Kiwanis International, including your committee involvement, the meetings,
programs and conferences you attend, and other volunteer involvement with
the Club, the clubs in the District, District and Kiwanis International;
·
donation information, including
financial information, which may include credit card information to
process payments from you, information about your estate planning or Will
if you plan to make a gift to the Club, District or Kiwanis International
by your Will, a description of projects of the Club, the clubs in the
District, District and Kiwanis International that you have or would like
to support financially, through volunteer work and otherwise, a list of
work and donations made to date; and
·
tax receipt information,
including all information that we require to complete and send tax
receipts to you.
Applicants
-
If you are applying to be a recipient of any grant, funding, scholarship,
or exchange program that is sponsored by the Club, the clubs in the
District, District, or Kiwanis International, alone or in conjunction with
any other group or organization, the following is a list of the types of
personal information that the Club may collect in considering your
application (please note that the information will vary greatly depending
upon the application in question):
·
contact and identification
information about the applicant, including name, telephone numbers, fax
number, home and work address, e-mail addresses, and proof of
identification;
·
if the application includes a
review of financial need, the information reviewed could include family
information, employment and salary information, family assets, income, and
debts;
·
if the application includes a
request for a certain item or equipment, a description of the current
status of the individual and details of why the item is needed, which may
include a request for medical information;
·
if it is a scholarship or
exchange program, a student’s background, school activities and marks,
volunteer and other community work, and extra-curricular activities;
·
personal references and personal
statements.
Donors
and volunteers– If
you support any of the Club, the clubs in the District, District, or
Kiwanis International programs, projects, activities or fundraisers, we
may collect the following information about you:
·
contact and identification
information, including name, work and home address, telephone numbers,
e-mail addresses, and fax numbers;
·
work and schedule information,
including a review of your work and other related experience to determine
your suitability for volunteer work, when and where you work to determine
when you will be able to volunteer, a record of when and where you did
volunteer for us, and a summary of work completed;
·
donation information, including
financial information, which may include credit card information to
process payments from you, information about your estate planning or Will
if you plan to make a gift to the Club, the clubs in the District,
District or Kiwanis International by your Will, a description of projects
of the Club, the clubs in the District, District and Kiwanis International
that you have or would like to support financially, through volunteer work
and otherwise and a list of donations made to date; and
·
tax receipt information,
including all information that we require to complete and send tax
receipts to you.
4.
PURPOSES FOR COLLECTING PERSONAL INFORMATION
Members.
If
you are a new or existing member of the Club, the Club may use your
personal information for the following purposes, including:
·
to develop, maintain, and manage
relations with you and the Club, the clubs in the District, District and
Kiwanis International, including providing you information about the Club,
the clubs in the District, District and Kiwanis International, and about
related activities, programs, promotions, fundraisers, and conferences;
·
to monitor, analyze, develop,
change, and promote the work, programs, projects, growth, websites, and
profile of the Club, the clubs in the District, District and Kiwanis
International;
·
to collect any amount owing by
you to the Club, the clubs in the District, District and Kiwanis
International, including membership fees and donations;
·
to enable the Club, the clubs in
the District, District and Kiwanis International to create and change
marketing and development strategies;
·
to protect the Club, the clubs in
the District, District and Kiwanis International against error, fraud,
theft, or damage to the their property;
·
to comply with applicable laws
and regulatory requirements; and
·
any other reasonable purpose to
which you consent.
Applicants
-
If you are applying to be a recipient of any grant, funding, scholarship,
or exchange program that is sponsored by the Club, clubs in the District,
District or Kiwanis International, alone or in conjunction with another
organization, the Club may use your personal information for the following
purposes, including (please note that the information will vary greatly
depending on the application in question):
·
to review your application and
determine whether you qualify for the project in question;
·
to contact you, or any person you
make reference to in your application, to verify or obtain additional
information;
·
to determine your financial need,
if applicable;
·
to determine your scholastic,
community, and other achievements, if applicable;
·
to determine your medical or
other need, if applicable;
·
to choose the successful
applicants for the project in question;
·
to determine whether the funding
given was used for the purpose for which it was intended, and whether the
project is fulfilling its objectives;
·
to follow up with the applicant
about the application form and application process, to analyze, review and
improve the project in question;
·
to monitor, analyze, develop,
change and promote the work, programs, projects, growth, and profile of
the Club, the clubs in the District, District and Kiwanis International;
·
to protect the Club, the clubs in
the District, District and Kiwanis International against error, fraud,
theft, or damage to the their property;
·
to comply with applicable laws
and regulatory requirements; and
·
any other reasonable purpose to
which you consent.
Donors
and Volunteers. If
you are a donor or volunteer, personal information obtained by the Club
may be used for the following purposes, including:
·
to confirm your identity;
·
to collect any amounts owing by
you to the Club, the clubs in the District, District or Kiwanis
International;
·
to publicly recognize your
financial or volunteer contributions to the Club, the clubs in the
District, District or Kiwanis International;
·
to follow up with you about your
experience with the Club or an event or project of the Club, the clubs in
the District, District or Kiwanis International, or any related work, and
to review and improve the activity in question;
·
to advise you about the ongoing
activities, programs, promotions, and fundraising activities of the Club,
the clubs in the District, District and Kiwanis International, and request
your support for such activity;
·
to monitor, analyze, develop,
change and promote the work, programs, projects, growth, website, and
profile of the Club, the clubs in the District, District and Kiwanis
International;
·
to protect the Club, the clubs in
the District, District and Kiwanis International against error, fraud,
theft, or damage to their property;
·
to comply with applicable laws
and regulatory requirements; and
·
any other reasonable purpose to
which you consent.
5.
USE AND DISCLOSURE OF PERSONAL INFORMATION
The
Club only uses and discloses your personal information for the purposes
described in this Privacy Policy, and for any additional purposes for
which the Club has obtained your consent (which consent may be express, or
implied). The Club does not sell its membership or donor lists to third
parties.
6.
WHO HAS ACCESS TO YOUR PERSONAL INFORMATION?
The
Club may share personal information with its members, employees,
volunteers, other clubs in the District, District, Kiwanis International,
our accountant and other advisors, third party service providers,
fundraising and community partners, and other parties who require such
information to permit the Club, the clubs in the District, District and
Kiwanis International, and who assist the Club, the clubs in the District,
District and Kiwanis International with developing, maintaining and
managing work and relationships with its members, volunteers, donors,
project participants, and fundraising and community partners. When the Club is required to disclose
your personal information to any of the parties listed above, the Club
strives to limit access to your personal information strictly on a ‘need
to know basis’. The Club does not sell its membership or donor lists. In
addition, personal information may be disclosed or transferred to a third
party in the event of a change in the organization or structure of the
Club, the clubs in the District, District or Kiwanis International, or
some other form of restructuring, combination, merger, or joint venture.
7.
CONSENT
Each
time the Club collects personal information from you, the Club endeavors
to inform you of the purposes of the collection so that you have the
required information and knowledge to give your consent regarding how the
Club intends to use and disclose the personal information that is
collected. Further, this privacy policy outlines to you the main purposes
for which the Club commonly uses and discloses the personal information
that
you submit, so you should review this Privacy Policy carefully to ensure
that you agree to the purposes, uses and disclosures that are listed
above. Subject to the Club’s legal and contractual obligations, you may
change or withdraw your consent to the Club’s use and disclosure of your
personal information at any time by sending a request in writing to the
Club’s Privacy Officer, using the contact information set out below. In
some circumstances, a change in or withdrawal of consent by you may limit
the Club, the clubs in the District, District or Kiwanis International’s
ability to provide services or other benefits to you and in such case you
shall be notified.
8.
PROTECTING PERSONAL INFORMATION
The
Club takes all reasonable precautions to ensure that all personal
information that the Club obtains is kept safe from loss, improper
modification, or unauthorized access or disclosure. To accomplish this
objective, the Club endeavors to maintain physical, technical, and
procedural safeguards that are appropriate to the sensitivity of the
personal information in question. The safeguards that the Club has
instituted to protect your personal information includes: premises
security, limiting disclosure to what is necessary in the circumstances,
proper destruction procedures, and technological
safeguards,
such as security software, firewalls, internal password procedures, and
other security measures.
9.
RETENTION OF PERSONAL INFORMATION
The
Club retains personal information for so long as is required to fulfill
the purposes that you have consented to, and otherwise as is required to
fulfill the Club’s contractual and legal obligations. You may make a
request to have the Club dispose of your personal information in its
possession by making a request in writing to the Club’s Privacy Officer,
using the contact information set out below. If for any reason the Club is
unable to do so, the Club will advise you in writing and will outline the
reasons why such information must be retained.
10.
ACCESS TO YOUR PERSONAL INFORMATION
You
may request access to the personal information that the Club retains about
you at any time by sending a written request to the Club’s Privacy
Officer, using the contact information set out below. Upon receipt of your
request, the Club may ask you to submit documentation to confirm your
identity and your right to access. The Club is entitled and may charge you
a reasonable fee to access or obtain a copy of your personal information,
however, in such case, you will be advised of such fee in advance.
Your
right to access the personal information that the Club retains about you
is not absolute. In some circumstances, the applicable law, or regulatory
requirements, may allow or require the Club to refuse to provide some or
all of the personal information that the Club retains. In addition, the
personal information may have been destroyed, erased, or made anonymous in
accordance with the Club’s record retention obligations
and
practices. If the Club refuses your request for access, the Club will
advise you in writing and outline why all or part of your request has been
denied.
11.
ACCURACY OF YOUR PERSONAL INFORMATION
The
Club strives to keep its records as accurate and complete as possible to
be able to provide the highest quality of work and services and
communicate effectively with its members, volunteers, donors, and other
parties that it works with in the community. Please advise the Club in
writing of any changes to your personal information to ensure that the
Club’s records are accurate. Also, please advise the Club if you have
any
special
instructions regarding how we communicate with you. Once you advise the
Club of changes to your personal information, the records will be
corrected to remove any outdated or incorrect information. The Club may
ask you to provide documentation to support your request for a correction.
If the Club does not agree with your request, your request shall be added
to your file and a letter will be sent to you outlining why your request
has been denied.
12.
THE CLUB’S WEBSITE
You
can visit the Club’s website at www.kiwanisorillia.ca, without
disclosing your identity.
The
Club’s web server may collect information related to your visit to the
website, including the IP address and domain used to access the site, the
type and version of your browser, the website you came from to access the
site, the page you entered and exited at, any website page that is viewed
by that IP address, and what country you are from. The Club may use this
information to monitor the Club’s website performance (including the
number of visits, average time spent, and page views), modifying the
website, and change the information and other services provided.
13.
PRIVACY OFFICER
The
Club has appointed the Club Secretary as its Privacy Officer to ensure
that proper personal information procedures and policies are in place, and
to oversee compliance with this Privacy Policy. If you have any questions
about this Privacy Policy or any comments or concerns relating to the
Club’s treatment of your personal information, please contact the
Club’s Privacy Officer in writing using the contact information listed
below. If you are not satisfied with how your issues are addressed, you
may contact the Office of the Privacy Commissioner of Canada at www.privcom.gc.ca
or 1-800-282-1376.
The
contact information for the Club’s Privacy Officer is:
Name__________________
Address__________________
Telephone:
_______________________
Facsimile:
_______________________
E-mail:
_____________________________
14.
REVISIONS AND INTERPRETATION
The
Club may from time to time make changes to this Privacy Policy. The Club
will post any revised versions of this Privacy Policy on its website at www.kiwanisorillia.ca\pipeda.htm.
This Privacy Policy does not create or confer upon any individual rights,
or impose upon the Club any obligations outside of, or in addition to, any
rights or obligations imposed by the applicable privacy legislation.
Should
there be any inconsistency between this Privacy Policy and the applicable
privacy legislation, the applicable privacy law shall be paramount and
this Privacy Policy shall be interpreted, to give effect to, and comply
with, such privacy law.
Last
updated: February 8, 2005.
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