Personal Information Policy 

In accordance with applicable laws, Word & Deed Ministries (Word & Deed hereafter) is committed to protecting the privacy of its members, donors, volunteers, employees, directors, officers and any other persons about or from whom Word & Deed collects personal information.  Word & Deed holds to the principles of the Code for the Protection of Personal Information (see points 1 to 10 below) to ensure that all personal information is properly collected, used only for the purposes for which it is collected and is disposed of in a safe and timely manner when no longer required. 

In being, or becoming, a member, donor, staff or volunteer of Word & Deed, it is recognized by all that sharing of personal information is required.  Any electronic files containing donor data may be created and accessed by remote authorized staff or volunteers, but may only be stored on the central Server at the designated Word & Deed head office or Word & Deed designated computers or Word & Deed approved safe online storage. 

No personal information will be sold, rented, leased or otherwise made available to any person without the explicit consent of the member, donor or volunteer.  Except as otherwise required by the Constitution of Word & Deed or the operation of law, every member, staff, volunteer and donor has the right, at any time, to withdraw his or her implied or explicit consent for the use of his or her personal information for any or all previously authorized uses. 

With respect to the privacy of personal information, the above means that all members and donors have given their implied consent to use their personal information for all internal purposes of Word & Deed to carry out its activities to the extent that such use is in agreement with the Constitution. 

Other persons or organizations who act for, or on behalf of, Word & Deed are required to comply with the principles and the “Word & Deed Ministries Personal Information Policy” document and will be given restricted access to personal information solely to perform the services they may be required to perform for Word & Deed. All employees, board members, and personnel hired to perform the services for Word & Deed and volunteers involved in donor personal information are required to comply with the “Word & Deed Ministries Personal Information Policy” and must affirm their commitment to it by reading, comply with and signing the “Word & Deed Non-disclosure Agreement” form, March 2016. 

The board of Word & Deed has designated the Office Administrator to oversee Privacy Control matters.  

Any inquiry, request or concern related to privacy matters should be made in writing to: 

Office Administrator, Word & Deed
PO Box 20100
St Thomas, ON
N5P4H4
Canada

 

Code for the Protection of Personal Information

1.      Accountability

a.       Word & Deed is responsible for maintaining and protecting the personal information under its control.  Word & Deed has appointed the Office Administrator to be responsible to ensure that Word & Deed complies with its privacy obligations in accordance with government applicable privacy laws. 

2.      Identifying Purposes

a.       Word & Deed collects and uses personal information for a variety of purposes including, but not limited to:

                                                              i.      Establishing and maintaining membership lists

                                                            ii.      Managing payroll and benefits

                                                          iii.      Employee performance evaluations

                                                          iv.      Establishing and maintaining lists of donors

Word & Deed shall identify and explain the purposes for which it collects personal information, to the person from whom the personal information is being collected, before or at the time the information is collected. 

3.      Consent

a.       Consent will be obtained from the person whose personal information is collected, used and disclosed, unless obtaining the consent would be inappropriate or not required by law. Sometimes the person’s consent may be implied by virtue of their involvement with Word & Deed. When it is appropriate or necessary by law, written consent will be obtained. 

Written consents will be kept on file for as long as the information is reasonably necessary. A person may withdraw his or her consent at any time, subject to legal or contractual restrictions and reasonable notice. The individual will be informed of reasonably foreseeable implications of the withdrawal. 

4.      Limiting Collection

a.       Information collected will be limited to that required for the purpose or purposes identified by Word & Deed as part of its obligations to carry out its activities.  Word & Deed is committed to collecting personal information in a fair, open and lawful manner. 

5.      Limiting use, disclosure and retention

a.       Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the person or as required by law. All collected personal information shall be destroyed, erased or made anonymous as soon as the purpose for which it was collected is no longer relevant, or as permitted by the law. 

6.      Accuracy

a.       Personal information shall be maintained in as accurate, complete and up-to-date a form as necessary in order to fulfill the purposes for which it was collected. 

7.      Safeguards

a.       Personal information will be protected by security safeguards that are appropriate to the sensitivity of the personal information. This safeguarding could include physical measures such as locked filing cabinets and premises security, organizational measures such as restricted access to files with personal information or technological measures such as security software. 

8.      Openness

a.       Information regarding the privacy policy of Word & Deed, as well as the personal information management, shall be available as requested. The information will include:

                                                              i.      Name and address of the Administrative Director.

                                                            ii.      Means of gaining access to personal information held by Word & Deed.

                                                          iii.      Copy of information that explains Word & Deed policies, standards or codes. 

9.      Access to Personal Information

a.       Access to personal information will be granted when Word & Deed is legally required to release the information, provided that the disclosure does not violate any applicable statutes or contracts, to the person to whom the information pertains where there is an appropriate written request. The existence, use and disclosure of the personal information will be granted within a reasonable period of time. Any inaccuracy or incompleteness of personal information will be amended where and when appropriate. 

10. Challenging compliance

a.       Complaints or inquiries about the collection, use, disclosure or retention of personal information and Word & Deed’s compliance with these ten principles should be directed to the Office Administrator. The Office Administrator will investigate complaints and ensure that appropriate measures are taken.

 

NON-DISCLOSURE AGREEMENT 

Word & Deed Ministries Canada Inc (Word & Deed) is committed to protecting the privacy of its members, donors, volunteers, employees, directors, officers, and any other persons about or from whom Word & Deed collects personal information. 

 Word & Deed Procedures:

1.      Know and comply with the Word & Deed non-disclosure agreement

 

2.      Never remove any donor or personnel data nor private meeting information from the main or satellite offices via paper, verbal or electronic means unless authorized by the department head who will inform the office administrator.

 

3.      Any electronic files containing personnel or donor data such as: name, age, gender, family and marital status, donation patterns, address or phone number may be created and accessed by remote authorized staff or volunteers but may only be stored on the central Server at the designated Word & Deed head office or Word & Deed designated computers or Word & Deed approved safe online storage.

 

4.      Any electronic files containing personnel or donor data such as ID numbers (SIN, drivers license), banking information, employment information and history, medical and health records, or education may only be stored on the central Server at the designated Word & Deed head office or on Word & Deed designated computers with Word & Deed approved encryption program.
 

5.      Never sell, rent or lease any personal information.  Never make available any personal information unless authorized by the department head who will inform the office administrator.
 

6.      Never discuss any data seen or heard relating to donors or personnel with unauthorized persons.
 

7.      When working with personal information use only what is necessary to accomplish the work.  Only collect what is authorized by your supervisor and nothing more.  Always explain the purposes for collecting personal information to the person from whom the personal information is being collected, before or at the time the information is collected.

 

8.      All records with personal information of donors or staff will be shredded in Word & Deed’s main or satellite offices or deleted from the computer when no longer relevant.
 

9.      Refer all requests for information outside your authorized area to your supervisor, or office administrator.
 

10.  All computers used for Word & Deed activities will use strong passwords, install updates immediately,  Encrypt important files,  Have windows firewall on, password protection on, use brand name quality antivirus program and will not use open WiFi access points.
 

11.  Confidentiality is taken seriously at Word and Deed. Any information that could in any way identify or breach the security of any individual will not be disclosed beyond your authorized duties. Intentional breach of confidentiality will at a minimum result in a reprimand with a note added to your personnel file and / or may lead to board review with possible dismissal.  

 

I have read, understood, and agree to abide by the “NON-DISCLOSURE AGREEMENT” of Word & Deed dated March 2016.  Should there be any questions or concerns please contact the office administrator.

 

Name: __________________________________________   Date: __________________________________

 

Signature: _______________________________________ Position: ________________________________

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