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.
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.
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.
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.
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.