March 13, 2013
Your privacy is important to Partners International Canada and we are committed to protecting your privacy and safeguarding the confidentiality of your personal information. We believe it is important for our constituents to know about our privacy practices and policiesand their rights regarding personal information that we collect, use and disclose.Partners International Canada ensures that its employees who have access to your personal information are educated and trained to handle and protect your personal information and to abide by Partners International Canada’s Privacy Code and Confidentiality Policy at all times. In addition, third parties with whom Partners International Canada may share your personal information are subject to the requirements of the Privacy Act as well as Partners International Canada’s Privacy Code and Confidentiality Policy.
What is Personal Information?
Personal Information is defined as “information about an identifiable individual” and includes information concerning matters such as race, ethnic origin, colour, age, marital status, religion, education, medical, criminal, employment or financial history, address and telephone number, numerical identifiers such as Social Insurance Number, fingerprints, blood type, tissue or biological sample, and views or personal opinions. It also includes information about your financial contributions. Publicly available information, such as public directory listings of your name, address, telephone number, is not considered personal information
What Information do we collect and what do we use the Information for?
We collect and use personal information about you, your ministry interests and your giving history (the “Information”) to: (i) initiate and maintain our relationship with you in connection with our ministry activity; (ii) administer receipting and accounting services in relation to your donations through us; (iii) promote additional ministry activities and opportunities offered by us, including by means of direct marketing; (iv) provide you with personalized services; and (v) comply with any legal and regulatory requirements, including requirements or requests of government agencies or pursuant to a subpoena or other legal proceeding.
Partners International Canada periodically reviews its records and destroys outdated information. However, we may keep information about you in our records for as long as it is needed for the purposes described. For example, the Canada Customs and Revenue Agency requires Partners International Canada to retain financial records for a period of time and may include your personal information even if you are no longer an active donor.
How do we protect the Information we collect?
We do not sell, rent, lease, or exchange our mailing lists or any information collected from our donors or visitors to our web-site.
Because of their personal nature, all Partners International Canada records are considered confidential and may not be viewed by persons other than those who are involved in development or ministry activities or donor prospect himself/herself. They may not be given to any other institution or organization unless authorized by the President of the Partners International Canada or her/his designee.
All Partners International Canada records are kept in secured areas, monitored and maintained between the normal work hours of 8:30-4:30, Monday-Friday. Those areas are locked at all other times. No hard copy files will leave the building without the express permission of the Partners International Canada President or designee. Individuals working with lists and other confidential documents are responsible for shredding them when they are no longer useful.
Access to electronic files is authorized by the Partners International Canada President and her/his designee. Appropriate access is given in order that employees may carry out their job responsibilities. Such access will be rescinded immediately upon cessation of employment.
What additional Information do we collect over the Internet?
In order to receive email notifications and online updates you must provide Partners International Canada with your email address. Your email address will be used exclusively to provide you the notifications you requested when you left your address. In addition, you will be given the option to remove your name from our email list at the bottom of each email update, or by emailing firstname.lastname@example.org with the word ‘unsubscribe’ in the subject line.
We work hard to preserve the trust that accompanies your online donation. We store the information you provide (your name, address, email, etc.) in a secure location and maintain security procedures to protect it. We use securely encrypted donation forms for visitors who choose to use them to provide information, request information, and make donations. The information provided in this way is used to process donations, provide receipts and other requested information.
To Whom do we Disclose Information?
Partners International Canada will provide records to senior ministry administration (the President, Directors) as necessary in order that they may participate effectively in the development activities of the ministry. Other ministry personnel may be given access to records and files at the discretion of Partners International Canada senior staff.
Financial activities of the Partners International Canada are subject to an external audit and may be subject to review or investigation as required by regulatory agencies.
Partners International Canada uses the services of outside vendors for postal mailings, e-mail lists and the online donation process. These vendors adhere to our commitment to privacy, confidentiality and security.
Each of our constituents has a right to review the personal information Partners International Canada has about them. If you wish to do so, please send a request in writing to the Partners International office in Brampton, Ontario at the address below.
Questions or Concerns:
Questions or concerns about personal information held with Partners International Canada, or about our compliance with the Partners International Privacy Code, can be answered by contacting:
Partners International Canada
8500 Torbram Road, Unit 56
Brampton, ON L6T 5C6
However, should we be unable to resolve your concerns, please contact:
Federal Privacy Commissioner
112 Kent Street Ottawa,
Ontario K1A 1H3
Toll free: 1-800-282-1376
Canadian Federal Privacy legislation incorporates the ten principles of the Canadian Standards Association (CSA) Model Code for the Protection of Personal Information. The Privacy Principles establish the minimum standards required to be followed by organizations for the protection of personal information. Partners International Canada has adopted and incorporated these Privacy Principles into its Privacy Code.
The 10 Privacy Principles are as follows
Partners International Canada is responsible for information under its control and shall designate an individual(s) who is(are) accountable for the organization’s compliance with the Privacy Principles.
2. Identifying Purposes
The purpose for which personal information is collected shall be identified by Partners International Canada at or before the time the information is collected.
The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except where inappropriate.
4. Limiting Collection
The collection of personal information shall be limited to that which is necessary for the purpose identified by the organization.
5. Limiting Use, Disclosure and Retention
Personal Information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law, and shall be retained only as long as necessary for fulfillment of those purposes.
Personal information shall be accurate, complete and as up-to-date as is necessary for the purpose for which it is to be used.
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
Partners International Canada shall make specific information about its policies and practices relating to the management of personal information readily available to individuals.
9. Individual Access
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
10. Challenging Compliance
An individual shall be able to address a challenge concerning compliance with the principles to Partners International Canada’s compliance officer.