Our Commitment to Privacy
The Lloydminster Region Health Foundation respects donor information and privacy. The Foundation ensures that information in any form is protected so that the relationship of trust between the donor and the Foundation is upheld. 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 treat the information our donors choose to share with us.
USES
Lloydminster Region Health Foundation uses personal information to:
- Comply with Canada Customs and Revenue Agency requirements
- Provide donors with periodic stewardship information
- Provide donors with appropriate recognition (where requested)
- Provide donors and potential supporters with information about Lloydminster Region Health Foundation activities
- Promote opportunities where donors and potential supporters may support Lloydminster Region Health Foundation
- Process donations and issue tax receipts
- Thank donors
We offer individuals the opportunity to opt not to have their information shared for purposes beyond those for which it was explicitly collected.
PURPOSE
This Privacy Policy outlines the requirements for handling personal information within the Lloydminster Region Health Foundation.
The policy is based on the 10 principles of the Canadian Standards Association’s (CSA) Model Code for the Protection of Personal Information.
The Foundation also adheres to the Donor Bill of Rights as developed by the Association for Healthcare Philanthropy and the Association of Fund Raising Professionals.
POLICY
Lloydminster Region Health Foundation handles personal information in accordance with all applicable privacy legislation, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and the Alberta Freedom of Information and Protection of Privacy (FOIP) Act.
The Foundation is committed to protecting the privacy and security of all personal information which is entrusted to it. The Lloydminster Region Health Foundation Privacy Policy is based on the ten interrelated principles outlined in the Canadian Standards Association’s Model Code for the Protection of Personal Information. The Foundation shall apply these ten principles as a whole. A complete explanation of the ten principles and their subsequent application at the Lloydminster Region Health Foundation is provided in Appendix A.
APPENDIX A
Principle 1- Accountability
All Lloydminster Region Health Foundation staff is accountable for ensuring the privacy and confidentiality of any personal information they encounter at the Foundation. All staff members shall sign a confidentiality agreement. Lloydminster Region Health Foundation ensures that third parties are engaged in contractual agreements regarding the privacy of donor information.
The Foundation has policies and procedures concerning the receipt of and response to privacy inquiries and complaints. For more information, contact the Lloydminster Region Health Foundation Privacy Officer, Renita Jubinville, by telephone at 306-820-6161 or by email at Renita.Jubinville@pnrha.ca .
Principle 2- Identifying Purposes
The purposes for which Lloydminster Region Health Foundation collects personal information are:
- To comply with legal and regulatory requirements
- To process and issue receipt of donations
- To solicit potential donors
- To provide donors with periodic stewardship information
- To provide donors and potential supporters with information about the Foundation’s activities
- To provide donors with appropriate recognition
- To respond to information requests from donors or potential supporters
- To facilitate participation of donors and potential supporters in Foundation events
- To facilitate the administrative, planning and quality review activities of the Foundation
Principle 3- Consent for Collection
Lloydminster Region Health Foundation respects donors’ privacy. It protects personal information and adheres to all legislative requirements with respect to protecting privacy. It does not rent, sell or trade donor information. The information donors provide will be used to deliver services and to keep them informed and up to date on the activities of the Foundation, including programs, special events, funding needs, opportunities to volunteer or to give, and more thorough periodic contacts. Upon request, donors shall be removed from any of these contacts by telephone or via e-mail.
Principle 4- Limiting Collection
Lloydminster Region Health Foundation will collect the information it requires to fulfill the purposes outlined above under Principle 2- Identifying Purposes. The Foundation will collect information by fair and lawful means.
The Lloydminster Region Health Foundation collects personal information from donors, however, the Foundation may also collect personal information about individuals through public information sources such as telephone directories, newspaper or website articles.
Should a new purpose for collecting information arise under Principle 2, the Foundation shall take the necessary action to ensure new consent from its donors.
Principle 5- Limiting Use, Disclosure and Retention of Personal Information
Lloydminster Region Health Foundation will neither use nor disclose personal information for purposes other than those identified in this policy, except with the consent of the individual or as required by law. The Foundation will retain personal information only as long as necessary for the fulfillment of the purposes identified, or as permitted or required by law.
The Foundation does not trade, rent or sell any personal information. Personal information that is no longer required to fulfill the identified purposes will be destroyed, erased, or made anonymous.
Principle 6- Accuracy
The Foundation will not routinely update personal information unless it is necessary to fulfill the purposes for which the information was collected. Donors may change or modify their personal information at Lloydminster Region Health Foundation by contacting us by telephone or e-mail.
Principle 7- Safeguards
Lloydminster Region Health Foundation takes donors’ privacy very seriously. Therefore, safeguards have been implemented to protect donor information from loss or theft, as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which it is held.
The methods of safeguards used to protect personal information at the Lloydminster Region Health Foundation Office are three-fold. Firstly, physical measures are used, such as locked cabinetry and filing cabinets, as well as restricted access to offices and other areas where information is stored. Secondly, organizational measures are adopted, such as the policy to safeguard information, as well as limiting access to donor information on a “need-to-know” basis. Finally, technical measures are in place, such as the use of unique passwords and user names used to access information on computer systems. The software system used by Lloydminster Region Health Foundation shall be updated routinely and has several key privacy features that allow sensitive information to be encrypted and erased when its useful purpose is fulfilled. Updates to computers and software at the Foundation office shall be used to protect against unauthorized access.
The disposal of donor information is done with the utmost of care to ensure that unauthorized parties do not gain access to the information.
All staff and volunteers with the Lloydminster Region Health Foundation shall sign an annual statement related to maintaining the confidentiality of personal and private information.
Principle 8- Openness
Lloydminster Region Health Foundation shall provide the public with general information regarding our privacy policies and practices upon request. Individuals and corporations can discover this information with reasonable effort and this information shall be made available in forms that are generally understandable. This information shall include the name and contact information of the Chief Privacy Officer, to whom inquiries or complaints may be made regarding the Lloydminster Region Health Foundation’s information management systems, policies, and practices. Furthermore, donors have the right to access their personal information held by the Foundation and can change it at any reasonable time.
Principle 9- Individual Access
Upon request, individuals must be informed of the existence, use and disclosure of all their personal information and be given access to that information. An individual has the right to challenge the accuracy and completeness of the information and have it amended as appropriate.
Individuals have the right to access their personal information, and may correct inaccuracies in their own information at no cost to the individual. However, individuals may be required to provide sufficient information to Lloydminster Region Health Foundation to provide an account of the existence, use and disclosure of personal information. The information provided by the individual will only be used for this purpose. Requests to access personal information will be responded to within a reasonable time- no more than thirty days.
When an individual successfully demonstrates inaccuracies or incompleteness of their personal information, Lloydminster Region Health Foundation shall amend the information as required. This may include correction, deletion, or addition of information.
Principle 10- Challenging Compliance
An individual may challenge compliance with the above policy or may inquire about Lloydminster Region Health Foundation’s personal information management practices to Privacy Officer, Renita Jubinville, by telephone at 306-820-6161 or by email at Renita.Jubinville @ pnrha.ca.
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