Island Community Services is committed to protecting the privacy of the personal information of persons served, employees, volunteers, donors and other stakeholders.
Island Community Services values the trust of those we serve, those we connect with for other reasons, and of the public. We recognize that this trust requires transparency and accountability in the management of shared information.
During the provision of services Island Community Services staff frequently gather and use personal information. Anyone from whom such information is collected can expect that it will be carefully protected, and that any use of this information is subject to consent, or as required by law. Island Community Services’ Privacy Policy and Procedures are designed to achieve this.
1. Island Community Services is accountable for personal information collected by the society.
- Island Community Services is responsible for all personal information in its possession
- All Island Community Services employees are required to protect the confidentiality of personal information
- Island Community Services takes rigorous precautions to ensure confidentiality of personal information
2. Island Community Services collects, uses and discloses personal information only for purposes that are identified to persons served, such as:
- To assist in the planning and delivery of service
- To provide information about our society
- To respond to any legitimate information requests
- To process and receipt donations
- With consent only, to publicly recognize a donor
- To establish, manage or terminate employment or volunteer relationships
3. Island Community Services obtains certain personal information lawfully and fairly.
4. Island Community Services will obtain your consent.
- Island Community Services collects, uses or discloses personal information with permission
- Permission may be provided in writing, given verbally or electronically
- Permission to collect, use and disclose personal information may be withdrawn at any time, subject to legal and contractual restrictions and reasonable notice
- Island Community Services will obtain consent before making information available to third parties, or as required by law
5. Island Community Services keeps personal information accurate and up to date.
- Island Community Services maintains appropriate procedures to ensure that personal information in its possession is accurate and up to date. Persons are entitled to seek a correction or deletion of personal information if it suspected that the information is incorrect, inaccurate or incomplete
6. Island Community Services does not sell personal information.
7. Personal information of volunteers, job applicants and employees are also subject to these protocols.
8. Island Community Services limits how long information is kept.
- Island Community Services keeps personal information only as long as it is necessary for purposes for which it was collected, or as required by law
- When destroying personal information Island Community Services uses safeguards to prevent unauthorized access to that information during the process
9. Island Community Services safeguards personal information.
- Access to personal information is restricted to approved employees. Employees are authorized to access personal information based only on a legitimate need for the information
- Island Community Services maintains appropriate technical and organizational safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use or modification
- Island Community Services has security procedures to safeguard and protect personal information against loss, theft, unauthorized disclosure, copying, and unauthorized use or modification.
- Island Community Services has security procedures to protect personal information appropriate to the nature and sensitivity the types of documents, including electronic or paper records, organizational measures including security clearances and limiting access on a “need-to-know” basis, and technological measures such as the use of passwords and encryption
10. Island Community Services is open about organizational privacy practices.
- Island Community Services makes information about policies and procedures relating to the management of personal information readily available
11. Island Community Services allows persons access to their personal information.
- Persons have the right to know how personal information is collected and used
- Persons may ask whether Island Community Services holds any of their personal information, ensure that it is accurate, and see that information, as provided by law
12. Persons may make a complaint.
- Persons may register a privacy-related complaint by contacting the Privacy Officer
- Island Community Services explains the complaint procedure and identifies other complaint procedures available
- Island Community Services investigates all complaints
- When a concern is justified, Island Community Services takes steps to resolve the situation, including changing organizational policies and practices if necessary.
