Your privacy is just as important to the Dylan Keith & Laurie Foundation as child safety is. For that reason, we developed a Privacy Policy to inform you on how we collect, use, disclose, transfer, and store your information. Please take a few minutes to review our policy and become familiar with our privacy practices and feel free to contact us if you have any questions.

Dylan Keith & Laurie Foundation

Personal Information Protection Policy

 

Dylan Keith & Laurie Foundation is committed to safeguarding the personal information entrusted to us by our users. We manage your personal information in accordance with Alberta’s Personal Information Protection Act and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information.

This policy applies to Dylan Keith & Laurie Foudnation and not to any third party providing services on our behalf. Please visit the site or contact the third party to view their Privacy Policies.

 

What is personal information?

Personal information means information about an identifiable individual. This includes an individual’s name, home address, phone number, age, sex, marital or family status, an identifying number, etc.

 

What personal information do we collect?

We collect only the personal information that we need for the purposes of providing services to our clients, including personal information needed to:

                               • deliver requested information and services

                               • enroll a client in a program

                               • send out association membership information

 

We normally collect client personal information directly from our clients. We do not collect your information from other persons without your consent or as authorized by law.

 

We inform our clients, before or at the time of collecting personal information, of the purposes for which we are collecting the information. The only time we don’t provide this notification is when a client volunteers information for an obvious purpose (for example, producing a credit card to donate to the foundation).

 

Consent

We ask for consent to collect, use or disclose client personal information, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law. We may assume your consent in cases where you volunteer information for an obvious purpose. We assume your consent to continue to use and, where applicable. We do not disclose personal information to any third party that we have collected without your prior consent.

 

We ask for your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed, we will normally ask clients to provide their consent orally (in person, by telephone), or in writing (by signing a consent form).

 

A client may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfil our legal obligations. We will respect your decision, but we may not be able to provide you with certain products and services if we do not have the necessary personal information.

 

We may collect, use or disclose client personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is to determine suitability for an honour or award, or in an emergency that threatens life, health or safety.

 

How do we use and disclose personal information?

We use and disclose client personal information only for the purpose for which the information was collected, except as authorized by law. For example, we may use client contact information to deliver goods.

 

What is personal employee information?

Personal employee information is personal information about an employee or volunteer which is collected, used or disclosed solely for the purposes of establishing, managing or terminating an employment relationship or a volunteer work relationship. Personal employee information may, in some circumstances, include a Social Insurance Number, a performance review, etc.

 

We can collect, use and disclose your personal employee information without your consent only for the purposes of establishing, managing or ending the employment or volunteer relationship. We will provide current employees and volunteers with prior notice about what information we collect, use or disclose and our purpose for doing so.

 

What personal employee information do we collect, use and disclose?

We collect, use and disclose personal employee information to meet the following purposes:

 

                               • Determining eligibility for employment or volunteer work, including verifying qualifications and references

                               • Establishing training and development requirements

                               • Assessing performance and managing performance issues if they arise

                               • Administering pay and benefits (paid employees only)

                               • Processing volunteer work-related claims (e.g. community service hours)

                               • Complying with requirements of funding bodies (e.g. donations)

                               • Complying with applicable laws

 

We only collect, use and disclose the amount and type of personal employee information that is reasonable to meet the above purposes. The following is a list of personal employee information that we may collect, use and disclose to meet those purposes.

 

                               • Contact information such as your name, home address, telephone number

                               • Criminal background checks

                               • Employment or volunteer information

                               • Financial information, such as pay cheque deposit information and tax-related information

                               • Other personal information required for the purposes of our employment or volunteer relationship

 

We will inform our employees and volunteers of any new purpose for which we will collect, use, or disclose personal employee or volunteer information, or we will obtain your consent, before or at the time the information is collected.

 

We will obtain your consent to collect, use and disclose your personal information for purposes unrelated to the employment or volunteer relationship.

 

What information do we provide for employment/volunteer references?

In some cases, after your employment or volunteer relationship with us ends, we will be contacted by other organizations and asked to provide a reference for you.  It is our policy not to disclose personal information about our employees and volunteers to other organizations who request references without consent. The personal information we normally provide in a reference includes:

 

                               • Confirmation that an individual was an employee or volunteer, including the position, and date range

                               • General information about an individual’s job duties

                               • Information about the employee or volunteer’s ability to perform job duties and the level of success obtained

 

How do we safeguard personal information?

We make every reasonable effort to ensure that personal information is accurate and complete. We rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our organization. If you are aware of an error in our information about you, please let us know and we will correct it on request wherever possible. In some cases we may ask for a written request for correction.

 

We protect personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information.

 

We use appropriate security measures when destroying personal information, including shredding paper records and permanently deleting electronic records.

 

We retain personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.

 

Access to records containing personal information

Individuals have a right to access their own personal information in a record that is in the custody or under the control of Dylan Keith & Laurie Foundation, subject to some exceptions. For example, organizations are required under the Personal Information Protection Act to refuse to provide access to information that would reveal personal information about another individual.

 

If we refuse a request in whole or in part, we will provide the reasons for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.

 

You may make a request for access to your personal information by writing to the Privacy Policy representative privacypolicy@dylankeithandlauriefoudnation.com. You must provide sufficient information in your request to allow us to identify the information you are seeking.

 

You may also request information about our use of your personal information and any disclosure of that information to persons outside our organization. In addition, you may request a correction of an error or omission in your personal information.

 

We will respond to your request within 45 calendar days, unless an extension is granted. We do not charge any fees to provide information, to make a correction, or for personal employee or volunteer information.

 

Questions and complaints

If you have a question or concerns about any collection, use or disclosure of personal information by the Dylan Keith & Laurie Foundation, or about a request for access to your own personal information, please contact our Privacy Policy Representation at privacypolicy@dylankeithandlauriefoundation.com.