Community Care Peterborough
Privacy Policy
February 25, 2004

POLICY

Community Care Peterborough is committed to protecting the privacy of the personal information of its staff, clients, volunteers and donors maintaining the confidentiality of their personal information. Personal information may be provided to us through client service application, volunteer registration form, donations, correspondence or other forms of communication.

Community Care will not use, share or disclose personal information not needed for one of the identified purposes, without obtaining consent from the client, volunteer or donor, respecting the confidentiality of such information. (Your express written or oral consent as obtained through an application process or your consent as provided by your authorized representative such as a legal guardian or power of attorney).

PURPOSE

Under the Federal Privacy Act (PIPEDA) " Personal Information, Protection and Electronic Documents Act", Community Care Peterborough is required to have a Privacy Policy to describe our use and protection of personal information.

Such information may be recorded for the purpose of registering and determining suitability of volunteers, determining clients' eligibility for services, processing and receipting a donation, registering participants to other events, responding to information requests, complying with Policies and Procedures of the agency.

The Model Code for the Protection of Personal Information forms the backbone of the PIPEDA. The code was developed by the Canadian Standards Association and contains 10 principles to be respected. (Appendix)

PROCEDURES

All client service application forms, volunteer application forms and pledge / donation forms shall include a reference to our policy:

"Community Care Peterborough is committed to protecting the privacy and confidentiality of your personal information. The information you provide us may be used to assist in determining eligibility for service, suitability for volunteer position, proper administration and acknowledgement of your donation, to issue tax receipts and to fulfill your information requests"

This policy will be posted to our website and made available to all staff, clients and volunteers.

Community Care strives to ensure that the personal information on file is as accurate and up-to-date as necessary for Identified Purposes for which it is to be used.

Personal information is retained only as long as necessary to effectively provide services to clients or volunteer opportunities to volunteers, and for a reasonable length of time, in order to meet any potential obligations or legal or government requirements. In the case of donors, personal information is retained only as long as it is needed to process and receipt a donation, recognize a contribution and respond to information requests as required by law.

PRIVACY OFFICER

Community Care's Privacy Officer shall be the Executive Director. The Privacy Officer is responsible for ensuring that the Privacy Legislation is complied with through the ongoing review of our information systems and procedures.

Community Care Peterborough will not provide or share any Personal Information with third parties unless:

1. We have consent or are authorized in writing by the client, volunteer or donor to do so;
2. The information is necessary to process a donation or;
3. Is required by law.

Community Care shall use care when storing or destroying personal information in order to prevent unauthorized access.

COMMUNITY CARE WEB SITE

If information practices change at some time in the future, policy changes will be posted to the web site to notify of these changes and provide the ability to opt out of these new uses. The privacy practices for the various activities are regularly reviewed, and the policy updated. Interested parties should check this website on an on-going basis for information on our most up-to-date practices. www.commcareptbo.org

DISCLAIMER / LINKS

The text of the Community Care Peterborough disclaimer is as follows:

"External web site links (and organizations) listed in this and other sections of our web site are operated or created by or for organizations external to Community Care. Those organizations are solely responsible for the operation and information found on their respective web sites. The linking to or from our site does not imply any endorsement or guarantee of any of the organizations or information found on their respective Web sites.

In visiting any of these linked sites (or contacting these organizations), you agree and acknowledge that Community Care does not have any responsibility and / or liability whatsoever in the content of the linked websites, or for any damages which you might incur in connection with the use of these sites or contact with these organizations.

Community Care does not assume any liability for the linking of these web sites (and organizations), the operation or content of any of the linked web sites, nor for any of the information, interpretation, comments or opinions expressed on them. Any comments or inquiries regarding content of the linked web sites is to be directed to the particular organization operating the site. We strive to ensure our links and resource information is as up-to-date as possible. Please email us if any links fail to operate properly or contact information is incorrect.

SUMMARY OF THE 10 PRINCIPLES OF COMMUNITY CARE PETERBOROUGH CODE FOR THE PROTECTION OF PERSONAL INFORMATION
January 5, 2004

1. ACCOUNTABILITY: We have designated a Privacy Officer who is accountable for our compliance with the principles of the Code.
2. IDENTIFYING PURPOSES: Before or at the time we ask for your personal information, we will identify the purpose for which it will be used or disclosed.
3. CONSENT: We require your knowledge and consent for the collection, use, or disclosure of personal information.
4. LIMITING COLLECTION: The collection of personal information is limited to only the purposes we've identified to you.
5. LIMITING USE, DISCLOSURE, AND RETENTION: We will only use or disclose your personal information with your consent (or as required by law). And we will retain your information as long as necessary to fulfill identified purposes.
6. ACCURACY: We will keep your information accurate, complete, and up-to-date.
7. SAFEGUARDS: We will protect your personal information with appropriate security safeguards.
8. OPENNESS: We will make specific, understandable information readily available to you about our personal information policy and practices.
9. INDIVIDUAL ACCESS: When you request it, we will give you access to the existence, use, and disclosure of your information. You are entitled to question its accuracy and completeness, and its uses.
10. CHALLENGING COMPLIANCE: You are entitled to question the Privacy Officer about our compliance with any of these principles.