PROTECTION OF PRIVATE PERSONAL INFORMATION POLICY


United Way Centraide North East Ontario (UWCNEO) is committed to upholding the privacy of private and identifiable information. While UWCNEO is not subject to the protection obligations outlined in the Personal Information Protection and Electronic Documents Act (PIPEDA), this policy is based upon PIPEDA’s 10 Fair Information Principles and is intended to ensure the safety of employee, volunteer, donor, program recipients, or Director private personal information.

Scope:

This policy applies to UWCNEO employees, volunteers, donors, and Directors.

Definitions:

As defined by PIPEDA, personal information includes: any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form, such as:

  • Age, name, ID numbers, income, ethnic origin, or blood type
  • Opinions, evaluations, comments, social status, or disciplinary actions
  • Files, credit records, loan records, medical records, existence of a dispute between a consumer and a merchant, intentions (for example, to acquire goods or services, or change jobs).

Ten Fair Information Principles

  1. Accountability
  2. Identifying purposes
  3. Consent
  4. Limiting collection
  5. Limiting use, disclosure, and retention
  6. Accuracy
  7. Safeguards
  8. Openness
  9. Individual access
  10. Challenging compliance

Policy:

UWCNEO will ensure that any private personal employee, volunteer, donor, program recipients, or Director information that is collected adheres to the principles outlined below:

  1. Accountability: UWCNEO is responsible for all private personal information under its control and will ensure its accountability to the 10 Fair Information Principles.
  2. Identifying purposes: UWCNEO will always identify why private personal information is being collected.
  3. Consent is required for the collection, use, or disclosure of information, as appropriate.
  4. Limiting collection: UWCNEO will only collect the private personal information that is required for the administration of pay, benefits, and other human resource activities. This information will always be collected in fair and legal ways.
  5. Limiting use, disclosure, and retention: Unless required by law, all private personal information collected by UWCNEO will only be used for the purposes for which it was collected. Private personal information will only be retained as necessary to serve the purposes for which it was collected.
  6. Accuracy: UWCNEO will maintain private personal information as accurate, complete, and as up to date as possible. UWCNEO may request periodic updates to ensure that the information on file is accurate.
  7. Safeguards: UWCNEO will protect any private personal information it has collected, either by locked filing cabinets, encrypted drives, or any other means necessary to ensure the privacy of the information.
  8. Openness: UWCNEO will disclose its purposes for the collection of information and will have this information available upon request from those it collected it from.
  9. Individual access: Individuals have the right to view what private personal employee information UWCNEO has retained. Further, they may challenge the accuracy of this information and make modifications to the information, as necessary.
  10. Challenging compliance: While UWCNEO is not subject to the compliance regulations under PIPEDA, it will endeavour to meet or exceed the principles established by the Act. Should an individual bring forward a way that UWCNEO could improve the safety of private personal employee information, they may bring it forward to the Executive Director.

Access to your information

You are entitled to know whether we hold personal information about you, see that information and ensure that it is accurate. Personal information is maintained at the office of United Way North East Ontario at the address below. If you would like to access your personal information, or have any questions about the protection of your privacy, please contact:

United Way Centraide North East Ontario/ Nord-est de l’Ontario
957 Cambrian Heights Drive, Unit 101
Sudbury, ON P3C 5S5
Tel: 705-560-3330
[email protected]

You may register a privacy-related complaint by contacting the Privacy Officer. We will investigate all complaints and take appropriate action.