Privacy of Personal Information Policy
Purpose: To define HFHVIN’S policy for the collection and use of personal information
HFHVIN will be compliant with B.C.’s Personal Information Protection Act (PIPA)
What is Personal Information?
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information may include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Where an individual uses his or her home contact information as business contact information, that contact information is considered business contact information, therefore not subject to protection as personal information.
Habitat for Humanity Vancouver Island North respects the privacy of the personal information of our donors, volunteers, partner families, homeowner applicants, employees and other stakeholders, and adheres to all legislative requirements that pertain to its protection. We do not sell, trade, rent or in any way distribute personal information.
Home Application Information
All information provided by applicants for a Habitat for Humanity Vancouver Island North home will be retained for a maximum of five (5) years. In cases where it is deemed by the Director of Family Services & Community Engagement and the Executive Director that an unsuccessful applicant is unlikely to pursue resubmission (e.g. they leave the country), that retention period may be reduced to two (2) years.
In all other respects, the personal information of home applicants will be treated the same as that of any other constituent of HFHVIN.
Use, Storage, Retention and Destruction of Information
During the course of our various projects and activities, we gather and use personal information. We collect the information necessary to fulfill the stated purpose, whether an individual registers to volunteer, make a donation, request information (by mail or online), complete a survey, or other.
These records are kept private and confidential, stored in a secure location and accessible only by authorized staff. We also take measures to ensure the integrity of this information is maintained and to prevent its being lost or destroyed.
Records containing private and confidential information will be retained for as long as necessary for legal or audit reasons (e.g. donation records), or for statistical or purposes determined by HFHVIN.
Paper documents containing personal information will be destroyed by shredding once they are no longer required. Electronic documents such as databases will be destroyed according to generally accepted procedures.
The information provided will be used for the stated purpose and to keep constituents periodically informed on HFHVIN activities including programs and services, funding needs, special events, and opportunities to volunteer or to give. By providing HFHVIN with personal information, constituents are giving consent to HFHVIN’s use of that information, including that already in HFHVIN’s possession, for the stated purposes.
Access to Information
Only employees and authorized agents of Habitat for Humanity Vancouver Island North who are responsible for functions relevant to those activities, and other persons authorized by law (e.g. auditors, accountants) have access to the personal information we collect.
All authorized agents (e.g. volunteers) who have access to personal information must complete and sign a privacy and confidentiality agreement, which will be kept by the Volunteer Coordinator. The Office Administrator is responsible for ensuring that all office volunteers sign the agreement.
Requests for Changes to Contact Information
Constituents may address questions and concerns, or request changes to their contact information, or to be removed from HFHVIN databases, in writing by e-mail at firstname.lastname@example.org, by mail, or by telephone, to the attention of the Privacy Officer.
Changes will be made within 30 days from receipt of such requests.
The HFHVIN web server automatically logs (records) the IP address and standard information about the operating system and web browser used by visitors, as provided by their web browser. This information is used for statistical purposes to help HFHVIN manage its site, but it does not identify visitors in any way.
Donation Information for the Website
Habitat for Humanity Vancouver Island North, through third party services, uses Secure Socket Layer (SSL) encryption technology to ensure the integrity and privacy of the personal and credit card information provided by donors when they make an online donation or register for an event.