Richmond Hospital Foundation (the “Foundation”) is committed to respecting and protecting the personal information of our donors, volunteers and employees. The following policy adheres to the Canadian Standards Association Model Privacy Code and meets or exceeds all federal and provincial legislative requirements.
Principle 1. Accountability
- The Foundation is responsible for personal information in its possession or custody.
- The Foundation is responsible for personal information that has been transferred to a third party for processing. Prior to any such transfer the Foundation verifies that a comparable level of protection is provided during the processing.
Principle 2. Identifying Purposes
- The Foundation will identify the purposes for which personal information is collected at or before the time the information is collected.
- Generally, the personal information collected by the Foundation is used to process donations, maintain records of contributions and keep donors informed of the latest news and fundraising initiatives.
Principle 3. Consent
- The Foundation will ensure that the knowledge and consent of the individual is obtained, either explicitly or implicitly, prior to the collection, use, or disclosure of personal information.
- The Foundation will make a reasonable effort to ensure that the individual is advised of the purposes for which the information will be used.
- The Foundation recognizes the individual’s right to withdraw consent at any time.
- The Foundation may collect, use and disclose personal information without consent if that information is considered by law to be in the public domain.
Principle 4. Limiting Collection
- The Foundation will not collect personal information indiscriminately. The collection of personal information will be limited to that which is necessary for the purposes identified by the Foundation.
- The Foundation will collect personal information in a fair and lawful manner so as not to mislead or deceive individuals about the purpose for which information is being collected.
Principle 5. Limiting Use, Disclosure and Retention
- The Foundation will not use or disclose personal information for purposes other than those for which it was collected unless consent is obtained from the individual beforehand.
- The foundation will not retain personal information for any longer than is necessary for the purposes identified by the Foundation.
Principle 6. Accuracy
- The Foundation will use its best efforts to ensure that information that is used on an ongoing basis, including information that is disclosed to third parties, and information that is used to make a decision about an individual, is accurate.
Principle 7. Safeguards
- The Foundation will protect personal information against loss, theft and unauthorized access, disclosure, copying, use, or modification.
- The Foundation will prevent unauthorized parties from gaining access to personal information during the disposal or destruction of the information.
- The Foundation will make its employees and volunteers aware of the importance of maintaining the confidentiality of personal information.
Principle 8. Openness
- The Foundation will be open about its policies and practices with respect to the management of personal information.
- The information made available will include:
- The name or title and contact information of the Privacy Officer who is accountable for compliance with the Foundation’s policies and procedures;
- The means of gaining access to personal information held by the Foundation;
- A description of the types of personal information held by the Foundation;
- A copy of any document that explains the Foundation’s policies, procedures, standards or codes, and;
- The types of information available to third parties.
Principle 9. Individual Access
- Upon request, the Foundation will inform an individual within a reasonable amount of time whether or not the Foundation holds personal information about the individual.
- The requested information will be provided in a form that is reasonably understandable.
- The requested information will be provided within 30 days (unless the Foundation is granted a time extension in compliance with federal and provincial legislation).
- In the event that the individual is asked for additional personal information in order to facilitate the request, that information will only be used for that purpose.
- In the event that the requested information is inaccurate, the Foundation will amend the information as required.
- Upon request, the Foundation will provide specific information about third parties to whom personal information has been disclosed.
Principle 10. Challenging Compliance
- The Foundation will have procedures in place to receive and respond to complaints or inquiries about their policies and practices relating to the handling of personal information.
- The complaint procedure will be easily accessible and simple to use. Individuals who make inquiries or lodge complaints will be informed of relevant complaint mechanisms.
- If a complaint is found to be justified, the Foundation will take appropriate measures, including, if necessary, amending its policies and practices.
Principle 11. Use of Website
- Google Analytics – The RHF Website may use Google Analytics to track performance. Google Analytics uses persistent cookies to track visitor sessions, visitors across multiple sessions, and referral sources to the RHF Website. The Foundation also tracks the performance of promotional links to the RHF Website using Google Analytics. In compliance with the Google Analytics Terms of Service, at no time is personally identifiable information (PII) passed to Google Analytics. Google Analytics stores its data within the United States of America and is subject to US laws. The Foundation uses this data to understand the performance of the RHF Website. Those wishing to opt out of Google Analytics data collection should use the Google Analytics Opt-out Browser Add-on.