Policy to Protect Personal Information (Privacy Policy) as of July 1, 2026
Introduction:
This Internal Privacy Policy outlines the commitment of Southwestern Ontario Youth for Christ (SWOYFC), a Canadian charity, to protect the personal information of individuals in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA). This policy applies to all employees, volunteers, contractors, committee members, and Board members who handle personal information in the course of their duties.
1. Collection of Personal Information:
1.1. Consent: SWOYFC will obtain appropriate consent from individuals before collecting their personal information, except where authorized or required by law.
1.2. Purpose Limitation: Personal information will only be collected for specific and legitimate purposes related to the activities of SWOYFC. Individuals will be informed about the purpose of collection at or before the time of collection.
1.3. Collection Methods: Personal information will be collected by fair and lawful means, and only to the extent necessary for the identified purposes. Whenever possible, SWOYFC will collect personal information directly from the individual.
2. Use, Disclosure, and Retention of Personal Information:
2.1. Use Limitation: Personal information will only be used for the purposes for which it was collected, unless consented to by the individual or as required by law.
2.2. Disclosure: SWOYFC will not disclose personal information to third parties without the individual’s consent, except when required by law or authorized by PIPEDA.
2.3. Data Sharing and Transfers: When personal information is shared with third parties or transferred outside of Canada, SWOYFC will ensure appropriate safeguards and contractual agreements are in place to protect the information.
2.4. Retention: Personal information will be retained only for as long as necessary to fulfill the identified purposes or as required by law. When no longer required, information will be securely destroyed.
3. Accuracy and Safeguards:
3.1. Accuracy: SWOYFC will make reasonable efforts to ensure that personal information is accurate, complete, and up to date. Individuals may request corrections to their personal information.
3.2. Security Safeguards: Appropriate security measures, including physical, technological, and administrative safeguards, will be implemented to protect personal information against unauthorized access, loss, theft, or disclosure.
4. Individual Rights:
4.1. Access: Upon request, individuals will be provided with access to their personal information, subject to legal limitations. SWOYFC will respond to access requests within a reasonable time and at no cost to the individual.
4.2. Complaints: SWOYFC will promptly investigate and address any complaints or concerns regarding the handling of personal information. Individuals may contact the Privacy Officer to lodge a complaint.
4.3. Opt-Out: Individuals will have the opportunity to opt-out of receiving communications from SWOYFC or to withdraw their consent for the collection, use, or disclosure of their personal information, subject to legal and contractual requirements.
5. Training and Compliance:
5.1. Training: SWOYFC will provide regular privacy training to employees, volunteers, contractors, committee members, and Board members to ensure awareness and understanding of privacy obligations.
5.2. Compliance: SWOYFC will regularly review and update its privacy practices to ensure ongoing compliance with PIPEDA and any applicable privacy laws.
6. Accountability:
6.1 Upon receiving a concern, the Privacy Officer shall investigate the concern and notify the sender of findings and corrective action taken, if any.
6.2 Upon receiving the response, the concerned person may, if not satisfied, appeal to SWOYFC’s Board of Directors to review the concern.
6.3 The determination of the Board of Directors shall be final and the Privacy Officer shall implement any of its recommendations.
Conclusion:
By adhering to this Internal Privacy Policy, SWOYFC is committed to protecting the personal information of individuals and complying with the requirements of PIPEDA. This policy will be regularly reviewed and updated to reflect evolving privacy laws and best practices.
For further information or to raise any privacy concerns, individuals can contact the Privacy Officer.