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Personal Information Protection Policy
By visiting this website you consent to the collection and use of your information as we have outlined in the NPA Personal Information Protection Policy.
The Personal Information Protection Act
The British Columbia Personal Information Protection Act (“PIPA”) came into effect on January 1, 2004. The PIPA regulates how private sector organizations in British Columbia, including non-profit organizations, may collect, use and disclose personal information in the course of their activities.
As indicated in section 2 of the PIPA, the purpose of the PIPA is to:
“govern the collection, use and disclosure of personal information by organizations in a manner that recognizes both the right of individuals to protect their personal information and the need of organizations to collect, use or disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances.”
The Vancouver Civic Non Partisan Association (the “NPA”) is fully committed to ensuring that all personal information gathered in the course of its activities complies with the PIPA.
This Personal Information Protection Policy, in compliance with the PIPA, outlines the principles and practices the NPA will follow in protecting personal information. The privacy commitment of the NPA includes ensuring the accuracy, confidentiality, and security of personal information and allowing our members and individual members of the public to request access to, and to correct, their own personal information.
By-Laws – means the By-laws of the NPA.
Personal Information – means information about an identifiable individual, including name, age, home address and phone number, social insurance number, marital status, religion, income, credit history, medical information, education, employment information, and similar information. Personal information does not include contact information (described below).
Policy – means this Personal Information Protection Policy of the NPA.
Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy or the PIPA.
Privacy Officer – means the President of the Board of Directors of the NPA, or another individual designated from time to time by the Board of Directors, with responsibility for ensuring that the NPA complies with this Policy and the PIPA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the individual voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect personal information that is necessary to fulfill the following purposes:
To create and maintain a list of members pursuant to the By-Laws, and to contact the members as reasonably necessary;
To elect and maintain a Board of Directors pursuant to the By-Laws;
To elect and maintain Officers pursuant to the By-Laws;
To interview, nominate, endorse and support candidates for public office;
To employ and maintain a staff;
To conduct the financial and administrative affairs of the NPA;
To promote the NPA and its candidates to the public;
To engage in public relations and communications activities, including maintaining a website;
To conduct fundraising activities, and to contact the public for that purpose;
To conduct or commission polling, focus groups, surveys and other information-gathering activities reasonably related to the electoral process;
To maintain a list of voters;
To maintain a list of volunteers;
To conduct electoral campaigns;
Policy 2 – Consent
2.1 We will obtain individual consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided orally, in writing, electronically, through an authorized representative, or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the individual voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where an individual is given notice and a reasonable opportunity to opt-out of his or her personal information being used and the individual does not opt-out.
2.4 We may collect, use or disclose personal information without the individual’s knowledge or consent in the following limited circumstances:
When the collection, use or disclosure of personal information is permitted or required by law;
In an emergency that threatens an individual’s life, health, or personal security;
When the personal information is available from a public source (e.g., a telephone directory);
When the NPA requires legal advice from a lawyer;
For the purposes of collecting a debt;
To protect the NPA from fraud;
To investigate an anticipated breach of an agreement or a contravention of law
Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose individual personal information where necessary to fulfill the purposes identified at the time of collection, or the purposes listed in Policy 1 above.
3.2 We will not use or disclose individual personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell member lists or personal information to other persons.
Policy 4 – Retaining Personal Information
4.1 If we use individual personal information to make a decision that directly affects the individual we will retain that personal information for at least one year so that the individual has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that personal information is accurate and complete where it may be used to make a decision about the individual.
5.2 Individuals may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing, addressed to the Privacy Officer, and provide sufficient detail to identify the personal information and the correction being sought.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the correction request in the file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 We will use appropriate security measures when destroying personal information.
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing Individuals Access to Personal Information
7.1 Individuals have a right to access their personal information, subject to the limited exceptions set out under the PIPA and this Policy. An individual has no legal right under the PIPA or this Policy to access personal information relating to other individuals.
7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.
7.3 Upon request, we will also tell individuals how we use their personal information and to whom it has been disclosed if applicable.
7.4 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the individual of the cost and request further direction from the individual on whether or not we should proceed with the request.
7.6 If a request is refused in full or in part, we will notify the individual in writing, providing the reasons for refusal and the recourse available to the individual.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer
8.1 The Privacy Officer is responsible for ensuring the compliance of the NPA with this Policy and the PIPA.
8.2 Individuals should direct any complaints, concerns or questions regarding compliance of the NPA in writing to the Privacy Officer at the following address:
P.O. Box 939
8.3 If the Privacy Officer is unable to resolve the concern, the individual may also write to the Information and Privacy Commissioner of British Columbia.