CONFIDENTIALITY POLICY
The federal government has enacted the Personal
Information Protection and Electronic Documents act
“PIPEDA”.
This act regulates the collection, use and disclosure of personal Information by
organizations. To
comply
with PIPEDA, We have implemented policies governing our collection, use and
disclosure of personal
information.
Information We Collect
Oak Park
Moms and Tots collects the following personal information.
What We
do with the Information
The
information is used to allow us to have a count of how many members and children
we are serving, to
contact
members to update information, to call members if they have asked to volunteer
and to email member
newsletters. The emergency contact information and medical condition information
would be passed on to
medical
staff in case of an emergency. Oak Park Moms and Tots will not disclose personal
information to third
parties.
All membership records are kept for a period of 7 years and are shredded and
disposed of at that time.
Who Has
Access to Member Information?
The Oak
Parks Moms and Tots board secretary has access to all the records to maintain
the membership
list.
Other board members have limited access to information as needed in the process
of doing their duties. All
personal
information is kept in a binder in a file cabinet at the centre and an
electronic copy of the membership
list is
distributed to the Director as a back up copy. The volunteer coordinator
receives the names and contact
information for people who have expressed an interest in volunteering on their
membership form. All board
members
sign confidentiality agreements and are only allowed to access member
information through the
Director
for board related business.
Board
Confidentiality
All board meetings are open to members; however
proceedings at closed sessions of meetings of the Board are confidential.
Briefing documents, minutes, reports and other documents identified as
confidential are confidential. Confidential information received by a member of
the Board or received by anyone else for purposes of a confidential proceeding
of the Board or its committees shall not be used, directly or indirectly, for
personal gain by the board member or other person and shall not be divulged to
any other person without the express prior authorization of the Board. All
communications to/from the media about a confidential proceeding of the Board or
its committees or about decisions of the Board shall be directed to the Chair or
other designated person. All files and information of any sort, including but
not limited to, donors, prospective donors, members and/or their families, past
and present employees, and past and present volunteers is strictly confidential.
Inappropriate discussion and/or use of information to which the board member may
be privileged may be cause for immediate dismissal.Board
members are not allowed to use their position for personal gain and sign a
“Code of Conduct Agreement” each year.
Privacy
Officer
Our
Director has the responsibility of Privacy Officer. The Director has the
responsibility of overseeing all
elements
of our information handling practices and bringing forward concerns to the board
of directors.
Policy
Review
The
confidentiality policy is reviewed at the time of hire, is included in the
policy binder, and reviewed
again at
the yearly signed review. The
policy is reviewed annually at a board meeting. Board or staff
failure
to comply with the policy would be handled in keeping with our personnel and
board policies.