The purpose of this policy document is to articulate our practices which are intended to protect the privacy of individuals who deal with the John Howard Society of Ontario.
The John Howard Society of Ontario is committed to protecting the privacy of the personal information of its employees, members, donors and other stakeholders. We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that is shared with us.
Definition of Personal Information
As a result of our operations, we frequently gather and use personal information. Personal information is any information that can be used to distinguish, identify or contact a specific individual outside of that available in the Public Domain. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent.
Personal information gathered by our organization is kept in confidence. Reasonable steps will be taken to protect the integrity and security of that information such as password protocols, encryptions and file locks. Only personnel, authorized by the terms and conditions of their employment, will be allowed access to that information.
In the case of fundraising, retained information shall not be used except for the purpose of new fundraising solicitations and related administration such as issuing of receipts. Names and addresses may be traded through brokers with other charities in order to obtain acquisition lists unless the donor has requested otherwise. The Society shall also respect any requests from donors regarding the frequency of solicitations.
Where we choose to have certain services, such as data processing, provided by third party providers, we select and monitor the service providers carefully. We take all reasonable precautions to ensure that the service provider protects your personal information, including the use of confidentiality agreements.
Collection of Information
The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information is collected by fair and lawful means.
Retention of Information
Personal information shall be retained only as long as necessary for the fulfillment of the purposes for which it was obtained, or as required by law.
Access to Information
An individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
(Updated August 27, 2008)