Learn about our Commitment to Our Stakeholders
Learn about the Scope of Policy
Understand the Definitions
Read Policy 1 – Collecting Personal Information
Read Policy 2 – Consent
Read Policy 3 – Using and Disclosing Personal Information
Read Policy 4 – Retaining Personal Information
Read Policy 5 – Ensuring Accuracy of Personal Information
Read Policy 6 – Security Measures for Protection of Personal Information
Read Policy 7 – Providing Stakeholders Access to Personal Information
Read Policy 8 – Questions and Complaints: The Role of the Privacy Officer or Designated Individual
Contact YouthCO’s Privacy Officer
Commitment to Our Stakeholders
YouthCO AIDS Society (“the Society”) is committed to providing our clients, members, support program members, volunteers, donors and other stakeholders (“our Stakeholders”) with exceptional service. Since providing this service involves the collection, use and disclosure of some personal information, protecting this personal information is one of our highest priorities.
While we have always respected our Stakeholders’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA). PIPA, which came into effect on January 1, 2004, sets out the ground rules for how BC businesses and not-for-profit organizations may collect, use and disclose personal information.
We will inform our Stakeholders of how and why we collect, use and disclose their personal information, obtain their consent where required and only handle their personal information in a manner appropriate to the circumstances. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our Stakeholders’ personal information and allowing our Stakeholders to request access to, and correction of, their personal information.
This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting our Stakeholders’ personal information.
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Scope of Policy
This Personal Information Protection Policy applies to YouthCO AIDS Society. This policy also applies to any service providers collecting, using or disclosing personal information on behalf of YouthCO AIDS Society.
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Definitions
Personal Information – means information about an identifiable individual including, but not limited to, name, age, home address and phone number, social insurance number, health status, medical information or socio-economic status. Personal information does not include contact information (see below).
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 PIPA.
Stakeholder – is a client, member, support program member, volunteer, donor and/or financial supporter of YouthCO AIDS Society.
Privacy Officer – means the individual designated responsible for ensuring that YouthCO AIDS Society complies with this policy and PIPA.
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Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the Stakeholder 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 Stakeholder information that is necessary to fulfil the following purposes:
• To verify identity;
• To verify medical status (support program members);
• To deliver requested support services (support program members);
• To enroll in a program;
• To send out Society membership information (members);
• To send out Society volunteer opportunities information (volunteers);
• To send out Society fundraising initiatives information (donors);
• To ensure a high standard of service to our clients and members;
• To meet regulatory requirements.
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Policy 2 – Consent
2.1 We will obtain Stakeholder 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, and/or 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 Stakeholder voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a Stakeholder is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, other communications or fundraising and the Stakeholder does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service, or the withdrawal of consent would frustrate the performance of a legal obligation), Stakeholders can withhold or withdraw their consent for YouthCO AIDS Society to use their personal information in certain ways. A Stakeholder’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the Stakeholder in making the decision.
2.5 We may collect, use or disclose personal information without the Stakeholder’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 we require legal advice from a lawyer;
• To protect ourselves from fraud;
• To investigate an anticipated breach of an agreement or a contravention of law.
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Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose Stakeholder personal information where necessary to fulfil the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as:
• To conduct Stakeholder surveys in order to enhance the provision of our services;
• To contact our Stakeholders directly about programming, services and donor opportunities that may be of interest.
3.2 We will not use or disclose Stakeholder personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell Stakeholder lists or personal information to other parties.
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Policy 4 – Retaining Personal Information
4.1 If we use Stakeholder personal information to make a decision that directly affects the Stakeholder we will retain that personal information for at least one year so that the Stakeholder has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain Stakeholder personal information only as long as necessary to fulfil the identified purposes or a legal or business purpose.
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Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that Stakeholder personal information is accurate and complete where it may be used to make a decision about the Stakeholder or disclosed to another organization.
5.2 Stakeholders 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 and provide sufficient detail to identify the personal information and the correction being sought. A request to correct personal information should be forwarded to the Privacy Officer.
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 Stakeholder’s correction request in the file.
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Policy 6 – Security Measures for Protection of Personal Information
6.1 We are committed to ensuring the security of Stakeholder personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 Security measures will be followed to ensure that client and member personal information is appropriately protected including:
• The use of locked filing cabinets;
• The use of user IDs, passwords, protocols, encryption and firewalls when conducting website and electronic communication;
• Restricting employee access to personal information as appropriate (e.g. only those that need to know will have access);
6.3 We will use appropriate security measures when destroying Stakeholders’ personal information such as shredding documents and permanently deleting electronically stored information.
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
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Policy 7 – Providing Stakeholders Access to Personal Information
7.1 Stakeholders have a right to access their personal information, subject to limited exceptions that include solicitor-client privilege and where disclosure would reveal personal information about another individual.
7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. A request to access personal information should be forwarded to the Privacy Officer.
7.3 Upon request, we will also tell Stakeholders how we use their personal information and to whom it has been disclosed if applicable.
7.4 We will make the requested information available within 10 business days, or provide written notice of an extension where additional time is required to fulfil the request.
7.5 If a request is refused in full or in part, we will notify the Stakeholder in writing, providing the reasons for refusal and the recourse available to the Stakeholder.
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Policy 8 – Questions and Complaints: The Role of the Privacy Officer or Designated Individual
8.1 The Privacy Officer is responsible for ensuring YouthCO AIDS Society’s compliance with this policy and the Personal Information Protection Act.
8.2 Stakeholders should direct any complaints, concerns or questions regarding YouthCO AIDS Society’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the Stakeholder may also write to the Information and Privacy Commissioner of British Columbia.
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Contacting YouthCO AIDS Society’s Privacy Officer
Privacy Officer
YouthCO AIDS Society
#205 – 1104 Hornby Street
Vancouver, BC V6Z 1V8
Phone: (604) 688-1441
Fax: (604) 688-4932
Email: privacyofficer@youthco.org
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