Purpose – HRI recognizes the right of an individual to the protection of personal information and the need for information management practices that adhere to national standards. HRI will ensure that this policy governs the management of personal information of its donors, staff, volunteers and users of www.hri.ca.
Personal Information – Factual or subjective information about an identifiable individual including information like age, name, addresses, e-mail addresses, financial information, identification numbers, evaluations, comments, or information about employees, including disciplinary actions, personnel files, medical files or documentation of a dispute.
Commercial Activity – Any particular transaction, act or conduct or any regular course of conduct that is of a commercial character, including the selling, bartering or leasing of donor, membership or other fundraising lists.
Consent – Express or implied, voluntary agreement to the collection, use, storage, disclosure, and/or disposal of personal information. Express consent is given explicitly, either orally or in writing. Implied consent arises where consent may reasonably be inferred from the action or inaction of the individual.
Accountability – HRI recognizes that it is responsible for all personal information under its control. This includes, but is not limited to, information in any form be it verbal, print or electronic document, such as age, name, address, telephone numbers, e-mail addresses, identification numbers, income, ethnic origin, opinions, evaluations, social status, credit records, and recordings of disputes between the organization and a donor.
Identifying Purposes – HRI shall identify the purposes for which personal information is collected at or before the time the information is collected. HRI will clearly define the purpose or purposes, including any secondary uses. HRI will only collect information that it views as a necessity in order to fulfill the identified purpose and individuals will be provided with an opportunity to reject or accept such uses.
HRI will make every attempt to ensure that the purposes and uses of information it collects will be presented in easy and straightforward language, including the purpose, need for and use of the personal information.
Consent – HRI will ensure that the knowledge and consent of the individual are obtained for the collection, use, or disclosure of personal information, except where required or permitted by law.
HRI recognizes the right of individuals to prevent their personal information from being provided to other organizations on a reciprocal basis for the purpose of promotion and fundraising. HRI will present its volunteers, clients and donors an opportunity to opt-out of such exchanges in each email correspondence and on our website. HRI will not sell any personal information to third parties, and will only disclose personal information with the opportunity for individuals to opt-out, except where required or permitted by law.
HRI may be permitted or required in particular circumstances to disclose personal information without informed consent in situations including, criminal investigations, legal or security situations, medical emergencies or mental or physical incapacities arise.
Limiting Collection – HRI shall ensure that the collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.
HRI will collect information in a straightforward and honest manner and with the individual’s consent. It will not collect information in an indiscriminate manner. Information will not be collected from other individuals associated with the person such as family members or friends without the consent and knowledge of the individual and only in situations that are deemed to be most compelling.
Limiting Use, Disclosure and Retention – HRI shall ensure that personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes. HRI does not trade or sell contact or fundraising lists.
Safeguards – HRI shall take reasonable measures to ensure that any personal information shall be protected by security safeguards appropriate to the sensitivity of information, including measures against loss or theft, unauthorized access, disclosure, copying, use or modification.
Individual Access – HRI agrees to ensure that upon request an individual shall be informed of the existence, use, and disclosure of their 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.