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Privacy Policy and Procedures
In compliance with the Federal Personal Information Protection and Electronic Documents Act (Privacy Bill C-6), this document is the stated privacy policy and procedures of the Canadian Executive Service Organization (CESO).
The information volunteers provide to CESO enable us to do the work we do. Therefore, in implementing the Privacy Act, CESO has in effect codified the practices that we have always exercised.
Policy Statement
Being a CESO volunteer* involves providing personal information. We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances.
*CESO volunteers include Volunteer Advisers, Board of Directors, and all other volunteers.
What is personal information?
According to the Act, personal information is defined as information about an individual that may include marital status, date of birth, home address and telephone number, employment, education, medical history, dependent information and banking information.
What does CESO use Personal Information for?
We obtain information about volunteers for the following purposes only:
- Identify a volunteer
- Understand volunteer's skills and experience to establish eligibility for programs and services
- Allow for efficiency and effectiveness in selecting volunteers for CESO assignments
- Develop, enhance, market or provide products and services
- Effectively communicate with CESO stakeholders including volunteers, clients and those who provide funding
- Garner support for CESO activities and programs through volunteer appreciation events, public relations, communications and fundraising
- Meet legal and regulatory requirements
How do we protect personal information?
- We don't sell, trade or rent information about CESO volunteers to any third parties including clients or those who provide funding.
- We keep information only as long as it is needed
- We monitor our compliance with applicable privacy legislation
What Constitutes Consent to the Above Use of Personal Information?
For those Volunteer Advisers who completed and signed the Volunteer Adviser Registration Form before July 1, 2001, the signature on the form constitutes consent to utilize personal information in the instances listed above unless CESO obtains notice in writing from an individual that his or her personal information is not to be used for the purposes set out above.
Any volunteers who register after the implementation of this privacy policy will be required to provide their written consent to the above uses of personal information as a condition of becoming a volunteer.
Accessing personal information
Upon written request, volunteers will be given the opportunity to review the personal information as it pertains to them only. (See Contacting CESO at the end of this document.)
Compliance Officer
In the event that any concerns arise regarding the implementation of this policy, CESO's Chief Financial Officer is the organization's designated Compliance Officer.
Compliance Officer: Terry Brackenridge, Secretary, Treasurer and Chief Financial Officer 416-961-2376, ext. 283 or tbrackenridge@ceso-saco.com
CESO will be open about its policies and practices regarding the management of personal information. CESO's Privacy Policy shall be posted on CESO's website.
Procedures
- A. All Volunteer Advisers (VA) are required to complete a Volunteer Adviser Registration Form when registering with CESO. The form will contain a provision that provides for the above uses of the individual's personal information as a condition of registration with CESO. As such, the signature on the form constitutes consent for the utilization of the information only for the purposes articulated above.
B. All other volunteers will sign a basic information sheet which will constitute consent.
C. For VAs, who have registered with CESO prior to July 1, 2001: the signature on the Volunteer Adviser Registration form constitutes consent unless CESO obtains notice in writing that the information provided is not to be used for the purposes set out above and, therefore, wish their name withdrawn from the roster. Please address this to Nicole Gold, Roster Manager.
- For concerns and questions regarding the use of information please see Tips on Contacting CESO.
- Volunteer Services is responsible for the maintenance, use, storage and destruction of all VA records. Volunteer Services ensure the accuracy of information in two ways:
a) Roster Update mailing every two years to all volunteers that invites individuals to update the information contained on the database, such as updating skills and experience, and
b) responding to general inquiries from volunteers at any time to update information. Volunteers are welcome to access, review and update their file. Volunteer Services may ask the volunteer to put his/her request in writing and, if information is to be delivered via mail, the volunteer will be asked to provide a self-addressed, stamped envelope (9 x 12").
- Personal information shall be disposed of in an appropriate way. Any printed material containing personal information is not to be reused as scrap paper or to be reused in the photocopier.
- Volunteers may have questions or concerns regarding the use of their information or the content of their file. If the VA's concerns are not adequately addressed, the file shall be forwarded to the Director, Volunteer Services. If the matter remains unresolved, the Compliance Officer for CESO shall review the file and recommend action.
- Training will be provided to all staff and volunteers who are allowed access to volunteer files in accordance to their role and responsibilities at CESO. For example, it is a requirement for volunteers who are doing recruitment to have such access.
Tips on Contacting CESO
- General inquiries are welcome by phone or e-mail.
Inquiries are to be directed to Director Human Resources and Volunteer Services at 416-961-2376 or by e-mail at volunteers.toronto@ceso-saco.com
Should you request or need to obtain printed materials, you will be required to put your request in writing and provide a self-addressed, stamped envelope (9 x 12").
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