Privacy Policy for Kinbrace Community Society

Last updated 31 October 2023

Section 1: Introduction

This Privacy Policy outlines how Kinbrace Community Society (Kinbrace) (“we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA) and other applicable Canadian privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Our commitment to privacy is an integral part of our mission to serve our community and fulfill our mandate effectively.

We commit to following BC’s Personal Information Protection Act, which sets out rules for how organizations collect, use and disclose personal information.

 

Section 2: Information We Collect

We may collect personal information in the course of our charitable activities, which may include but is not limited to:

Donor Information (e.g., name, address, email, phone number)
Financial Information (e.g., donation history, payment details)
Volunteer Information (e.g., name, contact details)
Event Registrations (e.g., name, contact information)
Education Registrations (e.g. name, contact information)
Communications and Correspondence (e.g. emails, letters)
Any other information you voluntarily provide to us for you to engage our services or offers to fulfill our mandate.

 

Section 3: How We Use Your Information

We use your personal information for the following purposes:

To process donations and issue tax receipts.
To communicate with donors, volunteers, and event participants.
To provide updates on our charitable activities and events.
To communicate regarding educational opportunities and sessions.
To respond to inquiries and requests.
To comply with legal obligations.

 

Section 4: Consent

By donating, volunteering, subscribing, registering, or participating in our events, you consent to the collection, use, and disclosure of your personal information in accordance with this Privacy Policy.

Consent will not be required beyond what is necessary to provide a product or service.

You may withdraw your consent at any time by contacting us as described in Section 8.

Withdrawing your consent means we will be unable to provide you with services or goods that require the collection of your personal information.

We can collect, use, or disclose employee information without consent if it is reasonable for the purposes of establishing, managing, or terminating an employment relationship between Kinbrace and the individual.

 

Section 5: Sharing Your Information

Kinbrace will not collect, use, or disclose personal information except for the identified purposes for collection, unless we have received additional consent or the processing is authorized without consent.

We may share your personal information with the following parties:

With service providers, volunteers, or partners for the purpose of fulfilling our charitable mission.
If we retain another organization to do work for us that involves personal information, we ensure there is an agreement in place that ensures the contracted organization understands and follows the same PIPA obligations
With law enforcement or government authorities when required by law.
In connection with business transfers or legal proceedings.

 

Section 6: Retention

Kinbrace will keep personal information used to make a decision that directly affects individuals for at least one year after we make that decision.

After that period of time has passed, we will securely destroy or anonymize personal information once it is no longer necessary to fulfill the identified purposes or any other legal or business purposes.

 

Section 7: Security

We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction.

Donor, subscriber, workshop participant information is kept on a secure server in Canada, using the made-in-Canada Keela software.
Ready Tour participant information is kept on a secure server in North America, using HubSpot software.
All software has levels of account access, granted only to staff who need access to fulfill their job descriptions to serve those in the databases.

In the event of a security breach, senior leadership and the Board of Directors will be notified immediately, security will be locked down, the situation will be assessed by security experts, and those those in the database will be notified immediately of the situation, with updates, until the situation is resolved.

 

Section 8: Access, Accuracy, and Correction

Kinbrace makes reasonable efforts to ensure that personal information collected is accurate and complete, if the information is likely to be used in decisions that affect individuals or to be disclosed to another organization.

Kinbrace will make reasonable arrangements to ensure that
the personal information we collect, use, or disclose is accurate and complete;
individuals may request that Kinbrace correct any errors or omissions in their personal information that is under our organization’s control;
if Kinbrace is satisfied that an individual’s request for correction is reasonable, we will correct the information and send the corrected information to organizations we disclosed that information to during the year before the date the correction was made; and
if Kinbrace is not satisfied that the request for correction is reasonable, we will annotate the information, noting that the correction that was requested but not made.

You have the right to
access and correct your personal information held by us.
request information about what partnering charities we have shared your information with to fulfill our service to you.

To do so, please contact us at the address provided in Section 9.

 

Section 9: Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us in writing at:

Loren Balisky
Privacy Officer
[email protected]

We will respond within 30 days.

If your request is not met to your satisfaction, please contact the Office of the Information and Privacy Commissioner of British Columbia https://www.oipc.bc.ca/about/contact-us/.

 

Section 10: Changes to this Privacy Policy

We may revise this Privacy Policy as needed, and any updates will be posted on our website with the revised “Last Updated” date.

 

Section 11: Interpretation

In case of any conflict between the terms of this Privacy Policy and the requirements of PIPA, PIPA shall take precedence.

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For more information on BC’s Personal Information Protection Act (PIPA) go to:

Office of the Information and Privacy Commissioner of British Columbia
https://www.oipc.bc.ca/