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RAINBOW YOUTH EXCELLENCE SOCIETY (RYES)
PRIVACY POLICY
1. Commitment
The Rainbow Youth Excellence Society (RYES) is committed to ensuring the confidentiality and privacy and protecting the personal information of all Camp participants and other individuals whose personal information is held or controlled by RYES.
2. Privacy Officer
RYES will designate a Privacy Officer to oversee the protection of personal information in compliance with the BC Personal Information Protection Act, and the RYES’ privacy policies and practices.
3. Policies
RYES will develop policies and practices necessary for compliance with the Personal Information Protection Act and a process to respond to complaints that may arise, and make information available on request about the policies and practices and the complaint process.
4. Consent
RYES will obtain consent for the collection, use, and disclosure of personal information, except in circumstances permitted by the Personal Information Protection Act or other law.
5. Conditions
RYES will not, as a condition of providing camps or services, require an individual to consent to the collection, use, or disclosure of personal information beyond what is necessary to provide the camp or service.
6. Express Consent
RYES will obtain express written or oral consent to the collection, use and disclosure of personal information, except in circumstances when the Personal Information Protection Act authorizes the collection, use, or disclosure without consent or deems the collection, use, disclosure to be consented to.
7. Implicit Consent
Implied consent may be relied on when the purpose would be considered obvious to a reasonable person and the individual voluntarily provides the personal information for that purpose.
8. Deemed Consent
RYES may obtain consent to collect use, or disclose personal information for specified purposes, if the RYES sends notice to the individual that it intends to collect, use, or disclose personal information for those specified purposes and gives the individual a reasonable opportunity to decline to have the personal information collected, used, or disclosed for those
purposes, the individual does not decline the collection use, or disclosure for those purposes, and the collection, use or disclosure is reasonable having regard to the sensitivity of the personal information in the circumstance.
9. Withdrawal
An individual may withdraw consent at any time, subject to legal or contractual restrictions, provided that reasonable notice of withdrawal of consent is given to RYES. On receipt of notice of withdrawal of consent, RYES will inform the individual of the likely consequences of the withdrawal of consent, which may include the inability of RYES to provide certain products and services, if the information is necessary to provide the products and services.
10. Purposes
When collecting information, RYES will state the purpose of collection and provide on request the position or title and contact information for an officer who can answer the individual’s questions about the collection.
11. Collection
RYES will limit the collection of information to information that is necessary to provide a camp or service or that is necessary for the purpose consented to by the individual or to information otherwise permitted to be collected by the Personal Information Protection Act or other law.
12. Use
RYES will not use personal information for purposes other than those for which it was collected, except with the consent of the person concerned or as required or authorized by law.
13. Disclosure
RYES will not disclose personal information for purposes other than those for which it was collected, except with the consent of the person concerned, or as required or authorized by law. When disclosing personal information RYES will take all reasonable steps to protect the interests of its camp participants and other individuals.
14. Sharing
RYES may share personal information with other carefully selected organizations, with the consent of the person concerned or as required or authorized by law.
15. Access
Upon written request, RYES will provide the individual with the personal information under the control of RYES, information about the ways in which the personal information requested has been and is being used, and the names of individuals and organizations to whom the personal information requested has been disclosed. RYES may charge a minimal, fee for providing information. RYES will provide an estimate of the fee upon receiving the access to information request. RYES may require a deposit for all or part of the fee.
16. Assistance
RYES will assist individuals to complete an access to information request to ensure that the information wanted or needed is provided accurately, completely, and promptly.
An applicant may be required to provide sufficient information to permit RYES to provide an account of the existence, use, and disclosure of personal information it holds. The additional information provided will only be used for this purpose.
17. Exceptions
RYES may not provide information that it is not required to disclose and will not disclose information that it is required not to disclose by law, such as information that would reveal the identity of another individual without his or her consent.
18. Time Limit
RYES will endeavour to respond to an access to information request within 30 days. If additional time is required because sufficient detail has not been provided by the applicant, a large amount of material is requested or must be retrieved, or more time is needed to consult with other organizations, RYES may apply to the BC Privacy Commissioner for an extension under the Personal Information Protection Act.
19. Refusals
If RYES refuses access to personal information, RYES’ response to the access to information request will provide the reasons for refusal and provide the name, position/title, address, and telephone number of an officer of RYES who can answer the applicant’s questions about the refusal. RYES may refuse to confirm or deny the existence of personal information collected as part of an investigation.
20. Accuracy
RYES will make a reasonable effort to ensure that personal information it is using or disclosing is accurate and complete.
21. Corrections
If an individual demonstrates the inaccuracy or incompleteness of personal information, RYES will amend the information as required. If appropriate, RYES will send the amended information to third parties to whom the information has been disclosed.
When a challenge regarding the accuracy of personal information is not resolved to the satisfaction of the individual, RYES will annotate the personal information under its control with a note that the correction was requested but not made.
22. Protection
RYES will protect the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks.
RYES will take reasonable steps, through contractual or other reasonable means, to ensure that a comparable level of personal information protection is implemented by the suppliers and agents who assist in providing services to camp participants and other individuals.
23. Retention
RYES will keep personal information used to make a decision that affects the individual for at least one year after using it to make the decision.
RYES will, in accordance with its retention schedule, destroy, erase, or make anonymous documents containing personal information, as soon as it is reasonable to assume that the original purpose is no longer being served by retention of the information and retention is no longer necessary for legal or business purposes.
RYES may retain personal information about camp participants and customers with their consent in order to assist in the provision of future products and services and for marketing purposes, such as sending information about products and services that may be of interest, and may update the information as necessary to provide products and services applied for.
RYES will take due care with the destruction of personal information so as to prevent unauthorized parties from gaining access to the information.
24. Safeguarding
RYES will employ electronic and physical security safeguards appropriate to the sensitivity level of personal information, including:
ß Physical measures such as locked fire resistant filing cabinets and restricted access to offices.
ß Organizational measures such as restricting employee access to files and databases
ß Electronic measures such as passwords and encryption
ß Investigative measures if RYES has reasonable grounds to believe that personal information is being inappropriately collected, used or disclosed.
25. Questions
Camp participants and other individuals may direct any inquiries or complaints regarding their personal information to the RYES’ Privacy Officer. Contact information will be available by inquiring at the office of the B.C. Co-operative Society, the administrator of the RYES program.
26. Complaint Process
RYES will, on request, inform award applicants and other individuals of its complaint procedures, which will be accessible and simple to use.
RYES will ensure that inquiries, concerns, and complaints regarding personal information receive prompt attention and are resolved in a timely manner. Where appropriate, camp participants and other individuals will be informed of their right to file a complaint with the BC Privacy Commissioner and will be provided contact information.
PRIVACY COMPLAINT PROCESS
∑ Individuals may contact the Privacy Officer by telephone, email, or letter to the Privacy Officer.
∑ The Privacy Officer will explain the complaint process to the individual.
∑ The individual will be requested by the Privacy Officer to make the complaint in writing. The Privacy Officer may request additional details and documentation from the individual in respect of the complaint.
∑ The Privacy Officer will respond promptly to all complaints and attempt to resolve the complaint to the satisfaction of the individual and RYES.
∑ If the Privacy Officer does not resolve the complaint to the individual’s satisfaction, the Privacy Officer should indicate that the individual may take the complaint to RYES.
∑ Staff will refer all complaints and disputes about protection of information, access to information, correction of information, or other complaints and disputes about privacy to the Privacy Officer.
∑ The Privacy Officer will take any necessary remedial action, such as recommending changes to procedures to prevent similar valid complaints.
∑ Camp Leaders will cooperate with the Privacy Officer to provide documents and information, resolve disputes, and amend department procedures as required.
∑ The Privacy Officer will keep files and records on complaints including a complaint log, and prepare reports for management about the quantity, nature or types of complaints, resolution or non-resolution, and any actions taken to prevent similar valid complaints.
May 25 2004
Rainbow Youth Excellence Society.
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