Privacy Policy

About the Personal Information Protection Act (PIPA)

At Rare Trait Hope Society, we are committed to providing our donors with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about our donors , protecting their personal information is one of our highest priorities.

While we have always respected our donors 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 B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.

We will inform our donors of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting donors’ personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our donors’ personal information and allowing our donors to request access to, and correction of, their personal information.

Scope of this Policy

This Personal Information Protection Policy applies to Rare Trait Hope Society and the Red Diamond Gala.

This policy also applies to any service providers collecting, using or disclosing personal information on behalf of Rare Trait Hope Society.

Definitions

Personal Information – means information about an identifiable individual including name, age, home address and phone number, social insurance number, marital status, religion, income, credit history, medical information, education, employment information. Personal information does not include contact information (described 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.

Privacy Officer – means the individual designated responsibility for ensuring that Rare Trait Hope Society complies with this policy and PIPA.

Policy 1 – Collecting Personal Information

1.1 Unless the purposes for collecting personal information are obvious and the donor 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 donor information that is necessary to fulfill the following purposes:

To verify identity;
To identify donation preferences;
To distribute tax receipts;
To deliver requested products and services, including
tickets for events;
To send out our society’s information;
To contact our donors for fundraising;
To ensure a high standard of service to our donors;
To meet regulatory requirements;

Policy 2 – Consent

2.1 We will obtain donor 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, 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 donor voluntarily provides personal information for that purpose.

2.3 Consent may also be implied where a donor is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the donor does not opt-out.

2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), donors can withhold or withdraw their consent for Rare Trait Hope Society to use their personal information in certain ways. A donor’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 donor in making the decision.

2.5 We may collect, use or disclose personal information without the donor’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;
For the purposes of collecting a debt;
To protect ourselves from fraud;
To investigate an anticipated breach of an agreement or a contravention of law

Policy 3 – Using and Disclosing Personal Information

3.1 We will only use or disclose donor personal information where necessary to fulfill the purposes identified at the time of collection such as:

To conduct donor surveys in order to enhance the provision of our services;
To contact our donors directly about fundraising that may be of interest;

3.2 We will not use or disclose donor personal information for any additional purpose unless we obtain consent to do so.

3.3 We will not sell donor lists or personal information to other parties.

Policy 4 – Retaining Personal Information

4.1 If we use donor personal information to make a decision that directly affects the donor, we will retain that personal information for at least one year so that the donor has a reasonable opportunity to request access to it.

4.2 Subject to policy 4.1, we will retain donor personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

Policy 5 – Ensuring Accuracy of Personal Information

5.1 We will make reasonable efforts to ensure that donor personal information is accurate and complete where it may be used to make a decision about the donor or disclosed to another organization.

5.2 Donors 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 may be forwarded to info@raretraithope.ca

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 donors’ correction request in the file.

Policy 6 – Securing Personal Information

6.1 We are committed to ensuring the security of donor personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.

6.2 The following security measures will be followed to ensure that donor personal information is appropriately protected:

Physically securing offices where personal information is held; the use of user IDs, passwords, encryption, firewalls; restricting employee access to personal information as appropriate (i.e., only those that need to know will have access); contractually requiring any service providers to provide comparable security measures.

6.3 We will use appropriate security measures when destroying client’s, customer’s, member’s personal information such as shredding documents, and 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.

Policy 7 – Providing Donors Access to Personal Information

7.1 Donors have a right to access their personal information, subject to limited exceptions.

(a) the disclosure could reasonably be expected to threaten the safety or physical or mental health of an individual other than the individual who made the request;

(b) the disclosure can reasonably be expected to cause immediate or grave harm to the safety or to the physical or mental health of the individual who made the request;

(d) the disclosure would reveal the identity of an individual who has provided personal information about another individual and the individual providing the personal information does not consent to disclosure of his or her identity.

7.2 A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.

7.3 Upon request, we will also tell donors 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 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.

7.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the donor of the cost and request further direction from the donor on whether or not we should proceed with the request.

7.6 If a request is refused in full or in part, we will notify the donor in writing, providing the reasons for refusal and the recourse available to the donor.

Policy 8 – Questions and Complaints

8.1 The Privacy Officer or designated individual is responsible for ensuring Rare Trait Hope Society’s compliance with this policy and the Personal Information Protection Act.

8.2 Donors should direct any complaints, concerns or questions regarding Rare Trait Hope Society’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the donor may also write to the Information and Privacy Commissioner of British Columbia.

Rare Trait Hope Society
2768 W Broadway #573
Vancouver, BC
V6K 4P4