West Vancouver Memorial Library Foundation Privacy Policy   Our Commitment To Privacy The West Vancouver Memorial Library Foundation (the “Foundation”) is committed to maintaining the security, confidentiality and privacy of your personal information. This Privacy Policy documents our commitment to you and has been developed in compliance with the British Columbia Personal Information Protection Act.   Our Policy   This Policy addresses personal information about individuals and does not apply to the information collected, used or disclosed with respect to corporate or commercial entities. This Policy does not impose any limits on the collection, use or disclosure of the following information by the Foundation: • your business contact information; and • certain publicly available information.   Accountability   The Foundation has designated a Privacy Officer who is responsible for the Foundation’s compliance with this Policy.   Purposes   When collecting information, the Foundation will state the purpose of collection and will provide, on request, contact information for the Privacy Officer who can answer questions about the collection. The Foundation collects, uses and discloses your personal information for the following reasons: • processing your donation; • reporting your donations as required by law (e.g. to Canada Customs and Revenue Agency); • managing or transferring assets or liabilities of the Foundation; and • complying with legal and regulatory requirements. The above collections, uses and disclosures are a necessary part of the Foundation’s relationship with you. Other Uses. The Foundation may also collect, use and disclose your personal information for the following purposes: • issuing a receipt to you; • contacting you regarding future campaigns and special events; and • donor recognition, including posting your name on the Foundation’s donor board. You may instruct the Foundation to refrain from using or sharing information in the three ways described above under “Other Uses” by providing written notification to the Foundation’s Privacy Officer. When personal information that has been collected is to be used for a purpose not previously identified, the new purpose shall be identified prior to use and consent for same shall be obtained from you unless the use is authorized or required by law.   Consent   The Foundation will obtain your consent to collect, use or disclose personal information except where the Foundation is authorized or required by law to do so without consent. For example, the Foundation may collect, use or disclose personal information without your knowledge or consent where: • the information is publicly available, as defined by statute or regulation; • the Foundation is obtaining legal advice; or • the Foundation reasonably expects that obtaining consent would compromise an investigation or proceeding.   Other exceptions may apply. Your consent can be express, implied or given through an authorized representative such as a lawyer, agent or broker. Consent may be provided orally, in writing, electronically, through inaction (such as when you fail to notify the Foundation that you do not wish your personal information collected, used or disclosed for various purposes after you have received notice of those purposes) or otherwise. You may withdraw consent at any time, subject to legal and contractual restrictions, provided that you give reasonable notice of withdrawal of consent to the Foundation. On receipt of notice of withdrawal of consent, the Foundation will inform you of the likely consequences of the withdrawal of consent, which may include the inability of the Foundation to provide certain services for which that information is necessary.     Limits On Collection Of Personal Information   The Foundation will not collect information indiscriminately and will limit collection of information to that which is reasonable and necessary to provide services and which is reasonable and necessary for the purposes consented to by you. The Foundation will also collect information as authorized by law.   Limits For Using, Disclosing And Retaining Personal Information   Your personal information will only be used or disclosed for the purposes set out above and as authorized by law. The Foundation will keep personal information used to make a decision affecting you for at least one year after using it to make the decision. The Foundation will destroy, erase or make anonymous documents or other records 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. The Foundation will take due care when destroying personal information so as to prevent unauthorized access to the information.   Accuracy   The Foundation will make a reasonable effort to ensure that personal information it is using or disclosing is accurate and complete. If you demonstrate the inaccuracy or incompleteness of personal information, the Foundation will amend the information as required. If appropriate, the Foundation 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 your satisfaction, the Foundation will annotate the personal information under its control with a note that the correction was requested but not made.   Safeguarding Personal Information   The Foundation protects 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. The Foundation 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. Some specific safeguards include: • physical measures such as locked filing cabinets • organizational measures such as restricting employee access to files and databases as appropriate • electronic measures such as passwords and firewalls; and • investigative measures where the Foundation has reasonable grounds to believe that personal information is being inappropriately collected, used or disclosed   Note that confidentiality and security are not assured when information is transmitted through e-mail or other wireless communication.     Providing Access   You have a right to access your personal information held by the Foundation. Upon written request and authentication of your identity, the Foundation will provide you with your personal information under its control, information about the ways in which your information is being used and a description of the individuals and organizations to whom that information has been disclosed. The Foundation may charge a reasonable fee for doing so. The Foundation will make the information available within 30 days or provide written notice where additional time is required to fulfill the request. In some situations, the Foundation may not be able to provide access to certain personal information (e.g., if disclosure would reveal personal information about another individual, the personal information is protected by solicitor/client privilege, the information was collected for the purposes of an investigation or where disclosure of the information would reveal confidential commercial information that could harm the competitive position of the Foundation). The Foundation may also be prevented by law from providing access to certain personal information. Where an access request is refused, the Foundation will notify you in writing, document the reasons for refusal and outline further steps which are available to you.   Complaints   The Foundation will, on request, provide information regarding its complaint procedures. Any inquiries, complaints or questions regarding this Policy should be directed in writing to the Foundation Privacy Officer.   Privacy Officer: Susan Griffin   To contact the Privacy Officer, please leave a phone or email message at the Foundation Office. Phone: 604 925-7425 Email: foundation@westvanlibrary.ca Click here for the policy and procedures for privacy complaints.