Policy Number: 10-002
Policy Title: Privacy Policy
Date First Passed: October 21, 2010
Date(s) Amended:
SASCI is committed to protecting the privacy and confidentiality of the personal information it holds.
Members and Stakeholders
SASCI collects personal information (such as name, mailing address, email address, and telephone numbers, and affiliation) from its members and other stakeholders in order to provide community programs and services, including but not necessarily limited to:
- circulating information of interest to members and other stakeholders;
- distributing newsletters, notices, and other announcements;
- hosting community information sessions and forums;
- offering workshops and seminars; and
- facilitating dialogue among stakeholders.
To protect the privacy and confidentiality of personal information, SASCI:
- will not sell, barter, or lease its list of members or donors;
- will not use personal information for any purpose not consistent with our mandate;
- will not disclose personal information to a third party, except as may be necessary for SASCI to deliver community programs and services consistent with our mandate, and as may be required by law;
- will make reasonable efforts to protect the confidentiality of personal information when doing business internally or externally with other organizations;
- will make reasonable efforts to protect personal information with appropriate security safeguards; and
- will make reasonable efforts to keep personal information accurate and up-to-date (however, we rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our organization).
Staff and Directors
SASCI collects personal information from its staff, Directors, and volunteers for the purposes of conducting the business of the Society and complying with applicable laws and reporting requirements. As part of their duties, staff and Directors may acquire knowledge of, or have access to and be in possession of, the personal information of other staff and Directors, volunteers, candidates for employment, members, or other stakeholders. Staff and Directors are responsible for maintaining the confidentiality of such personal information. Staff and Directors will keep confidential and not disclose any personal information respecting any current or former staff or Director, volunteer, candidate for employment, member, or other stakeholder that comes to their knowledge by virtue of their position, except in accordance with their duties as an employee of the Society or a Director of the Board. This responsibility shall continue even after the termination of employment or tenure on the Board.
Staff and Directors will take reasonable steps to prevent the unauthorized access, use, or disclosure of personal information. As part of their duties, staff and Directors may occasionally receive records outside of SASCI’s offices that contain personal information of employees, other Directors, volunteers, members, or other stakeholders. Upon completion of the specific task requiring the records, all records in the possession of staff and Directors outside of SASCI’s offices and equipment that contain the personal information are to be returned to SASCI’s offices and/or equipment or securely destroyed.