Donor Privacy, Receipting Policy and Donor Bill of Rights

Donor Privacy Policy
 

Policy Statement:

The privacy and confidentiality of all personal information must be maintained at the Alzheimer Society (the “Society”).

Purpose:
To meet the requirements of The Personal Information Protection and Electronic Documents Act (PIPEDA).  To protect the privacy of personal information of employees, members, donors and other stakeholders. 

Definitions:
Personal Information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual.

Privacy Officer is accountable for the organization’s compliance with all privacy laws.  Also, the Privacy Officer will train employees on the organization’s privacy policy, develop a procedure for handling requests for access to personal information and for handling complaints.

Donor Lists are any compilation of donor contact information in paper or electronic format.    

Procedures:

All staff will:

1. Identify the following before collecting personal information:

• The purpose of collecting personal information
• What information will be used for
• To whom information is going to be disclosed.

Any personal sensitive information collected and stored must be disclosed by the donor and note its source in donor database records. Donors may request to see records at any time. Only collect information that the donor would understand by seeing on their record.

2. Provide negative or “opt-out” consent when collecting non-sensitive information that is for internal purposes or for third parties (ensure third parties are identified when the information is collected).  

3. Maintain personal information in an accurate, complete and up-to-date manner.

4. Protect personal information by using appropriate safeguards, including those which guard against theft, unauthorized access, disclosure, copying, modification, etc. Safeguards may include physical protection (the use of locked cabinets), and technological measures such as passwords and/or encryption.

5. Inform individuals of the existence, use and disclose their personal information and give access to it so he or she can challenge the accuracy or completeness of the information.

6. Retain personal information only as long as necessary.

The Fund Development Personnel or designate will:

1. Include the following reference to the Privacy Policy on all pledges and donation forms:

The Alzheimer Society of York Region is committed to protecting the privacy and confidentiality of your personal information.  For complete details on our privacy policy, please go to www.alzheimer-york.com/

Donor Lists

The Senior Leader of the Society will:

1. Ensure the Alzheimer Society has adopted the Ethical Fundraising and Financial Accountability Code and the Donor Bill of Rights and posted them in communications or promotional materials such as newsletters, websites, annual report, brochures.

2. Educate board, staff and volunteers about the importance of donor privacy and ensure they are aware of and understand the privacy and confidentiality policies of the Society.

3. Ensure board, staff and volunteers who have access to donor information sign a Confidentiality Agreement.

4. Communicate the privacy policy to current and prospective donors.

5. Ensure that third parties (such as contracted fundraising professionals hired to collaborate with the Society) sign confidentiality agreements, and adhere to all current privacy legislation, rules and regulations.

Policy Review

The most Senior Leader at the Society, or their designate will review this policy annually. If there are legislated changes required, these changes will be made as close as possible to the effective date of the legislative change.

Donor Bill of Rights

The Alzheimer Society of York Region adheres to the Association of Fundraising Professionals Donor Bill of Rights in its fundraising practices.

Receipting Policy