Purposes and Extent of Collecting Data for Program Registration
EastRidge Evangelical Missionary Church (EastRidge) is collecting and retaining personal information for the purpose of enrolling your child in our programs, to assign the student to the appropriate classes, to develop and nurture ongoing relationships with you and your child, and to inform you of program updates and upcoming opportunities at our Church (you can unsubscribe from communications at any time by contacting the office). This information will be maintained in accordance with Federal and Provincial laws, and as a requirement of our insurance company and legal counsel. If you wish EastRidge to limit the information collected, or to view your child’s information, please contact the Privacy Officer (noted below).
Privacy and Protection of Information
In accordance with applicable laws, EastRidge Evangelical Missionary Church (EastRidge) is committed to protecting the privacy of its members, adherents, donors, volunteers, employees, directors, officers and any other persons about or from whom EastRidge collects personal information. EastRidge embraces the principles of the Canadian Standards Association Model Code for the Protection of Personal Information to ensure that all personal information is properly collected, used only for the purposes for which it is collected and is disposed of in a safe and timely manner when no longer required.
Accountability
EastRidge is responsible for maintaining and protecting the personal information under its control. EastRidge has appointed a Privacy Officer who is responsible to ensure that EastRidge complies with its privacy obligations in accordance with applicable privacy laws.
Identifying Purposes
EastRidge collects and uses personal information for a variety of purposes including, but not limited to, providing services to individuals ministered to by EastRidge;
- establishing and maintaining members lists;
- managing payroll and benefits;
- employee performance evaluations;
- maintaining lists of donors and their financial gifts as required by Canada Revenue Agency (CRA);
- maintaining training records, police checks and reference as required by the Financial Integrity Policy, Safe Church Policy and other ministry screening procedures.
EastRidge shall identify and explain the purposes for which it collects personal information, to the person from whom the personal information is being collected, before or at the time the information is collected.
Consent
Consent will be obtained from the person whose personal information is collected, used and disclosed, unless obtaining the consent would be inappropriate or not required by law. The person’s consent is implied by virtue of their status as a member or adherent at EastRidge. When it is appropriate, written consent will be obtained. Written consents will be kept on file for as long as the information is necessary or as required by law. A person may withdraw his or her consent at any time, subject to legal or contractual restrictions and reasonable notice. The person will be informed of reasonably foreseeable implications of the withdrawal. See also Safe Church Policy with regard to consent and children’s information.
Limiting Collection
Information collected will be limited to that required for the purpose or purposes identified by EastRidge. EastRidge is committed to collecting personal information in a fair, open and lawful manner.
Limiting Use, Disclosure and Retention
Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the person or as required by law. All collected personal information shall be destroyed, erased or made anonymous as soon as the purpose for which it was collected is no longer relevant, or as permitted by the law. Nothing in this Privacy Policy prevents the elders or pastoral staff from collecting, retaining and using information related to individuals ministered to by EastRidge, since such information assists in providing quality services to those ministered to.
Accuracy
Personal information shall be maintained in as accurate, complete and up-to-date a form as necessary in order to fulfill the purposes for which it was collected.
Safeguards
Personal information will be protected by security safeguards that are appropriate to the sensitivity of the personal information. This safeguarding could include physical measures such as locked filing cabinets and premises security, organizational measures such as restricted access to files with personal information or technological measures such as security software. Safeguards will be reviewed as needed or at least annually. See also Electronic Communications Policy and Safe Church Policy.
Openness
Information regarding the privacy policy of EastRidge, as well as the personal information management, shall be available as requested. The information will include:
- Name and address of the Privacy Officer
- Means of gaining access to personal information held by EastRidge
- Copy of any brochures or other information that explains EastRidge’s policies, standards or codes
Access to Personal Information
Access to personal information will be granted, where EastRidge is legally required to release the information and provided that the disclosure does not violate any applicable statutes or contracts, to the person to whom the information pertains where there is an appropriate written request. The existence, use and disclosure of the personal information will be granted within a reasonable period of time. Any inaccuracy or incompleteness of personal information will be amended as required.
Challenging Compliance
Complaints or inquiries about the collection, use, disclosure or retention of personal information and EastRidge’s compliance with these ten principles should be directed to the Privacy Officer. The Privacy Officer (Rev. Ray Liu, ray@eastridge.ca) will investigate complaints and ensure that appropriate measures are taken.