COMOX VALLEY LAND TRUST (CVLT)

PRIVACY POLICY  (JAN 2005)

STATEMENT AND PURPOSE:

Comox Valley Land Trust respects and upholds an individual’s right to privacy and to protection of his or her personal information.  CVLT is committed to ensuring compliance with applicable privacy legislation.

IMPLEMENTATION:

Accountability:

CVLT is accountable for the personal information under its control.  This includes information from donors, members, volunteers, contractors and employees.  CVLT has appointed the responsibility for the organization’s compliance with this policy to a Board member.

Purposes for Collection, Use, and Disclosure

CVLT collects and uses personal information about donors, members, volunteers, contractors and employees for the following purposes:

• To maintain a database which we use to contact our donors, members and volunteers
• To evaluate volunteer applications and assign volunteer tasks
• To prepare funding applications
• To issue tax receipts
• To facilitate our monthly donor program with our banking institution
• To pay contractors and employees and comply with provincial and federal employment legislation
• To enter into agreements for the protection of privately owned land

Disclosure of Information to Third Parties

The only circumstance under which personal information may be disclosed to third parties is for the fulfillment of any purposes identified above, or as required by law.  If personal information is disclosed to third parties for the fulfillment of any purposes identified above, CVLT will ensure that appropriate security undertakings, such as confidentiality clauses in contractual agreements, are employed to protect the transfer and use of personal information.  CVLT does not sell, trade, or rent information to third parties.

Consent to Collection, Use, and Disclosure

CVLT will assume consent to our collection, use, and disclosure of personal information if you give that information through filling out a donor form, membership application, job application, or volunteer application.

You may withdraw consent at any time, subject to contractual or legal restrictions and reasonable notice.

Limiting Collection

We collect personal information only for the purposes identified above.

Limiting Use, Disclosure, and Retention

We do not use or disclose personal information for any purpose other than those for which it was collected, except with consent or as required by law.

Personal information is retained only as long as is necessary for the fulfillment of the purposes for which it was collected, or as required by law.

Accuracy

CVLT will make all reasonable efforts to ensure that personal information is as accurate, complete, and current as required for the purposes for which it was collected.

Safeguards

CVLT protects personal information with appropriate security safeguards.  Safeguards include physical, administrative, and electronic security measures.

Access

You have the right to access your personal information under the control of CVLT.  The Board Member responsible for compliance will assist you with your access requests.  In certain exceptional situations CVLT may not be able to provide access to certain personal information that it holds about you.  If access cannot be provided, CVLT will notify you, in writing, of the reasons for refusal.

Concerns or Questions Regarding CVLT’S Compliance

You may direct your questions or concerns regarding CVLT’s compliance with this policy to Comox Valley Land Trust at Box 3462 Courtenay BC  V9N 5N5  or by e-mail at cvlt@uniserve.com