Purpose

The purpose of this policy is to ensure the protection of privacy, security and confidentiality of personal information provided to us by members, donors, staff, volunteers, and others with whom we interact. We are committed to meeting or exceeding the privacy standards established by federal and provincial legislation. Our information handling practices comply with the Personal Information Protection Act of British Columbia and Canada’s AntiSpam Legislation.

Scope

This policy applies to all staff members, volunteers, and partners / vendors involved fundraising, as well as 3rd party services providers to the The Lumby Food Bank. It also applies to all users of our website

www.TheLumbyFoodBank.org

How We Use Personal Information

We collect information provided to us, such as name, address(es), phone number, email address, payment information (if appropriate) and any other information that an individual chooses to provide to us.

We use this information in accordance with the Personal Information Protection Act of British Columbia, and as such, we also commit to using personal information collected in the following ways:

  • Used lawfully, fairly and in a transparent way

  • Used only for valid purposes that we have clearly explained and not used in any way that is incompatible with those purposes

  • Kept securely

Your Rights and Choices

To ensure privacy and confidentiality of the personal information we collect, individuals remain in control of how that information may be used, through the following options:

  • Microsoft Word – Privacy and Confidentiality Policy

  • Request a copy of the information we hold about you.

  • Advise us about any changes to your personal information which we hold.

  • Ask us to amend any of the personal information we hold to ensure it is correct and accurate.

In the limited circumstances where an individual has provided their consent to the collection, processing, and transfer of their personal information for a specific purpose, they have the right to withdraw their consent for that specific processing at any time. To do so, they may contact the The Lumby Food Bank.

Data Retention

We will only retain personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In some circumstances we may anonymize personal information so that it can no longer be associated with an individual, in which case we may use such information without further notice.

The Lumby Food Bank uses a Donor Database Management software called link2feed

Payment Information

When accepting donations, The Lumby Food Bank uses several third-party providers to process such transactions. These include leading secure transaction companies that undergo several rigorous audits and compliance processes to protect the privacy and security of customer data.

The companies we use to process personal financial information include:

  • Square https://squareup.com/ca/en
    For more information on security and confidentiality of personal information for users of Square, see https://squareup.com/ca/en/legal/general/privacy#

  • The The Lumby Food Bank also uses CanadaHelps www.canadahelps.org/en/ to accept and process donations
    For more information on security and confidentiality of personal information for users of CanadaHelps, see https://www.canadahelps.org/en/privacy-policy/

Data Security

We have put in place appropriate security measures to prevent personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

In addition, we limit access to personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process personal information on our instructions, and they are subject to a duty of confidentiality.

We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Use of Social Media

The Lumby Food Bank uses social media to share information. We provide links to our social media accounts at the bottom of our website, on promotional materials and during events. While we maintain strict security of our social media accounts, users are advised to verify the authenticity of such profiles before engaging with, or sharing information, via these accounts. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.

E-Marketing Lists and Messages and AntiSpam Compliance

Microsoft Word – Privacy and Confidentiality Policy

Since the Canadian AntiSpam Law (CASL) came into effect, anyone who receives email marketing from The Lumby Food Bank has provided explicit permission through one of our online automated processes.

Personal details are collected, processed, managed, and stored in accordance with the regulations outline in the Canadian AntiSpam Law. Subscribers can unsubscribe at any time through an automated online service link at the bottom of every e-marketing message.

Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic and demographic details.

Our E-Marketing Service Provider is www.mailchimp.com For more information on Mailchimp’s data security and privacy practices visit https://mailchimp.com/about/security/

Use of Cookies and Other Similar Technologies

Cookies are small files saved to the user’s computer’s hard drive that track, save, and store information about the user’s interactions with the website. We use cookies for several functions. “Necessary” cookies are stored on your browser to enable the basic functionalities of the site. “Functional” cookies help perform certain functionalities such as sharing of content on social media platforms. “Analytics” cookies are used to help us understand how website visitors interact with our website. These cookies do not store any personal identifiable data.

Users are advised that if they wish to deny the use and saving of cookies from this website on their computers hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.

Review and Revision

This policy shall be reviewed annually to ensure its effectiveness and alignment with best practices privacy, confidentiality and all Canadian laws that apply to the technologies and practices we employ. Any revisions to the policy shall be approved by the President & CEO or designated authority.

Communication of Policy

This policy shall be communicated to all staff members, volunteers, and stakeholders involved in donor relations and fundraising activities through appropriate channels, such as staff meetings, volunteer orientations, and the organization’s website.

Acknowledgment

By implementing this policy,The Lumby Food Bankreaffirms its commitment to respecting the privacy and confidentiality of all stakeholders who engage with our organization, thereby fostering trust and maintaining the integrity of our relationships with donors, clients, partners, vendors, staff, and volunteers.

Policy Approval

This policy has been reviewed and approved by The Lumby Food Bank of Directors