PERSONAL INFORMATION

In order to properly assess clients and volunteers it is necessary for BC & Alberta Guide Dog Services (“BC&ABGDS”) to collect certain personal information.  In compliance with the Federal Personal Protection and Electronic Documents Act (Privacy Legislation), a consent form must be completed and returned to BC&ABGDS as promptly as possible.  This form is the British Columbia & Alberta Guide Dog Services “Personal Information Consent Form” and may be obtained from the BC&ABGDS office.  (This form can be forwarded by fax, electronic mail (e-mail), or via Canada Post.

BC&ABGDS has implemented appropriate security measures and is committed to the protection of any and all information provided to the organization by clients, volunteers, donors and/or others who may be asked to provide such information.

(a) Why BC&ABGDS requires personal information:

• • Assess prospective Guide Dog Users
• • Assess volunteer applicants for BC&ABGDS
• • Provide newsletters, event details and other information regarding BC&ABGDS
• • Maintain information regarding benefactors of BC&ABGDS
• • To communicate information regarding BC&ABGDS through the website and to the media (waivers of   consent may be required)

In order to conduct the business of BC&ABGDS, information may be exchanged between staff member, the members of the Board of Directors, and volunteers.  In compliance with the Federal Privacy Legislation, BC&ABGDS retains all information in a secure environment.

(b) What is “Personal Information”?

Facts and details about an individual not normally “published” on websites, business cards, etc and may identify a person participating in any BC&ABGDS program.  It includes factual or subjective information about an individual who can be identified such as: 

• • Personal e-mail information
• • Credit card numbers
• • Contact information including addresses and phone numbers
• • Personal health information

Such information is supplied by individuals and is updated as needed.  

(c) Removal of Information

Upon written request, personal information held by BC&ABGDS will be returned and/or destroyed.  Client information is otherwise retained for a five (5) year period (as is required by law). 

(d) Right to Know

Individuals have a right to know what personal information is being held by BC&ABGDS and whether this information has been provided to third parties.  Individuals may access their personal information through a written request of BC&ABGDS, signed by the individual and communicated by fax or via Canada Post and addressed to the CEO. 

(e) External Use of Information

BC&ABGDS will not sell or otherwise profit from any personal information held for the purposes of conducting the business of BC&ABGDS.

(f) Code of Confidentiality

BC&ABGDS maintains the highest standards of discretion and confidentiality.  This applies to all matters of personal and professional information pertaining to:  staff; clients; volunteers; donors; breeding stock; puppies and Guide Dogs.  The Board of Directors and the Staff of BC&ABGDS views any breech of this confidentiality with extreme gravity and is cause for dismissal.

(g) Document Security

Protection of all documents, whether electronic or filed in file storage units, is paramount and ensured through:  firewalls and passwords installed in all computers; and locked filed cabinets with limited access to filing areas.