The Cochrane Food Bank is committed to safeguarding the personal information entrusted to us by our members, directors, employees, donors, volunteers, clients and stakeholders. We value and respect the privacy and sensitivity of your personal information and wish to be accountable in the ways we manage and treat the information we hold. We protect the personal information in our custody against theft, loss, unauthorized collection, use, disclosure, copying, modification, or disposal.
Personal Information
Personal information means information about an identifiable individual. This may include an individual’s name, address and phone number, age, gender, vulnerable sector background check, donor history and/or other personal information required for the purposes of employment or volunteer relationships.
Safeguards for personal information
Our protection includes procedural, technical, and physical safeguards. The safeguards are designed to prevent your personal information from loss and unauthorized access, copying, use, modification or disclosure. We educate our staff and volunteers about the safeguarding of personal information. In this way, personal information is used appropriately and responsibly in achieving the purpose for which it was shared and collected.
Procedural Safeguards include:
- Privacy and security policies and procedures
- Staff training on privacy and security
- Confidentiality agreements
- Consent to Collect agreements
- Adherence to FOIP regulations
- Photo release agreement
Technical Safeguards for Electronic Data include:
- Strong authentication and access controls
- Strong passwords and encryption
- Maintaining up-to-date software security patches
- Threat risk assessments
Physical Safeguards include:
- Controlled access to locations where personal information is stored
- Locked cabinets and safes
- Controlled building access
- Identification and supervision of visitors
Collecting, Using and Disclosing Personal Information
Unless authorized and required by law, personal information is only collected, used and disclosed with the owner’s consent. We understand that, depending on the sensitivity and nature of the information, consent may be written or verbal, expressed or implied. Upon giving the Food Bank notice, consent for collection, use or disclosure may be withdrawn at any time. The Cochrane Food Bank only collects, uses and discloses personal information on a need-to-know basis and only for such purposes that are reasonable.
The Cochrane Food Bank may collect personal information during the course of various activities for the purposes of fundraising events, projects or campaigns. Personal information by also be collected to process volunteers, directors or members of the Food Bank, to process gift and donation receipts, to forward information about ongoing fundraising activities or to contact you to verify the accuracy of the information provided.
We use personal information for the purposes of managing our volunteer and donor programs. Quality assurance is important to us and information statistics assist us in being effective and resourceful with the resources and gifts provided to the Food Bank for carrying out the mission and vision.
The Cochrane Food Bank receives limited personal information regarding clients receiving assistance from our partners. Systems are in place so client anonymity is safeguarded. We only gather and use aggregate (non-identifiable) information for the purposes of fundraising or advocacy for our mission.
In general, personal information is only disclosed for the purposes it was collected. The Cochrane Food Bank does not sell donor or volunteer lists to other organizations. When processing in memoriam donations, it has been a reasonable expectation of the donor to have their name forwarded to the next of kin, or to the individual(s) identified to us to inform them of your thoughtful gift to the Cochrane Food Bank on behalf of their loved one.
Access to Your Personal Information
You may ask to see your personal information that we hold about you. If you want to review, verify or correct your personal information, please contact our office using the contact information below. Some personal information may be entered or changed by individuals on their Better Impact volunteer, member or donor profiles. If you contact us to change information, any such communication must be in writing.
When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and your right to access.
In the event we cannot provide you with access to your personal information, we will endeavour to inform you of the reasons why, subject to any legal or regulatory restrictions.
Contact Information
Questions, concerns or complaints relating to the Cochrane Food Bank’s privacy policies for personal information may be directed to us at director@feedingcochrane.ca.
Updating of Privacy Policy
We regularly review our privacy practices and update our polices as required. The most up-to-date policy can be reviewed on our website.
How We Raise and Use Funds
The Cochrane Food Bank may raise funds through public donations, special events, corporate donations and legacy gifts. These funds support our programs and services.
The Cochrane Food Bank does not solicit funds through door-to-door canvassing or through telemarketing.
The Cochrane Food Bank is a non-partisan organization and as such, is prohibited from donating to any political party.
The Cochrane Food Bank will not proselyte nor use funds collected for religious proselytizing in any form.