Buddhist Compassion Relief Tzu Chi Foundation Canada (TCFC) recognizes the value of its relationships with donors, volunteers and employees, and is committed to respecting and protecting their personal information. Accordingly, TCFC complies with the applicable laws governing protection of personal information and our privacy policy adheres to the 10 principles that comprise the Canadian Standards Association Model Privacy Code.
Principle 1 – Accountability
An organization is responsible for personal information under its control and shall designate an individual or individuals who are accountable for the organization’s compliance with the following principles.
1.1 Accountability for TCFC’s compliance with privacy legislation rests with Director of Public Relationship, who has been designated as TCFC’s Privacy Officer.
1.2 TCFC is responsible for personal information in its possession, including, where applicable, information that has been transferred to a third party for processing. In cases where such transfers take place we ensure that the third party has comparable privacy safeguards in place.
Principle 2 – Identifying Purposes
The purposes for which personal information is collected shall be identified by TCFC when or before the information is collected.
2.1 The purposes will be limited to those which are related to TCFC’s activities and which a reasonable person would consider to be appropriate in the circumstances. TCFC collects the information for the purpose of:
2.2 TCFC will specify the identified purposes, orally or in writing and in plain language, to the individual from whom personal information is being collected either at the time of collection.
2.3 TCFC will seek consent from specific donors for alternative application of their donations if, due to change in circumstances, it is no longer appropriate to apply the donation to the specific purpose(s) and/or project(s) designated by the donor at time of making the donation.
Principle 3 – Consent
The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information, except where inappropriate.
3.1 The Personal Information Protection Act (PIPA) makes provision for express, implied or deemed consent, depending on the situation. TCFC will make a reasonable effort to ensure that individuals are aware of the purposes for which information is collected at the time of collection.
Individuals can give consent:
a) In writing, such as when completing a donation or registration form.
b) Through an opt-out process, either by checking off a box on a response form or by contacting TCFC.
c) Orally, either in person or by telephone. Individuals may withdraw consent at any time, by any means, with reasonable notice to TCFC.
3.2 TCFC may collect, use and disclose personal information without consent if that information is considered by law to be in the public domain, such as public telephone and professional directories, newspapers, periodicals and public registries, or other circumstances as permitted within the provisions of PIPA.
3.3 TCFC may use cookies, tracking pixels and related technologies on some of its website pages.
Principle 4 – Limiting Collection
The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.
4.1 TCFC will specify the types of information collected, limiting to what is necessary and reasonable to fulfill the purposes identified and will not collect personal information by misleading individuals.
Principle 5 – 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 individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes.
5.1 TCFC will seek further consent from the related donors when it becomes appropriate to change the purpose from those given at the time of the collection (also see paragraph 2.3).
5.2 TCFC does not purchase, sell, rent or trade mailing lists. Personal information is only disclosed with the express consent of the donor or as required by law.
5.3 Personal information will be retained as long as the purpose for which the information was originally collected remains valid.
Principle 6 – Accuracy
Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.
6.1 TCFC will use its best efforts to ensure that information that is used on an ongoing basis, and information that is used to make a decision about an individual (such as a giving recognition category), is accurate, complete and up to date.
Principle 7 – Safeguards
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
7.1 TCFC will protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information is held. TCFC disposes of obsolete personal information in accordance with the standards commonly used by registered charities.
7.2 TCFC requires all its employees and volunteers to enter into a privacy agreement acknowledging his/her obligations to safeguard the confidentiality of personal information.
7.3 All physical records are stored in locked filing cabinets. Access to physical and electronic records are restricted to designated individuals who need the information for completion of activities related to the declared purpose at time of information collection.
7.4 When it becomes necessary to disclose information to third parties, TCFC will require such third parties to enter into a confidentiality agreement.
Principle 8 – Openness
An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.
8.1 TCFC will be open about privacy policies and procedures with respect to the management of personal information and will make them readily available in a form that is generally understandable.
8.2 The information made available will include:
(a) the name or title and contact information of the Privacy Officer
(b) the channel for filing a complaint
(c) the mechanism for donors to request personal information from TCFC
(d) Copy of document that explains TCFC’s Donor Privacy Policy
Principle 9 – Individual Access
Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
9.1 TCFC will respond to an individual’s request within a reasonable time, usually no longer than 30 business days. Depending on the nature and amount of information involved, TCFC may impose a fee for providing the requested information. TCFC may also request additional information from the person making the request to confirm validity of the request and in aid to the search of requested information.
Principle 10 – Challenging Compliance
An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals accountable for the organization’s compliance.
10.1 TCFC will ensure all staffs and volunteers are aware of the name of the Privacy Officer.
10.2 TCFC will make the complaint procedures easily accessible and will respond to all complaints.
10.3 If a complaint is found to be justified, TCFC will take appropriate measures, including revision of the personal information and, if necessary, amendment of TCFC’s policies and practices.
How to contact the Privacy Officer
Inquiries, complaints or access requests should be addressed to: Privacy Officer, Buddhist Compassion Relief Tzu Chi Foundation Canada, 8850 Osler Street, Vancouver, BC V6P 4G2. Tel: 604-266-7699 ext. 115; E-mail: privacy@tzuchi.ca.
