5) Protection of Personal Information
Personal information gathered by the ESPC is kept in confidence. ESPC staff are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained. Measures are taken to ensure the integrity of this information is maintained and to prevent its being lost or destroyed. Personal information is collected and used only for purposes that a reasonable person would consider appropriate in light of the circumstances.
The ESPC makes reasonable security arrangements against risks such as unauthorized access, collection, use, disclosure, or disposal. Security measures have been integrated into the day-to-day operating practices of the ESPC and are outlined in various procedural documents. Employees are made aware of the importance of maintaining the confidentiality of personal information. All employees and volunteers having access to personal information are required to sign an oath of confidentiality.
Methods of protection include physical measures (e.g. locked cabinets, shredders), organizational measures (e.g. limitations on access, scheduled destruction of old information), and technological measures (e.g. security system, passwords).
ESPC makes reasonable effort to ensure that personal information is accurate and complete. ESPC relies on individuals to notify it if there are any changes to their personal information. ESPC will update records promptly.
6) Sharing of and Access to Personal Information
In general, personal information will not be rented, sold, or shared with any third party. However, as a regular course of business, it may be provided to those third parties that provide the ESPC with contracted services (such as funders, designers, printers). In cases where such transfers take place, the ESPC will ensure that the third party has comparable privacy safeguards in place.
Donors, employees, and volunteers may at any time request access to their personal information. Full access will be given, subject to reasonable timelines for information retrieval, and regular business hours.
Award applicants and recipients may request access to the information on their files. Access will be given to all information which was provided by the applicant. The release of information relating to decisions made by the ESPC or its committees or panels will be at the discretion of the ESPC.
7) Website and Electronic Information
The ESPC uses password protocols, encryption software, and firewalls to ensure privacy and to protect personal and other information received online. Our software is routinely updated to maximize protection of such information.
The ESPC is committed to protecting the privacy of those who use the website. This site compiles conventional log files to monitor and assess activity including traffic and visits. This activity does not specifically identify any individual user without prior notice to the user through use of the site.
ESPC does not disclose information about individual visits to www.edmontonsocialplanning.ca. Neither is information given on our website given to outside companies. The information collected is used to improve and enhance the content and services of the website.
8) Contact Information
Questions or concerns relating to ESPC’s privacy practices or the treatment of personal information should be brought to the attention of the ESPC's Executive Director.