United Way Regina

Protection of Donor’s Privacy Policy

 

 

Our Commitment
United Way Regina (UWR) is committed to protecting your privacy and maintaining the confidentiality of your personal information. Personal information may be provided to us through correspondence, major gifts or bequests, online donations, pledge cards, conference or meeting registrations, or other forms of communication.  Such information may be recorded for the purpose of processing and receipting a donation, recognizing a contribution (unless the donor specifically requests anonymity), registering your participation in a conference, meeting, or other event, or responding to your information requests.  

 

Except in the case of public recognition of your gift, United Way of Regina will not provide or share your personal information with third parties unless:

 

i)               You authorize us to share the information;

ii)              Sharing the information is necessary to process a donation, for example,
          to process a credit card transaction; or

iii)            We are required by law. 

 

Donor anonymity will be respected if requested and where applicable.

 

 

Our Privacy Principles

The following principles reflect our pledge to protect the privacy of your personal information:

Accountability

We are responsible for all personal information in our possession, including any personal information transferred to third parties for handling or administrative purposes.

We keep your personal information in strict confidence. All employees, agents (including authorized volunteers) and authorized service providers of UWR are required to protect the confidentiality of your personal information. All employees and agents are required to sign and adhere to a Code of Conduct & Ethics which ensures they are informed about the importance of privacy protection. UWR provides employees and agents with periodic information to ensure they are knowledgeable about our privacy policy and related policies.

Where we choose to have certain services, such as data processing, provided by third party service providers, we select the service providers carefully. We take all reasonable precautions to ensure that the service providers protect your personal information. These service providers enter into agreements with UWR that confirm they have privacy and security standards comparable to our own.

Identifying Purposes

We collect, use and disclose personal information only for certain purposes that we identify to you. The purposes for which personal information is collected will be identified at the time the information is collected.

With your consent, we collect information about you for various purposes, including the following:

·         Establish your identity.

·         Administer your involvements with us, including your donations, event participation, community engagements, volunteering, or employment, and contact you about your continued involvement.

·         Know who our donors, volunteers and other supporters are in order to manage and develop our resources to fulfill our mission to serve the greater good of the community.

·         Respond to your information requests.

·         Periodically, as we are able, send you literature on United Way or invite you to events or information sessions that are aligned with your interests

·         Thank you and, with your consent, publicly recognize your financial or non-financial contributions.

·         Share information with other individuals or organizations only with your consent, including organizations which you redirect donations to, volunteer at on our behalf, or interact with on our behalf.

·         Generate statistics and aggregate reporting to help us and our partner organizations understand where we can have greater impact on the community.

·         Meet legal and regulatory requirements.

Consent

We obtain personal information about you lawfully and fairly. We collect, use or disclose your personal information with your permission, except where otherwise required or permitted by law.

Your permission may be expressed (orally, electronically or in writing) or may be implied (by an action or inaction). For example, if you designate a portion of your gift to another charity, your pledge form provides you an opportunity to instruct us to withhold your personal information from your designated recipient charity. If you direct us to withhold the information, we will pass on the funds to the other charity anonymously. If you take no action, we will identify you when we pass on the funds to the other charity.

You may withdraw your permission to the use and disclosure of your personal information at any time. We will comply, subject to legal, contractual or technical restrictions. For example, if you ask to not receive any mail from us, we take steps to suppress donation requests or general information, but we will still mail you a tax receipt for a donation or send you a statement of your outstanding payments against your pledged donation. Due to printing and distribution schedules, you may continue to receive some communications that were in process before we received your request. If there are various options to how we may handle your request, we will explain the options so that you can choose how you wish us to handle your request.

Limiting Collection

Personal information collected will be limited to that required for the purposes identified by us.

Limiting Use, Disclosure and Retention

We use your information for the purposes identified to you. When we intend to use your personal information for a purpose not identified to you when the information was collected, we will identify the new purpose and obtain your permission prior to use.

We do not sell your personal information.

We disclose your personal information in the following circumstances:

  • In the case of donors giving through their workplace, your workplace has access to certain personal information in the execution of the Employee Campaign. UWR is respectful of the donor's right to privacy and works with the individuals responsible for the Employee Campaign to limit with whom we share the information, and to only share information necessary for the purposes of the campaign. For example, if you make a donation by payroll deduction, we may provide the information necessary to correctly identify you on your payroll system and the amount of your donation to deduct from your pay. Furthermore, employers may have internal policies on their access and use of employee personal information; United Way respects and works within the requirements of your organization’s policies.
  • We share information with other United Ways if we administer a donation belonging to another United Way community. We disclose your information only to the specific United Way involved in your donation.
  • If you designate your donation to another charity, we provide your name, workplace if the donation is part of an Employee Campaign, and designation amount to the selected charity for identification purposes. When you make your designation, you have the opportunity to direct us to withhold your information and send the donation on an anonymous basis.
  • We may contract with carefully selected third parties to perform services for us or on our behalf. When we select the third parties, we ensure that they use security and privacy standards comparable to our own.
  • In all other situations, we will disclose your personal information only with your consent, or as otherwise required or permitted by law.
  • We will keep your personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as required by law. We have guidelines and procedures for the retention and destruction of personal information. When we destroy personal information, we will use safeguards to prevent unauthorized parties from gaining access to that information during the process.


Accuracy

We maintain appropriate procedures to ensure that personal information in our possession is as accurate and up to date as is necessary for the purposes for which it is to be used. We rely on you to provide us with any changes to your personal information, and in particular to your contact information.

If you believe any of the information we have collected about you is incorrect or incomplete, you have the right to ask us to change it or delete it. If your personal information is inaccurate or incomplete, we will make the necessary changes.

Safeguards

We maintain appropriate technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification.

Access to your personal information is restricted to UWR employees, agents and authorized service providers who need the information to fulfill the purpose for which the information was collected. UWR will protect your personal information by safeguards that are appropriate to the sensitivity of that information and the format of the information, whether electronic or physical.

Our procedures include physical security measures, organizational measures including security clearances and limiting access on a "need-to-know" basis, and technological measures such as the use of passwords and encryption. When it comes to the handling of electronic records, UWR adheres to Payment Card Industry Data Security Standards (PCI DSS).

Individual Access

You may ask whether we hold any personal information about you, see your information and ensure that it is accurate. UWR may ask that you submit your request in writing. UWR will need to confirm your identity prior to disclosing any information to you, and may charge a reasonable fee to cover the cost of providing the information to you. If a fee is charged, UWR will inform you of the approximate cost prior to providing the information to you.

You also have the right to know how we collected your personal information and how we are using it. We will inform you of the specifics to the best of our abilities.

 


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