Your Privacy Is Important to Us
WELCOME INN is committed to keeping all personal information accurate, confidential, secure, and private. When directors, staff, volunteers, donors, and community members visit the website, contact WELCOME INN, participate in one of its programs, attend an event, or make a donation to support its activities, WELCOME INN commits to protecting their privacy rights and personal information.
Personal information is defined as any factual or subjective information, recorded or not, about an identifiable individual. Examples include age, name, telephone number, home address, email address, source of income, employment history, and criminal convictions. Personal information does not include the name, title, or business address or telephone number of an employee of an organization. Personal information also does not include statistical data, which is summarized in such a way as to not identify any individuals.
WELCOME INN is responsible for the protection of personal information collected through its office(s), program activities, and website. Individuals will be asked to review and sign a Consent to Release Information Form before any personal information is released to third parties for the purpose of providing enhanced services or otherwise.
• Documentation of uses of personal information
• Training employees in correct practices
• Compliance monitoring
• Reporting and dispute resolution
2. Identifying Purposes
WELCOME INN will provide a statement to explain the purpose(s) for the collection of personal information wherever possible, before individuals are asked for that information. WELCOME INN collects personal data when individuals make use of or register for programs and services, in order to better meet program, service, and information needs.
WELCOME INN also collects personal data when interacting with donors, staff and volunteers. The personal information of donors is collected for the purpose of preparing tax receipts as issued with the CRA. The personal information of staff and volunteers is collected for the purpose of ensuring that WELCOME INN has done its due diligence in the hiring and on-boarding process, has up-to-date emergency contact information, is able to perform payroll obligations, and can submit all required forms to the CRA.
WELCOME INN will only use and disclose data, which does not identify individuals, for statistical purposes to assess, develop, improve, and report on Welcome Inn's programs and services. We also collect personal information in order to refer community members to enhanced services, or to satisfy legal, government, and regulatory obligations. WELCOME INN does not sell any personal information that it collects.
WELCOME INN will not disclose personal information to anyone without prior knowledge or consent, except when required by a government body or agency, or as permitted by law. If an individual supplies WELCOME INN with their contact information, the individual will hear from WELCOME INN about important information concerning programs or services for which they are registered. The individual may also hear about other programs and services that may interest and benefit them, or they may be asked for feedback about the services they received as part of a commitment to quality assurance. If they do not wish to receive information about other programs, services, or opportunities, individuals are invited to call 905-525-5824.
3. Use of Website
WELCOME INN’s website and home page can be browsed without disclosing personal data. Any personal information that site visitors voluntarily choose to provide in order to receive free electronic newsletters or to complete any of online application forms is not shared with third parties. WELCOME INN will ensure all personal information is secured and remains confidential.
4. Consent & Disclosure
The only personal information that WELCOME INN collects is with an individual’s knowledge and
consent. Anyone can choose not to disclose any personal information that they may be asked to provide; however, a decision to withhold some personal information can result in WELCOME INN’s inability to provide further services. Individuals can also withdraw consent to the collection, use, or disclosure of personal information at any time, subject to any legal requirements and reasonable notice.
In some situations, community members may access programs that are offered in partnership with other service providers, or WELCOME INN staff may need to assist them as they connect with other legal, immigration, child welfare, medical, education and settlement supports. All individuals must consent to WELCOME INN sharing any personal information with other organizations on their behalf. Parents of children will be required to sign consent forms on behalf of the child, allowing the sharing of information both internally, and in some instance with external organizations. No personal information will be released to third parties without written consent of the individual.
Before Consent to Release Information Forms are signed, it is the responsibility of WELCOME INN staff to explain to community members the reasons for the communication with third parties and the types of information that will be provided. It, then, becomes the responsibility of the individual to determine the benefits of consent and choose freely whether or not to consent to the release of their personal information.
5. Limiting Collection
The amount and type of information that WELCOME INN collects is limited only to that which is necessary to fulfill the purposes identified. WELCOME INN will ask for the information it requires directly from the individual. Personal information will be collected using procedures which are fair, transparent, and lawful. Individuals can choose to disclose as much or as little personal information as they would like. As noted in Principle 4, a decision to withhold some personal information can prevent an individual from being provided further services.
6. Limiting Use, Disclosure and Retention
WELCOME INN will use personal information only for the purposes for which it was collected. No information will be disclosed without knowledge and consent, unless permitted or required by law. Personal information will be retained only as long as necessary to fulfill the purposes for which it was collected, and in compliance with any laws surrounding information retention. If all identified purposes for the use of personal information have been exhausted, WELCOME INN will destroy the information or render it unidentifiable.
While WELCOME INN has a responsibility to protect the privacy rights of community members, board members and employees, this responsibility must be balanced with an obligation to the broader community. There are some exceptions to the requirement to obtain a signed Consent to Release Information Form. WELCOME INN is required by law to disclose any personal information to the police or Children’s Aid Society, in the following situations:
• Current child abuse is suspected;
• Individuals clearly present a danger to themselves or others;
• A court order is presented by law enforcement personnel for records or testimony;
• Theft, damage, fraud, or other criminal activity are suspected; and/or
• Spousal abuse or other types of physical assault are suspected.
Law enforcement agencies requesting personal information will be required to provide a written request or warrant before information will be released by WELCOME INN.
In order to ensure the reliable delivery of services and information, personal information will be kept accurate, complete, and up to date. WELCOME INN assumes that the information provided is accurate. If at any time an individual’s personal information changes, WELCOME INN hopes to be informed of it immediately. If contacted with such a request, WELCOME INN will take appropriate steps to update or correct the personal information previously provided.
WELCOME INN employs a number of safeguards to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. Such safeguards include physical measures (e.g. locked filing cabinets), restricted access to offices, limited access on a “need to know” basis, and use of passwords and encryption. Procedures for implementing these measures are communicated to all employees to ensure compliance with this principle.
10. Individual Access
Upon request, WELCOME INN will inform an individual if it holds any personal information about that person and provide them with access to this information. If WELCOME INN does have any personal information about the individual, it will also tell the person for what purposes the information is used, if applicable. Everyone has a right to update any of their personal information that is held by WELCOME INN. Should anyone wish to see the full contents of their information that is on file, a formal written request can be mailed or emailed to:
Executive Director, Privacy Officer
Welcome Inn Community Centre
40 Wood St. E.
Hamilton, ON L8L 3Y3
Phone: 905-525-5824; Email: email@example.com
WELCOME INN will respond to such requests within thirty (30) days after receipt of the written request or will notify the individual, if a longer period is required.