At Surrey Hospital & Outpatient Centre Foundation (the Foundation), we respect your privacy. Keeping our donor’s records and information in strict confidence is a priority for us.
The following document includes our policies and procedures and describes how we collect, use and disclose your personal information.
Defining Personal Information:
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions and beliefs, as well as facts about, or related to, the individual. Exceptions include business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories. These are not considered personal information.
Where an individual uses his or her home contact information as business contact information as well, we consider that the contact information provided is business contact information, and is not therefore subject to protection as personal information.
The foundation is protecting the privacy of the personal information of its employees, members, donors and other stakeholders. We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us.
During the course of our various campaigns and activities, we frequently gather and use personal information. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent. Our privacy practices are designed to achieve this.
Personal information gathered by our organization is kept in confidence. Our personnel 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. Also, anyone accessing an electronic donor record needs to have an authorized username and password. Different levels of access are given to staff members depending on the nature and requirements of their work. All staff is trained in confidentiality and security procedures and new staff must sign a confidentiality agreement when they are hired.
Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. We also take measures to ensure the integrity of this information is maintained and to prevent its being lost or destroyed.
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in light of the circumstances. We routinely offer individuals we deal with the opportunity to opt not to have their information shared beyond those for which it was explicitly collected.
Disclosure of Personal Information:
We do not rent, sell, lend or trade our donor mailing lists, phone numbers or e-mail addresses to any commercial business or organization. We do use third party suppliers to process information or to provide printing services. We select these companies carefully and they must sign privacy agreements.
Website and Electronic Commerce:
We use password protocols and encryption software to protect personal and other information we receive when a donation or service is requested and/or paid for online. Our software is routinely updated to maximize protection of such information.
To protect your privacy, the Foundation adheres to the following principles:
- We will not gather any personal information from you, unless you give it voluntarily.
- Any personal information will not be traded, rented, sold or disclosed to anyone except the Foundation and its employees, agents, officers and directors.
- We take all possible measures to protect your data from loss, misuse, unauthorized access, disclosure, alteration or destruction.
At times we may request that you voluntarily supply us with personal information, such as your e-mail address and postal address, for purposes such as entering a contest, making a donation, subscribing to our e-newsletter or participating in an online survey. However, when at all possible, an option to remain anonymous will be provided to those who wish to preserve their right to anonymity.
When you supply the Foundation with your personal information over the website, we may use it:
- To guide the development of new features and services relevant to web users.
- To contact you by e-mail, direct mail or telephone about future events, promotions or fundraising campaigns.
- To provide further information related to the issue around which you supplied personal information
We regularly review our privacy practices for our various activities, and update our policy. Please check our Website on an on-going basis for information on our most up-to-date practices.