Approved June 16, 2004
Statement and purpose
People's Law School is committed to respecting individuals' right to privacy. As an organization, we recognize the need for appropriate protection and management of any personally identifiable information provided to us, whether from our employees, volunteers or members.
People's Law School as an organization is accountable for personal information under its custody and control from members, employees, volunteers, and donors, as applicable. People's Law School has appointed its Executive Director, Patricia Byrne, as its Privacy Officer.
Purposes for collection, use and disclosure
People's Law School collects and uses personal information for the following purposes: (1) employment, (2) responses to individual requests for publications, (3) volunteers (for example, speakers and Board of Directors), (4) membership, (5) individual donors, (6) funding applications and reports to funders, and (7) compliance with legal requirements.
People's Law School, as an organization, is responsible for the protection of personal information under its custody or control when dealing with third parties. Care in collecting, using and disclosing personal information is essential to continued public trust in the privacy practices of People's Law School. This policy applies to all of the organization's employees and Directors, as well as volunteers and other individuals involved in the society's operations who have access to personal information.
Definition of personal information
Personal information means recorded information about an identifiable individual which includes, but is not limited to, home addresses and telephone numbers, age, sex, marital or family status, race, national or ethnic origin, colour, religion, political beliefs or associations, educational history, medical history, disabilities, employment history, financial history, and criminal history.
Disclosure of information to third parties
The only circumstances under which People's Law School will disclose personal information to third parties is for the fulfillment of any purposes identified above, or as required by law. If personal information is disclosed to third parties for the fulfillment of any purposes identified above, People's Law School will ensure that appropriate security undertakings, such as confidentiality clauses in contractual agreements, are employed to protect the transfer and use of personal information. People's Law School does not and will not sell, trade, or rent personal information to third parties without the individuals' consent.
People's Law School will collect personal information from employees, members, volunteers, and people ordering publications only for the purposes identified above. The organization will take necessary steps to ensure personal information it uses is accurate and complete. This will include the establishment of mechanisms allowing employees to have the opportunity to review and correct their personal data upon written request by an individual to whom the personal information relates. The society will incorporate the changes upon receiving satisfactory documentary evidence to substantiate the correction. Any unsolicited correspondence from individuals or resumes will be disposed of by the Privacy Officer or designate.
Limiting use, disclosure and retention
People's Law School does not use or disclose personal information for any purpose other than that for which it was collected, except with the individual's consent or as required by law. If information is no longer necessary for the fulfillment of the purposes for which it was collected, the society’s Privacy Officer will dispose of it after one year, unless further retention is required by law.
People's Law School will make all reasonable efforts to ensure that personal information is as accurate, complete, and current as required for the purposes for which it was collected.
People's Law School will protect personal information by making reasonable security arrangements to prevent the risk of unauthorized collection, access, use, disclosure or disposal of personal information. The organization will provide employees with information related to the intended use of personal data and the need to safeguard the privacy of personal information and limit disclosure. Safeguards include appropriate physical, administrative, and electronic security measures.
People's Law School supports the public's right of access to information and the employees' right to access and request correction of personal information about themselves. The Privacy Officer will assist individuals with their access requests to People's Law School. In certain exceptional situations, People's Law School may not be able to provide access to certain personal information that it holds about individuals. If access cannot be provided, People's Law School will notify the individuals in question in writing of the reasons for the refusal.
Access to third party personal information about employees
The society's Privacy Officer will handle any requests regarding the employee's position, function and remuneration. Third party access to confidential personal information such as payroll or employment history where the society has custody of the information will be granted only if it is necessary and the employee has provided written consent to the disclosure of that information.
Management and employees are responsible for maintaining the confidentiality of personal information according to the society's policies, as well as for keeping the information in a secure environment. Before disclosing any confidential and personal information, employees should consult with the society’s Privacy Officer. This includes information to be released under the Protection of Personal Information Act (the "Act").The society’s Privacy Officer is responsible for ensuring that this policy is consistent with the Act.
Concerns or questions regarding compliance
You may direct your questions or concerns regarding People's Law School's compliance with this policy to the Privacy Officer, Patricia Byrne. Contact Patricia.