Commitment 

The Cranbrook Food Bank is a charitable organization dedicated to helping the community at large living with hunger. 

The Foodbank is committed to safeguarding the personal information entrusted to us by our clients, employees and volunteers. In accordance with the British Columbia Personal Information Protection Act (BCPIPA Act) and the Personal Information Protection and Electronic Documents Act (PIPEDA), when we collect personal information, we are responsible for keeping it safe. 

The Cranbrook Food Bank will make every reasonable effort to prevent any loss, misuse, disclosure, or modification of personal information, as well as any unauthorized access to personal information via electronics. 

Policy 

All workers of Cranbrook Food Bank must secure all the personal/business information of our customers, donors, vendors, volunteers, clients, suppliers, contractors as outlined below: 

Information 

• No information may be left visible to unauthorized personnel. 
• All information must be secured by employees or volunteers when leaving their work area. 
• No unauthorized personnel may access our files or database. 
• Information given by a donor should only be kept if the donor is asked. 
• Personal information will be retained if the file is active and for such periods of time as may be prescribed by applicable laws and regulations. 
• All inactive files or personal information no longer required are shredded prior to disposal to prevent inadvertent disclosure to unauthorized persons. 
• Any inactive volunteer file will be retained for a period of (5) five years. Any volunteer application where the application was rejected or the volunteer withdrew their application, the file will be shredded. 
• The Cranbrook Food Bank ensures its employees and volunteers with access to client information are made aware of this policy 

 

Website 

• Customers using our website, or by choosing to submit personal information to us, signify their consent to all the terms of this Privacy Policy. If a customer does not agree with any terms of this Privacy Policy, please do not use the Cranbrook Food Bank website or submit any personal information to us. 
• Our website may offer links to other third-party websites, plug-ins, services, social networks or applications. Clicking on those links or enabling those connections may allow the third party to collect and share data about you. You should be aware that operators of linked websites may also collect your personal information (including information generated using cookies) when you link to their websites. Cranbrook Food Bank is not responsible for how such third parties collect, use or disclose your personal information, so it is important to familiarize yourself with their privacy policies before providing them with your personal information. 

 

Personal Information 

• Personal information is any information that can be reasonably used to directly or indirectly identify an individual and may include an individual’s name, address, email, telephone number, age, Internet protocol (IP) address, financial information, etc. Personal information does not include most business contact information such as the name, position, title, business address, or business telephone or fax number of an individual. 
• An individual who wishes to review or verify what personal information is held by the Cranbrook Food bank, may make the request for access to the Executive Director. 
• Individuals have a right to access their own personal information in a record that is in the custody of the Cranbrook Food Bank. We rely on individuals to notify us of any change. Upon the individual providing the correct information, the Cranbrook Food Bank will make required changes to the individual’s file. 
• The Cranbrook Food Bank will use physical, organizational, and technological measures to safeguard personal information to only those employees or third parties who need to know this information for the purposes set out in this Privacy Policy. Personal information contained in the company’s computers and electronic databases is to be password protected. 

 

Consent 

• A client or an individual can withdraw consent to Cranbrook Food Bank’s use of personal information at any time 

 

Promotional Materials 

• All materials published by the Cranbrook Food Bank (promotional materials, social media) photos/videos must first have verbal or written consent of all individuals shown in the photo. Prior to the image of a minor being published, written consent by their parent/guardian is required. 

 

Breach of Security 

• In the unlikely event of a breach in security, Cranbrook Food Bank may be bound by the Breach of Security Safeguards Regulations under PIPEDA. In the event of becoming aware of a breach in security that poses a real risk of significant harm to users, Cranbrook Food Bank will inform affected users of the breach as directly and soon as possible. 

 

Complaints 

• If an individual has a concern about Cranbrook Food Bank’s personal information handling practices, a complaint, in writing, may be directed to the Executive Director. See Complaints Policy 

This policy will be reviewed annually to ensure on-going compliance with regulatory standards and legislated obligations.