Privacy Policy

Privacy Policy of the Niagara West Adult Learning Centre*

NWALC respects the right to privacy. We are committed to ensuring that appropriate measures and safeguards are in place to protect specific information that is held for the purpose of our programs.  We adhere to all legislative requirements with respect to privacy.  We do not rent, sell or trade mailing lists. 

Regulations

Accountability

NWALC will ensure the safe custody and control of all private information.  Information will not be transferred to third parties without the consent of the individual.  The Board of directors will designate an individual to be responsible for ensuring privacy and compliance with the Personal Information Protection and Electronic Documents Act and all other privacy legislation.  This person will also be responsible to implement procedures and training.

Identifying Purpose

We understand that some of the information we hold is private, which is why we collect personal information only for the following purposes:

1. To establish and maintain a responsible relationship, and to provide ongoing service and support;

2. To conduct appropriate screening procedures for those individuals who may find themselves in a position of trust;

3. To develop, enhance, market or provide opportunities consistent with the programs’ mandate;

4. To maintain, manage and develop our programs and operations through statistical review and solicited feedback and support;

5. To meet program and government requirements.

Consent

An individual can refuse or withdraw consent for us to keep and use information.  They may request that their name be removed from our various lists; they can refuse to provide personal information to us; and they may withdraw consent at any time.  In all cases, this may limit the organization's ability to provide appropriate service and support to these individuals.

Limiting Collection

The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.

Limiting Use, Disclosure & Retention

Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law.  Personal information must be retained only as long as necessary for the fulfillment of those purposes. 

Accuracy

At all times we strive to keep personal information accurate and up-to-date for the purposes identified above.

Safeguards

Personal information shall be protected, and/or disposed of, by secure safeguards appropriate to the sensitivity of the information.  Access to information will be on a “need to know” basis only. Such information will be stored in a locked file. 

Openness

NWALC will make readily available to interested parties specific information about its policies and practices relating to the management of personal information. 

Individual Access

Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

Challenging Compliance

NWALC will investigate all privacy complaints and respond appropriately.

For staff and volunteers 

                                          Confidentiality Policy and Agreement Form

The purpose of this policy is to protect the confidentiality of information maintained at NWALC relating to its operations, services, employees, tutors, volunteers, directors, students and their family members, student confidential records, and to prevent unauthorized disclosure, alteration or destruction of such confidential information.

This policy applies to all information and services provided at NWALC which are classified as confidential by NWALC.

Confidential Information

Confidential information may not be released without the signed, written consent of the person(s) involved.

Such confidential information is restricted to individuals on a “need to know” basis. Such information will be protected from unauthorized disclosure, use, alteration or destruction by either accidental or intentional means. 

Confidential information can exist in any form including verbal, written, or electronic media.  It is the responsibility of individuals who have access to confidential information in any form to protect and use it only as authorized, while associated with NWALC and at any time thereafter.  Stakeholders, including representatives of government or funding agencies, may request student information. 

All individuals who may have access to confidential information are required to comply with this confidentiality agreement.

It is recommended by NWALC that meetings take place in a neutral location such as a library, school or church, and not in a private home.  Please be aware that NWALC does not investigate the backgrounds of its students and tutors and can in no way be responsible for any damages which may result from any student/tutor interactions of any kind.

I have read and understood the above Confidentiality Policy.

Name (please print):  __________________________________

Signature:  ______________________________________                                           Date:  ______________

Position (e.g. Volunteer, Staff, etc.):  ______________________________________

Witness’ Name (please print):  ______________________________________

Signature:  ______________________________________                                           Date:  ______________

*Policy as at September 20, 2023