Protecting your Privacy
The following policy has been adopted by Family Focus USA:Protecting the privacy of clients’ and donors' information is a critical aspect of Family Focus USA’s information management strategy.
The following statement describes the policies adopted by Family Focus USA for the collection and management of personal information.
What is Personal Information?
Personal information that Family Focus USA holds can be classified into two categories:
• Personal information
• Sensitive information
Personal information is information gathered, received, and stored, both electronically and hardcopy, that is of a private and confidential nature that is not public knowledge. This information is generally comprised of names, address, date of birth, telephone contacts, email addresses, etc.
Sensitive information is a subset of personal information, and generally includes information or opinion which is relevant to the support service being provided. This information is generally compiled by a Counselor or Consultant and may include, but is not limited to, clients’ case file notes, session plans, assessment report, assessment results, consulting and training documentation, and critical incident documentation.
Purpose of Collection of Information
The broad purposes of collecting personal information is to set-up and administer a donor campaign, sponsorship, membership or in order to administer a particular service, determine client’s requirements, and provide the appropriate service.
A secondary purpose for collecting personal information is for invoicing procedures, where applicable and as complies with contractual obligations.
Personal information is held in either secure filing cabinets, secure archives, or stored electronically in an encrypted computer database. Access is limited to authorized personel only.
Use and Disclosure of Personal Information
Use of information is strictly limited to the primary purpose for which it was originally collected. Information can only be used or disclosed for a secondary purpose with the written consent of the individual, except for the following exemptions:
Exemptions
• Use of the information, in an unidentifiable format, for research or statistical purposes;
• Use or disclosure where required by law, or where reasonably necessary for the investigation of a criminal offence.
Data Quality
Family Focus USA will take every reasonable step to ensure the personal and sensitive information it collects, uses or discloses is accurate and complete.
Data Security
Family Focus USA will take every reasonable step to protect the personal information its holds from misuse, and loss, and from unauthorized access, modification or disclosure.
Openness
A copy of the Privacy Policy is available upon request. On request, Family Focus USA will take every reasonable step to let that person know, generally, the nature, purpose, collection, uses, and disclosure of information.
Anonymity
Where it is lawful and practicable, Family Focus USA will not require individuals to identify themselves when entering into transactions with Family Focus USA.
Complaints Procedure
Concerns about any aspect of the management of personal information should be directed initially to the Privacy Officer at Family Focus USA. Complaints will be managed by the existing Service Incident and Customer Complaint protocols.