The purpose of this policy document is to set out practices that are intended to protect the privacy of individuals who deal with the national office of the John Howard Society of Canada.
The John Howard Society of Canada is committed to protecting the privacy of the personal information of its employees, 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 projects 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 is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, 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.
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. 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 for purposes beyond those for which it was explicitly collected.
We use password protocols and encryption software to protect personal and other information we receive when a donation is made. Our software is routinely updated to maximize protection of such information.
We regularly review our privacy practices for our various activities, and update our policy.
Question, concerns or complaints relating to the Centre’s privacy policy on the treatment of personal information should be addressed to:
John Howard Society of Canada
809 Blackburn Mews
Kingston, ON, Canada
K7P 2N6
Tel: (613) 384-6272
Fax: (613) 384-1847
Further information on privacy and your rights in regard to your personal information may be found on the website of the Privacy Commissioner of Canada at privcom.gc.ca.
The purpose of this policy document is to set out procedures in the event of a complaint from a person external to the Society.
The John Howard Society of Canada is committed to dealing with, and resolving complaints as quickly as possible. All complaints and appeals will be handled professionally, confidentially and in a timely manner, in order to achieve a satisfactory resolution that is fair and equitable to all parties.
A complaint may be submitted in writing (by mail, fax or email) to the appropriate senior staff member or Board member. The person who receives the complaint will forward it to either the Executive Director or the Chairperson of the Board of Directors, if necessary. Contact information will be collected from the complainant and an approximate timeframe for response will be provided.
Complaints will be handled as efficiently as possible. The person receiving the complaint will attempt to resolve it immediately. If this is not possible, the complaint will be given to the Executive Director or the Board President. A response will be provided in writing to the complainant clearly outlining the rationale for the decision. Complainants may submit an appeal to the next level of supervision, and if still unsatisfied, may contact a relevant governing body external to the Society, such as the Canada Revenue Agency or Imagine Canada, if appropriate.
All complaints will be recorded and will include the contact information of the complainant, details of the complaint, who responded, resolution, and outcome. Complaints involving any financial or fundraising matters or staff will be reported to the Board of Directors annually.
Complaints may be submitted by email to [email protected] or in writing to:
809 Blackburn Mews
Kingston, ON, Canada
K7P 2N6
or by fax to (613) 384-1847.
Member Societies of The John Howard Society of Canada (and their affiliates) that have agreed to comply with specially designated risk management policies and standards of practice that are consistent with the Statement of Core Values of the JHSC, are entitled to show the Certification Mark of The John Howard Society of Canada.
