CANADA AFRICA COMMUNITY HEALTH ALLIANCE (CACHA)

PRIVACY POLICY

Purpose

This Privacy Policy is designed to help individuals and companies understand how their information is managed at CACHA.

Scope

Those individuals and organizations protected by this Privacy Policy include members, sponsors, partners, volunteers, donors, and others who interact with us. This Privacy Policy applies only to information collected during the course of CACHA activities.

Exceptions

If the policies and procedures outlined in this document do not address a specific situation, individuals and companies are expected to contact CACHA for clarification.

The Principles

Our Privacy Policy is designed to comply with applicable privacy legislation in Canada. It incorporates the following 10 principles:

1. Accountability

2. Identifying Purpose

3. Consent

4. Limiting Collection

5. Limiting Use, Disclosure and Retention

6. Accuracy of Information

7. Safeguarding Information

8. Openness

9. Access to Information

10. Challenging Compliance

1. Accountability

CACHA is responsible for maintaining and protecting the information under its control. Accountability for this function within our organization is held by:

Executive Director

Canada Africa Community Health Alliance

317 – 2310 St. Laurent Blvd.

Ottawa, Ontario

K1G 5H9

Tel: 613 234-9992 (420) 2

2. Identifying Purpose

Information is defined as any information about a specific, identifiable individual, such as name, address, or phone number, but not including the name, title, business address or business phone number of an employee of an organization. The information that we collect, use and disclose – with express or implied consent – and the reasons why we collect such information are as follows:

 Name, address, phone number, and email address – to provide quality, responsive service to issue receipts for income tax purposes; to send thank you communications; to communicate about our programs, special events, and other similar information of members, sponsors, partners, volunteers, donors, and others who interact with us, through cost-effective e-newsletters or email messages;

 Information related to chequing or credit card accounts – to provide high quality, convenient service in accepting and processing donations;

We collect information about our members, sponsors, partners, volunteers, donors, and others who interact with us, in the following ways:

 via our website;

 via the phone;

 via cheques received;

 in-person;

 via mission registration forms;

 via public domain sources such as published directories or other organizations’ public documents such as annual report;

3. Consent

CACHA's policy is to collect, use and disclose non-public information only where the individual has consented. Where possible, CACHA will obtain consent directly from the individual concerned at the time of collection. After having provided consent, an individual has the right to withdraw consent at any time by providing reasonable notice to CACHA.

By becoming members, participating on missions, sponsoring events, and donating, individuals and companies consent to the collection and use of their information for the purposes identified in this Privacy Policy.

CACHA will not require you to consent to the collection, use or disclosure of information beyond that which is required to provide services to you. If you wish to withdraw your consent or to opt out of the uses or disclosures of your information for the purposes identified in this Privacy Policy, you may do so by contacting the CACHA Executive Director. It is to be noted that due to federal law requirements, once information about donations and tax receipts is collected, we cannot delete this information until federal law permits this.

In limited circumstances, CACHA may use or disclose information without the knowledge or consent of the individual, for example, for purposes as required by governmental bodies acting with authority, or as authorized or required by applicable legislation.

4. Limiting Collection

CACHA collects only the information that is necessary for the purposes outlined in this Privacy Policy.

5. Limiting Use, Disclosure and Retention

CACHA collects, uses and discloses information only for purposes that a reasonable person would consider appropriate under the circumstances. 3

Information gathered by CACHA is kept in confidence. Certain CACHA staff, members, volunteers and service providers have authorized access to information based on their need to deal with the information for the purposes noted in 2 (Identifying Purpose) above.

CACHA staff that may have access to information are required to adhere to the Privacy Policy, and to sign an agreement indicating they understand and accept this commitment. 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.

6. Accuracy of Information

Information is kept as accurate, complete and up to date as necessary for the purposes for which it is to be used. Individuals and companies are encouraged to provide updates to their information as changes occur, to enable us to continue to provide services to them.

7. Safeguarding Information

Information, whatever its form, will be protected by security safeguards appropriate to the sensitivity of the information. The safeguards will protect information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. The measures of protection include:

 Physical measures, for example, a locked cashbox in a locked storage room with restricted access;

 Organizational measures, for example, limiting access to the information on a ‘need-to-know’ basis;

 Technological measures, for example, the use of passwords; and

 Procedural measures, for example, the shredding of sensitive information.

8. Openness

CACHA is committed to being open about its policies and practices with respect to the handling of information. Our Privacy Policy is available through our website. If a hard copy or additional information is required, requests for such information may be made to the Executive Director.

It should be noted that when you click on links on the CACHA site, they may direct you away from our site. CACHA is not responsible for the content or privacy practices of other sites. You are encouraged to read their privacy statements.

9. Access to Information

Individuals and companies may request a copy of their information held at CACHA by submitting a written request to the Executive Director, CACHA, 317 – 2310 St. Laurent Blvd., Ottawa Ontario K1G 5H9. Acceptable proof of identification is required before such information is given out. If you feel the information we have about you is inaccurate, you may request that it be reviewed and, if inaccurate, changed by contacting CACHA’s Executive Director.

10. Challenging Compliance

An individual or company can challenge compliance with the above policy by providing written details of the challenge to the President of CACHA’s Board of Directors.

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Prepared by: B. Hendrick, February 12, 2018

Approved by CACHA Board of Directors

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