EnviroCentre is committed to protecting the privacy of the personal information of its clients, volunteers, employees, directors, student placements, donors, members and any 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 is shared 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.
Defining personal information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. Exceptions include business contact information and publicly available information such as name, address, and telephone numbers as published in telephone directories.
Where an individual uses his/her/their home contact information as business contact information as well, it is not subject to protection as personal information.
Personal information gathered by EnviroCentre is kept in confidence. Our staff are authorized to access personal information based only on their need to deal with the information for the reasons for which it was obtained. Safeguards are in place and continue to be enhanced to ensure that 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.
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in light of the circumstances. We 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.
Disclosure to third parties
EnviroCentre hires external companies to provide certain administrative services that require access to employee, member and stakeholder information. These services include payroll/benefit suppliers, credit card payment processing and external auditors.
EnviroCentre hires external companies to provide certain subcontracted services that require access to client and stakeholder information. These services include registered energy advisor services and home retrofit services.
Finally, EnviroCentre may release personal information when we are required by law or in situations where we need to protect EnviroCentre’s rights or property.
Updating personal information
EnviroCentre endeavours to keep information accurate and up to date. Having accurate information allows us to provide the best possible service to clients, volunteers, employees, directors, student placements, donors, members and any other stakeholders. Questions, concerns, updates to the information such as address changes, legal name changes or corrections can be forwarded to:
1554 Carling Ave. Unit 347, Ottawa, ON, K1Z 7M4
EnviroCentre adheres to the below-listed principles with respect to privacy and management of personal information.
PRINCIPLE 1 – ACCOUNTABILITY
Each employee of EnviroCentre is responsible for personal information under his/her/their control and under the Privacy Coordinator who is accountable for compliance with this Code.
PRINCIPLE 2 – IDENTIFYING PURPOSES
The purposes for which personal information is collected shall be identified before or at the time, the information is collected.
PRINCIPLE 3 – CONSENT
The prior knowledge and permission of the individual are required for the collection, use or disclosure of personal information, except for legal or security reasons.
PRINCIPLE 4 – LIMITING COLLECTION
The collection of personal information shall be limited to that which is necessary for the purposes identified. Personal information shall be collected by fair and lawful means.
PRINCIPLE 5 – LIMITING USE, DISCLOSURE AND RETENTION
Personal information will not be used, disclosed or retained for purposes other than those for which the information was collected, except with the permission of the individual, or as permitted or required by law.
PRINCIPLE 6 – ACCURACY
Personal information shall be as accurate, complete and current as is necessary for identified purposes for which it is to be used.
PRINCIPLE 7 – SAFEGUARDING INFORMATION
Safeguards appropriate to the sensitivity of the information will protect personal information.
PRINCIPLE 8 – OPENNESS
EnviroCentre will make readily available to employees, directors, members, corporate partners and other stakeholders´ specific information about access and procedures relating to the management of their personal information.
PRINCIPLE 9 – INDIVIDUAL ACCESS
Upon request, an individual will be informed of the existence, use and disclosure of his or her personal information and shall be given access to it. An individual may challenge the accuracy and completeness of the information and have it amended as appropriate.
PRINCIPLE 10 – HANDLING CONCERNS AND SUGGESTIONS
Questions, concerns or complaints relating to EnviroCentre’s Privacy and Confidentiality Policy and Procedures should be addressed to the Chief Privacy Officer.
Chief Privacy Officer
1554 Carling Ave. Unit 347, Ottawa, ON, K1Z 7M4
Phone: (613) 656-0100
Further information on privacy and individual rights in regard to personal information may be found on the website of the Privacy Commissioner of Canada at www.priv.gc.ca. EnviroCentre reserves the right to change this Privacy Statement at any time. Modifications to this Privacy Statement can be made without prior notification.