Privacy Policy

Privacy Pledge

The federal government’s Personal Information Protection and Electronic Documents Act (PIPEDA) governs the collection, use and disclosure of personal information in commercial activities.

Manitoba 4-H Council has developed this Privacy Protection Pledge to help you understand the purposes for which we collect personal information. We also want to make sure that we have your consent to continue to collect, use and disclose your personal information for these purposes.

We have also developed a Privacy Policy, which specifies and describes the principles and guidelines that we have adopted for the collection, use, disclosure and retention of personal information.

What is personal information?

Personal information is any information that can be used to identify, distinguish or contact a specific individual. Personal information can include facts about, or related to, an individual, as well as an individual’s opinions or beliefs. Personal information does not include publicly available information ( for example, names, addresses and telephone numbers which are published in telephone directories) or business contact information (for example, the name, title, business address or telephone number of an employee of an organization).

Why do we collect personal information and how do we use it?

In carrying out our organizational activities, we collect personal information about our 4-H clients (including, but not limited to, members, volunteers, donors, sponsors and stakeholders). We respect your privacy, which is why we collect and use personal information only for the following purposes.

To identify our 4-H client base.
To develop and maintain ongoing responsible relationships with our 4-H clients.
To manage and develop our programs and operations; keeping you informed and delivering 4-H programs, services and opportunities for statistical and archival purposes.
To conduct appropriate screening procedures for those in our program who may find themselves in a position of trust with our membership.
To meet legal and regulatory requirements.

We collect information only by lawful and fair means and wherever possible, directly from you.

When do we disclose personal information?

There are a variety of circumstances where we may need to disclose some personal information about our 4-H clients. For example, we may disclose an individual’s personal information:

To a third party that is involved in supplying our 4-H client with our products or services or in otherwise carrying out our organizational activities.
To a third party that we have engaged to perform functions on our behalf, such as direct mail processing.
To a third party where our 4-H client has consented to such disclosure.
To a third party where such disclosure is required or permitted by law.

Any disclosure of an individual’s personal information that is contemplated in any of the above four items will be made on a confidential basis.

How do we protect your personal information?

In order to protect your personal information we will:

Not collect, use or disclose your personal information for any purpose other than those identified above, except with your further consent. Consent for any of the identified purposes or for any additional purpose can be provided in writing, orally or electronically. Consent can be express or it may be implied in appropriate circumstances;
Protect your personal information with security safeguards that are appropriate to the sensitivity of the information;
Protect the confidentiality of your personal information when dealing with other organizations;
Use reasonable efforts to keep your personal information as accurate and up-to-date as is necessary for the purposes for which it is to be used and/or disclosed. Your assistance in keeping your personal information up to date is greatly appreciated; and
Respond to any request you may make for access to your personal information. We will need specific information from you to verify your identity before we can respond to your request. In addition, there may be instances where we will not be able to provide you with the personal information that you have requested. If we deny your request for access to your personal information, we will provide you with an explanation in writing.

What are your choices?

We would like to have your consent to continue to collect, use and disclose your personal information for the purposes identified above. You may withdraw your consent for us to use or disclose your personal information at any time, subject to legal or contractual restrictions and reasonable notice. However, this may limit or eliminate altogether our ability to provide products and/or services to you, to involve you in other organizational activities and/or to communicate with you. For details on how to withdraw your consent please contact the Manitoba 4-H Council Privacy Officer.

If you have any questions or concerns about our privacy practices, please contact our Privacy Officer.

Manitoba 4-H Council Privacy Officer
contact: Rural Leadership Specialist - Senior 4-H and Youth
telephone: (204) 726-6388
mail: 1129 Queens Avenue
Brandon MB R7A 1L9
e-mail: kim.beilby@gov.mb.ca

For a copy of PIPEDA or to contact the Privacy Commissioner of Canada, please visit the Office of the Privacy Commissioner of Canada’s web site at: www.privcom.gc.ca

Manitoba 4-H Council appreciates your continued support of the 4-H program.

Privacy Policy

Background

We want to make sure that we comply with the new legal obligations imposed by the federal government's Personal Information Protection and Electronic Documents Act ("PIPEDA") regarding the collection, use and disclosure of personal information in commercial activities. It is recognized that the Manitoba 4-H program may not fall within the commercial activities category and as such be exempt from PIPEDA. But in keeping with other non-profit organizations and Canadian 4-H Council, we are proceeding to adopt a Privacy Policy in a proactive and responsible manner. Manitoba 4-H Council values the trust of those we deal with and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information clients have shared with us.

We have adopted as the foundation of our Privacy Policy the 10 Principles that are set out in the National Standard of Canada entitled "Model Code for the Protection of Personal Information" and that form part of PIPEDA. Our objective is to promote responsible and transparent personal information management practices.

As we are initiating the PIPEDA practices, please recognize that we will regularly review and update our policies and procedures and privacy law can be expected to evolve in Canada. This will cause us to amend and improve our Privacy Policy over time.

SCOPE AND APPLICATION

The scope and application of our Privacy Policy is as follows:

The 10 Principles that form the basis of our Privacy Policy are interrelated, and we will strive to adhere to them as a whole.
Our Privacy Policy applies to personal information about our 4-H clients, including and not limited to members, volunteers, donors, sponsors and stakeholders that we collect, use or disclose in the course of our program’s activities. By enrolling in the 4-H program, 4-H clients agree that their personal information will be collected, used and disclosed for the purposes of keeping them informed and delivering 4-H programs, services and opportunities and for statistical and archival purpose.
Our Privacy Policy applies to the management of personal information in any form, whether written, oral or electronic.
Our Privacy Policy does not impose any limits on our collection, use or disclosure of any of the following information:
1. an individual's name, address and telephone number that appears in a telephone directory that is available to the public, where the individual can refuse to have their personal information appear in such a directory;
2. an employee's name, title, business address or telephone number; or
3. other information about an individual that is publicly available or that is specified by regulation pursuant to PIPEDA.
The application of our Privacy Policy is subject to the requirements and provisions of PIPEDA, the regulations enacted thereunder and any other applicable legislation, regulation, court order or other lawful authority.

GOVERNING PRINCIPLES

Principle 1 – Accountability
We are responsible for personal information in our possession or under our control.

Principle 2 - Identifying Purposes for Collection of Personal Information
We will identify the purposes for which personal information is collected at or before the time the information is collected.

Principle 3 - Obtaining Consent for Collection, Use or Disclosure of Personal Information
The knowledge and consent of an individual are required for the collection, use or disclosure of personal information, except where inappropriate.

Principle 4 - Limiting Collection of Personal Information
We will limit the collection of personal information to that which is necessary for the purposes that we have identified. We will collect personal information by fair and lawful means.

Principle 5 - Limiting Use, Disclosure, and Retention of Personal Information
We will not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required by law. We will retain personal information only as long as necessary for the fulfillment of the purposes for which it was collected.

Principle 6 - Accuracy of Personal Information
Personal information will be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

Principle 7 - Security Safeguards
We will protect personal information through the use of security safeguards appropriate to the sensitivity of the information.

Principle 8 - Openness Concerning Policies and Procedures
We will make readily available to our 4-H clients specific information about our policies and procedures relating to our management of personal information.

Principle 9 - Access to Personal Information
We will inform an individual of the existence, use and disclosure of his or her personal information upon request, and will give the individual access to that information. An individual will be able to challenge the accuracy and completeness of the information and request to have it amended as appropriate.

An individual will be able to address a challenge concerning compliance with the above principles to our Privacy Officer.

ADDITIONAL INFORMATION

For more information regarding our Privacy Project, please contact our Privacy Officer:

Rural Leadership Specialist - Senior 4-H and Youth
1129 Queens Avenue
Brandon, Manitoba
R7A 1L9

For a copy of PIPEDA or to contact the Privacy Commissioner of Canada, please visit the Office of the Privacy Commissioner of Canada’s web site at: www.privcom.gc.ca