Privacy Policy

Sparwood Food Share is committed to protecting the privacy of its clients, volunteers, donors, and other stakeholders. This policy explains how we collect, use, and disclose your personal information in compliance with applicable Canadian privacy legislation.

1. Our Commitment to Privacy

We understand that the information you share with us is personal and sensitive. We are dedicated to maintaining the confidentiality and security of all personal information entrusted to us.

2. What is Personal Information?

Personal Information is any information that can be used to identify an individual. This includes, but is not limited to:

• Name, address, and contact details (phone number, email).

• Date of birth or age (if relevant for services).

• Donation history (amount and date, but never payment information).

• Information provided by clients to determine eligibility for food share programs (e.g., household size, income bracket, or specific needs).

3. Why We Collect Your Information

We collect personal information solely for purposes that are necessary for us to operate and fulfill our charitable mission. These purposes include:

• Service Delivery: To register and verify eligibility for food share programs and ensure effective distribution of resources.

• Fundraising and Donations: To process donations, issue tax receipts, and acknowledge the generosity of our supporters.

• Communication: To provide updates on our work, send newsletters, announce events, and respond to inquiries.

• Volunteer Management: To process applications, schedule shifts, and communicate with our valued volunteers.

• Legal Compliance: To meet legal, regulatory, and audit requirements (e.g., CRA regulations).

4. How We Collect Your Information

We collect information in several ways:

• Directly from You: When you fill out forms (for service, volunteering, or donating), speak with our staff/volunteers, or correspond with us via email or phone.

• Through Our Website: Using tools like Google Analytics to track website usage (e.g., pages visited) to improve our site, or through online donation forms.

• From Third Parties: Occasionally, with your consent, from community partners or other organizations involved in supporting our clients.

5. Consent and Your Choices

Your provision of personal information to Sparwood Food Share signifies your consent to our collection, use, and disclosure of your personal information as described in this policy.

• Client Consent: When you register for our services, you consent to the collection and use of your necessary information for the purpose of receiving food share assistance.

• Donor/Supporter Consent: When you make a donation or sign up for our newsletter, you consent to being contacted regarding your support and our mission.

• Withdrawing Consent: You may withdraw your consent for us to use your information for certain purposes (like marketing or newsletters) at any time by contacting us. However, withdrawing consent for service-related information may affect our ability to provide you with assistance.

6. Disclosure and Security of Information

Disclosure:

We do not sell, rent, or trade your personal information. We will only disclose your information in the following limited circumstances:

• Service Providers: To third-party service providers (e.g., secure online donation platforms, bulk email services) who assist us in our operations, provided they agree to adhere to strict privacy safeguards.

• Legal Obligation: If required to do so by law (e.g., by a court order or for tax purposes).

• Consent: With your explicit, prior consent.

Security:

We have implemented physical, organizational, and technological security measures to protect your personal information from unauthorized access, use, disclosure, and loss. This includes:

• Secure storage of physical records.

• Password-protected electronic databases.

• Restricted access to personal information to only those staff and volunteers who require it to perform their duties.

7. Website and Cookies

Our website may use "cookies," small text files placed on your device, to help analyze website traffic or personalize your experience. You can adjust your browser settings to refuse cookies, but this may affect the functionality of the website. We do not use cookies to collect personally identifiable information.

8. Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if you believe the information is inaccurate or incomplete.

• To request access or correction, please contact our Privacy Officer (details below).

• We will respond to your request within 30 days.

9. Contacting Our Privacy Officer

If you have any questions about this policy, or concerns about how your personal information is being managed, please contact:

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Email: sparwoodfoodbank@gmail.com

Address: 114 Centennial St. Sparwood BC

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