INTRODUCTION:

Nanaimo Youth Services Association is in compliance with the Personal Information and Protection Act. We are committed to protecting the privacy of personal information through responsible information management practices.

"Personal information" is information about an identifiable individual, but does not include the name, title, or business address or telephone number of an employee of an organization. NYSA is in compliance with the following ten principals for the protection of privacy:

PRINCIPAL 1 – ACCOUNTABILITY

Nanaimo Youth Services Association will be accountable for ensuring that we as an organization are in compliance with the Personal Information and Protection Act (PIPA). Nanaimo Youth Services has appointed a Privacy Officer and committee who have put a privacy policy in place for NYSA.

PRINCIPAL 2 – IDENTIFY THE PURPOSE

Nanaimo Youth Services Association will always identify the purpose for which personal information is needed and how it will be used and disclosed before or at the time personal information is collected. We will always ensure that collecting the information is necessary to fulfill the purpose that was identified to you.

When using an individual's personal information that has already been collected for a new purpose not previously identified, NYSA will inform the individual of the new purpose and obtain consent prior to its use.

PRINCIPAL 3 – OBTAIN CONSENT

NYSA will obtain consent from the individual whose personal information is collected, used and disclosed. Written or verbal consent will be required depending on the sensitivity of the personal information.

PRINCIPAL 4- LIMIT COLLECTION

NYSA will only collect personal information for purposes that a reasonable person would consider appropriate in the circumstances. NYSA will limit the amount and type of personal information collected to what is necessary to fulfill the identified purposes outlined in each Nanaimo Youth Services Association’s individual program. NYSA will collect personal information directly from the individual it is about unless the individual authorizes the collection of personal information from another source.

PRINCIPAL 5 – LIMIT USE, DISCLOSURE AND RETENTION

NYSA will use or disclose personal information only for the purpose(s) for which it was collected, unless the individual consents to the new purpose. NYSA will keep personal information only as long as necessary to fulfill the purpose(s) for which it was collected. NYSA will keep personal information that is used to make a decision about an individual for at least one year after using it. NYSA will destroy personal information after one year if it is no longer serving the purpose for which it was collected and is no longer necessary for a legal or business purpose.

PRINCIPAL 6 – BE ACCURATE

NYSA will minimize the possibility of using incorrect or incomplete information when making a decision that affects an individual or when disclosing an individual’s information to another organization by making reasonable efforts to ensure that the personal information it collects is accurate and complete.

PRINCIPAL 7 – USE APPROPRIATE SAFEGUARDS

NYSA has reasonable security arrangements in place to protect personal information in our custody. Physical, technical and organizational controls are in place to ensure the safety from unauthorized access to all personal information.

PRINCIPAL 8 – BE OPEN

The following information is available to clients and employees upon written notification:

• Information sheets that explain NYSA’s personal information policies

• Name and contact information of the person who is accountable for the agencies personal information policies and practices

• Information on how an individual can gain access to his or her personal information

• NYSA’s complaint process regarding our Privacy Policy

PRINCIPAL 9 – INDIVIDUAL ACCESS

Written notification is required for access to personal information. Please direct written requests to Nanaimo Youth Services Privacy Officer.

PRINCIPAL 10 – PROVIDE RECOURSE

NYSA has developed a Complaint Handling Process. Please direct any concerns in writing to the Nanaimo Youth Services Association’s Privacy Officer. All complaints will be investigated. NYSA will take appropriate measures to correct information handling practices and policies if necessary.