Personal Information Protection Policies

Introduction

The Virtual Guardians Foundation (VGF) is firmly committed to protecting the privacy of its employees, young people, and other stakeholders with whom it interacts. This Personal Information Protection (PIP) principles guide outlines VGF’s commitments regarding personal information protection and the practices it implements to uphold those commitments.

Scope

This guide applies to the collection, use, disclosure, and retention of all personal information collected by VGF. Personal information is defined as any information that can identify a natural person, including, but not limited to, their name, address, phone number, email address, date of birth, gender, race, ethnic origin, religion, marital status, employment status, medical and financial history, and political opinions.

VGF Commitments

VGF is committed to upholding the following PIP principles:

  • Transparency: VGF will be transparent regarding the collection, use, disclosure, and retention of personal information. It will inform individuals from whom it collects personal information of the purposes for which the information will be used and will obtain their consent before using or disclosing it.
  • Accountability: VGF will be responsible for protecting the personal information it collects. It will implement appropriate security measures to safeguard this information against loss, theft, unauthorized use, disclosure, alteration, or destruction.
  • Limitation of Collection: VGF will collect only the personal information necessary for the purposes for which it is intended. It will not collect excessive or irrelevant personal information.
  • Accuracy: VGF will ensure that the personal information it collects is accurate, complete, and up to date. It will take reasonable steps to correct inaccurate or incomplete personal information.
  • Use and Disclosure: VGF will use or disclose personal information only for the purposes for which it was collected or with the consent of the individual concerned. It will not sell or rent personal information to third parties.
  • Access and Correction: Individuals have the right to access the personal information VGF holds about them and to request corrections. VGF will respond to access and correction requests in a timely and reasonable manner.
  • Retention: VGF will retain personal information only for as long as necessary for the purposes for which it was collected or with the consent of the individual concerned. It will securely destroy personal information that is no longer required.

VGF Practices

VGF will implement the following practices to uphold its PIP commitments:

  • Designation of a Personal Information Protection Officer: VGF will appoint a Personal Information Protection (PIP) Officer who will be responsible for overseeing the organization’s compliance with PIP principles.
  • Employee Training: VGF will provide its employees with training on PIP principles and on the organization’s practices regarding personal information protection.
  • Implementation of Security Measures: VGF will implement appropriate physical, technical, and organizational security measures to protect personal information against loss, theft, unauthorized use, disclosure, alteration, or destruction.
  • Implementation of Data Breach Procedures: VGF will establish procedures to identify, investigate, and report data breaches.
  • Implementation of a Complaint Mechanism: VGF will establish a complaint mechanism to allow individuals to report any concerns related to the protection of their personal information.

Conclusion

VGF takes the protection of personal information seriously. It is committed to upholding PIP principles and implementing the practices described in this guide. VGF encourages individuals concerned to read this guide and to contact the Personal Information Protection Officer if they have any questions or concerns.

Links and References

  • Personal Information Protection and Electronic Documents Act (PIPEDA):