Privacy Policy

Policy Statement

Personal information is only to be collected where it is directly relevant to the delivery of the programs and services of Bird River Camping Inc.

Personal information is collected directly from the from the individual or references approved by the individual. The exception to this may be if they have not provided a phone number and phone contact is required as part of the operations, in which case, the phone number will be sought from publicly available sources such as the telephone book or online telephone directory.

Personal informaiton may be collected -

  1. In writing using standard forms or in letter/email form (preferred method)
  2. On the internet
  3. Verbally

All personal information collected by Bird River Campin Inc. is used solely for the purpose of delivering our programs and services. In all cases where these purposes require the disclosure of informaiton to an external organization, affected individuals are notified of this requirement and given the opportunity to refuse such disclosure, on the understanding that in some cases this will mean the service cannot be provided.

Personal information is accessible to and used by Bird River Camping Inc. only.

Hard copies of all personal information are stored in the offices of the Bird River Camping Inc. and electronic information is stored on the Bird River Camping Inc. computer network.

All personal information is stored for a maximum persiod of seven years and is then destroyed after which point only name and conact information will be retained. (Note - a persons name and contact information are not considered personal as that information is readily accessible through public resources; i.e. Phone Book, Online Telephone Directory, etc.)

All files will be secured as follows -

  1. Electornic files will be protectd by passwords
  2. All hard copy files will be stored under lock

All information associated with an individual's file is available to that individual on request. In the event of the individual being under the age of 18 only the person who signed for that individual as their legal guardian may access that information. This is to prevent the disclosure of sensative information to individuals not privy to that information.

the Directory of Bird River Camping Inc. is the nominated Privacy Officer.

Complaints regarding pricavy issues -

  1. Will be recieved by the nominated Privacy Officer in person or in writing. All written complaints will be provided a written response.
  2. Will be reviewed by the board where the client is dissatisfied with the response from the Privacy Officer. Submissions to the Board will be accepted first in writing, and if unresolved, in person.
  3. If a complainant is still not satisfied, they will be provided the option of contacting a community mediator to mediate between themselves and the Board, or to contact the Privacy Commissioner.

Information Collected By Bird River Camping Inc. - Camper Registrations

What personal information do we collect?

  1. Family names and contact details
  2. Children's names, ages, school grade and special needs. Preferences of camps to attend, including session dates
  3. Medical Information, Medical Coverage Number, Other relevant health information may be requested
  4. Financial Information, Credit Card Info, Personal Cheque

Why do we collect it? How do we use it

  1. Processing an application
  2. Matching children to camp opportunities, requesting camp places
  3. To insure that the camper's health is cared for in the most accurate way
  4. To make payment of the particular session for the particular camper only. Credit Card information is held for a maximum of 3 months after use

To whom is it disclosed?
This information is used by the camp for camp purposes only. Medical information will be disclosed to the health person at camp and to the kitchen staff and/or counselors only as required for the best interest of the camper.

Donors To Bird River Camping Inc. and its Programs

What personal information do we collect?

  1. Donor name and address
  2. Donor phone number
  3. Credit card number - collected only for credit card donations
  4. Donation amount

Why do we collect it? How do we use it?

  1. To provide donors with tax receipts, to provide donors with an annual program update letter and donation request
  2. Contacting the donor with any questions in relation to the donation.
  3. Processing the donation, Credit Card information is held for a maximum of 3 months after use.
  4. Processing the donation.

To whom is it disclosed?
Donor information is disclosed to the accounting department of Bird River Camping Inc. and other individuals in the organization as the Privacy Officer sees fit. Donations may be acknowledged during the annual General Meeting or during fundraising events as a means of acknowledgement. The donor may request this not to happen.

Staff Applicants To Bird River Camping Inc. and its Programs

What personal information do we collect?

  1. Staff name and address
  2. Staff phone number
  3. Other Personal information as on the application
  4. Reference forms as selected by the applicant

Why do we collect it? How do we use it?

  1. To use in contacting applicant and preparing fundraising information. To use in preparing financial information.
  2. Contacting the staff
  3. To determine eligibility of applicant for our program.
  4. To determing eligibility of applicant for out program from an outside perspective.

To whom is it disclosed?
Personal information collected through the application process as well as any information collected through interviews of observation is disclosed to the Program Staff in the selection process as well as anyone in the organization where the information may affect the proper running of programs as deemed by the Privacy Officer.