TRAC Tenant Resource & Advisory Centre (“TRAC”) is committed to respecting employees and volunteers right to privacy. As an organization, we recognize the need for appropriate protection and management of any personally identifiable information provided to us.
TRAC as an organization is accountable for personal information under its control from donors, clients, members, employees, volunteers, workshop participants, as applicable. TRAC has appointed Martha Lewis as an internal and external Privacy Officer. She will deal with the information and privacy rights of clients and others outside the office, as well as with the information and privacy rights of TRAC’s employees and volunteers.
TRAC collects and uses personal information for the purposes:
2. assessing clients’ needs and providing for these needs
3. attendance to information sessions
5. volunteer positions
6. funding applications and reports
TRAC as an organization is responsible for the protection of employee, and volunteers personal information when dealing with third parties. Care in collecting, using and disclosing personal information is essential to continued
employees and volunteers trust.
This policy applies to all employees, and TRAC’s directors as well as volunteers and other individuals involved in TRAC’s operations who have access to general and personal information.
Personal information means recorded information about an identifiable individual which includes, but is not limited to home addresses and telephone numbers, age, sex, marital or family status, race, national or ethnic origin, colour, religion, political beliefs or associations, educational history, medical history, disabilities, employment history, financial history, criminal history.
Employment history includes personal recommendations or evaluations, character references or personnel evaluations, letters of discipline and reprimand and reasons for termination.
Medical history includes health care history relating to medical, psychiatric or psychological diagnosis, condition, treatment or evaluation.
Employees should have a reasonably consistent expectation of privacy in both electronic and paper based environments.
The only circumstances under which personal information may be disclosed to third parties is for the fulfillment of any purposes identified above, or as required by law. If personal information is disclosed to third parties for the fulfillment of any purposes identified above, TRAC will ensure that appropriate security undertakings, such as confidentiality clauses in contractual agreements are employed to protect the transfer and use of personal information. TRAC does not sell, trade, or rent information to third parties.
E-mail sent to this website is kept strictly confidential. Your e-mail address will not be sold or shared with anyone outside of TRAC.
TRAC does not use your visits to this website to collect your personal information. TRAC tracks the number of visitors to its websites for statistical purposes and to help it improve services. The type of data tracked includes pages opened, length of visit, type of browser used, and — possibly — the city or country where the browser is located.
TRAC will collect personal information from employees, clients, donors, members, volunteers, workshop participants, only for the purposes identified above ensuring that collection of data complies with legislation.
TRAC will take necessary steps to ensure personal information it uses is accurate and complete. This will include the establishment of mechanisms allowing employees to have the opportunity to review and correct their personal
data. Upon written request by an individual to whom information relates. TRAC will incorporate the changes upon receiving satisfactory documentary evidence to substantiate the correction.
Any unsolicited correspondence or resumes will be disposed of by the Privacy Officer or designate.
We do not use or disclose personal information for any purpose other than those for which it was collected, except with consent or as required by law.
If information is no longer necessary for the fulfillment of the purposes for which it was collected, TRAC’s Information Privacy Officer will dispose of it after one year.
TRAC will make all reasonable efforts to ensure that personal information is as accurate, complete, and current as required for the purposes for which it was collected.
TRAC will protect personal information by making reasonable security arrangements to prevent the risk of unauthorized collection, access, use disclosure or disposal of personal information. TRAC will provide employees with
information related to the intended use of personal data and with mechanisms permitting the exercise of choice on its disclosure. Safeguards include physical, administrative, and electronic security measures.
TRAC supports the public’s right of access to information and the employee’s right to access and request correction of personal information about themselves. The Privacy Officer will assist employees with their access requests. In certain exceptional situations, TRAC may not be able to provide access to certain personal information that it holds about employees. If access can not be provided TRAC will notify employees in writing of the reasons for the refusal.
Access to third party personal information about employees
TRAC’s Privacy Officer will handle any requests regarding employees position, function and remuneration. Third party access to confidential personal information such as payroll or employment history where TRAC has custody of the information will be granted only if is necessary and the employee has provided written consent to the disclosure of that information.
Management and employees are responsible for maintaining the confidentiality of general and personal information according to TRAC’s policies as well as for keeping the information in a secure environment. Before disclosing any confidential and personal information, employees should consult with TRAC’s privacy officer. Including information to be released under the Privacy Act.
TRAC’s information and Protection Officers are jointly responsible for ensuring that this policy is consistent with the Act.