The North Vancouver Museum and Archives Commission (NVMAC) and the Friends of the North Museum and Archives Society (FNVMAS) recognize our obligation to respect privacy and are committed to maintaining the confidentiality of our donors, members, and visitors to our premises, website and social media channels (this full group to be known as ‘users’). All personal data provided by users is secure information. We do not lend, exchange, or otherwise make available our lists or information to other organizations. While we have always respected our users’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information to meet British Columbia’s Personal Information Protection Act (PIPA).
1 – Collecting Personal Information
1.1 We collect users’ information that is necessary to fulfill the following purposes:
- To verify identity
- To identify users’ preferences
- To process a newsletter subscription
- To enrol a member and send out membership renewal notices
- To send out NVMAC information updates
- To send out invitations or notices about fundraising, exhibit openings, programs and social events
- To offer users’ the opportunity to be involved as volunteers
- For fundraising purposes by the FNVMAS
- To ensure a high standard of service to our users
- To meet regulatory requirements
- To collect and process payments
- To send out membership renewal notices.
- Social media channels (e.g. Facebook, Twitter, Instagram, Pinterest)
- Email systems (e.g. MailChimp)
- CRM systems (e.g. eTapestry)
- Analytics software (e.g. Google Analytics)
- Donation systems (e.g. Canada Helps).
3 – Consent Policy
3.2 We may collect, use, or disclose personal information without the users’ knowledge or consent in the following limited circumstances:
When the collection, use or disclosure of personal information is permitted or required by law
In an emergency that threatens an individual’s life, health, or personal security
When we require legal advice from a lawyer
For the purposes of collecting a debt
To protect ourselves from fraud
To investigate an anticipated breach of an agreement or a contravention of law.
4 – Using and Disclosing Personal Information
4.1 We will only use users’ personal information where necessary to fulfill the purposes identified at the time of collection as identified in 1.1 and 2.1
4.2 We will not use or disclose users’ personal information for any additional purpose unless we obtain consent to do so.
4.3 We will not sell users’ lists or personal information to other parties.
5 – Retaining Personal Information
5.1 If we use a users’ personal information to make a decision that directly affects the users, we will retain that personal information for at least one year so that the user has a reasonable opportunity to request access to it.
5.2 Subject to policy 5.1, we will retain users’ personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
6 – Ensuring Accuracy of Personal Information
6.1 We will make reasonable efforts to ensure that the users’ personal information is accurate and complete where it may be used to make a decision about the users’ or disclosed to NVMAC and/or FNVMAS.
6.2 Users may request correction to their personal information in order to ensure its accuracy and completeness. Users may also request removal of their personal information. A request to correct or removal personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought.
A request to correct or remove personal information should be forwarded to the NVMAC and/or Friends of the North Vancouver Museum and Archives Society Privacy Officer(s) located at 3203 Institute Road, North Vancouver, BC, V7K 3E5.
7 – Securing Personal Information
7.1 We are committed to ensuring the security of users’ personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
7.2 The following security measures are followed to ensure that users’ personal information is appropriately protected:
We protect personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure, or modification of personal information, as well as any unauthorized access to personal information. Secure, limited-access offices and filing cabinets, password-protected computer systems and accounts with confidential user IDs, a dedicated and professional IT department handles internet security, firewalls, and encryption, are measures we take to protect all personal information.
We retain personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.
7.3 We will use appropriate security measures when destroying a users’ personal information such as shredding documents, and permanently deleting electronically stored information.
7.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
7.5 Personal information collected as a result of donations received will be held on a server outside of Canada and is not protected by Canadian privacy laws.
7.6 Should there be a data breach, affected users will be notified within 72 hours of the NVMAC and/or FNVMAS being notified by suppliers.
8 – Providing Members/Donors Access to Personal Information
8.1 Users have a right to access their personal information.
8.2 A request to access personal information must be made in writing to the Privacy Officer and provide sufficient detail to identify the personal information being sought.
8.3 Upon request, we will also tell users how we use their personal information and to whom it has been disclosed if applicable.
8.4 We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
8.5 A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the users of the cost and request further direction from the users on whether or not we should proceed with the request.
8.6 If a request is refused in full or in part, we will notify the users in writing, providing the reasons for refusal and the recourse available to the users.
8.7 An opportunity to unsubscribe from emails will be offered on emails sent out.
9 – Questions and Complaints: The Role of the Privacy Officer or designated individual
9.1 The Privacy Officer or designated individual is responsible for ensuring NVMAC and FNVMAS compliance with this policy and the Personal Information Protection Act.
9.2 Members/donors should direct any complaints, concerns or questions regarding compliance in writing to:
North Vancouver Museum & Archives Commission and
The Friends of the North Vancouver Museum & Archives Society
3203 Institute Road,
North Vancouver, BC V7K 3E5
9.3 If the Privacy Officer is unable to resolve the concern, the member/donor may also write to the
Information and Privacy Commissioner of British Columbia.