Privacy Policy

What is personal information?

Personal information means information about an identifiable individual.

For example, personal information includes:

• Name, age, weight, height
• Home address and phone number
• Race, ethnic origin, sexual orientation
• Medical information
• Income
• Marital status and religion
• Education
• Employment information

Personal information does not include the name, job title, business address, telephone number or other contact information of an individual at a place of business.

Identifying Purposes

The Museum collects personal information in completing business transactions and in the course of supporting its mission. Personal information includes any information which may identify an individual’s contact information, preferences, interests, special needs, affiliations, professional and personal relationships, age or birth date, contacts with the Museum and transactional history.

These activities include but are not limited to:

• membership administration
• special events
• donor relations
• contests or promotions
• volunteer management
• employee management

Consent

Consent to the collection, use and disclosure of personal information may be obtained in various ways:

• Consent may be expressed (e.g. orally, electronically or in writing), or
• Consent may be implied (e.g. when you provide information necessary for a service you have requested).

Consent is usually obtained by signing a gift agreement. By providing us with personal information we will deem you to understand this privacy policy, and we will deem you to consent to our collection, use and disclosure of such personal Information for the purposes identified or described in this privacy policy, if applicable, or otherwise at the time of collection.

You may withdraw your consent to our collection use and disclosure of personal information at any time, subject to contractual and legal restrictions and reasonable notice. Note that if you withdraw your consent to certain uses of your personal information, we may no longer be able to provide you with certain products and services.

Collecting and using personal information

When gathering, using, and managing personal information, the OLCM will ensure the following:

• Identify the purposes for which personal information is collected
• Limit collection of personal information to that which is necessary for the purposes identified
• Obtain consent from the individual whose personal information is collected, used and disclosed, except where the law provides an exemption
• Retain personal information only as long as necessary for the fulfillment of identified purposes.
• Not rent or sell any personal information collected

Consent may not be required if:

• Your personal information is available from a public source (e.g., a telephone book)
• Collecting or disclosing the information clearly benefits you or is necessary for medical treatment and your consent cannot be obtain in a timely way.
• The information is needed for an investigation (e.g., criminal, breach of contract, fraud) and getting consent might compromise the information’s availability or accuracy.

Security

The Museum protects all personal information regardless of the format in which it is held. The methods of protection include:

• physical measures, such as locked filing cabinets and restricted access to offices;
• organizational measures, such as limiting access on a “need to know” basis; and
• technological measures, such as the use of passwords and encryption.

All employees are trained on the importance of maintaining the confidentiality of personal information. Employees of the Museum are prohibited from disclosing or using of the information for any purposes other than the stated business purposes.

Care will be taken in the disposal or destruction of personal information to prevent unauthorized parties from gaining access to the information. Please see the OLCM’s Records Management Policy for more information.

Limiting Collection, Use, Disclosure and Retention

The collection of personal information is limited to the extent necessary to fulfill the specific purpose. Personal information is not used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information is retained only as long as necessary for the fulfillment of those purposes. Third-party information may be restricted unless the release of said information would not constitute an unreasonable invasion of personal privacy.

Access

Upon request, the OLCM will inform an individual of the existence, use, and disclosure of his/ her personal information held by the OLCM and will provide documentation of that information. An individual will be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

Any questions or concerns regarding the OLCM’s compliance with the Privacy Policy can be directed to the Executive Director. The OLCM will investigate all complaints. If a complaint is found to be justified, the OLCM will take appropriate measures, including amending its policies and practices if necessary. Changes made to the Privacy Policy will be publicized on the OLCM’s website and/or any other communications platform deemed appropriate. Please see the OLCM’s Access Policy for more information.

Statement of Authority

The YCHS Board of Directors shall appoint the OLCM Executive Director to administer the initiation, control, and review of the privacy policy. The Executive Director will approve all access requests on behalf of the OLCM. Please see the OLCM’s Archives and Records Management Policies.

Statement of Responsibilities

Responsibility for being in compliance with the Personal Information Protection and Electronic Documents Act lies with the Executive Director.

The Executive Director will provide the training and necessary support and advisory services to other staff members and the YCHS Board of Directors.