4-H Ontario "Our Commitment to Privacy"

Privacy Statement

4-H Ontario respects the privacy of our members, volunteers, donors, sponsors and stakeholders. We are committed to ensuring that appropriate measures and safeguards are in place to protect specific information that is held for the purpose of the program. We adhere to all legislative requirements with respect to privacy. We do not rent, sell or trade mailing lists. We understand that some of the information we hold on members, volunteers, donors, sponsors and stakeholders is private, which is why we collect personal information only for the following purposes:

  • To establish and maintain a responsible relationship and provide ongoing service and support.
  • To conduct appropriate screening procedures for those volunteers and staff who may find themselves in a position of trust with the membership of the organization.
  • To develop, enhance, market or provide opportunities consistent with the program mandate.
  • To maintain, manage and develop our programs and operations, through solicited feedback and support.
  • To meet program requirements.

At all times we strive to keep personal information accurate and up-to-date for the purposes identified above. Members, volunteers, donors, sponsors and stakeholders do have choices and can refuse or withdraw consent for us to keep and use information. They may request that their name be removed from our various lists; they can refuse to provide personal information to us; and they may withdraw consent at any time. In all cases this may limit 4-H Ontario's ability to provide appropriate service and support to these individuals.

If at any time you wish to be removed from any of our contact lists, simply contact us by phone at (519) 824-0101; toll free at 1-877-410-6748, fax at (519) 824-8759 or via our website at www.4-hontario.ca. We will gladly accommodate your request.

The following Board, Foundation and staff policies and procedures are in place to ensure this commitment to privacy and protect all information collected. (Please note that some policies and procedures have been summarized in this document and can be reviewed in full as necessary.)

For further information regarding our commitment to privacy please contact 4-H Ontario's Privacy Compliance Officers:

Privacy Officer/Executive Director
Phone: (519) 824-0101
Toll Free: 1-877-410-6748
Fax: (519) 824-8759
Email: privacy@4-hontario.ca 		  

Board Policies

Code of Conduct (B-BO-10: Passed 2000)

Board members will function in an ethical manner, contribute to the work of the board, support the decisions of the board, and respect the confidentiality of privileged information. Accordingly, Board members will not reveal to anyone, not normally present at board meetings, any confidential information, which they become aware of during the performance of their duties.

Operational Policies and Procedures

Mailing Lists (O-CF-04: Passed 1990)

The names of leaders, members and clubs will not be released to companies wishing to develop contacts regarding promotional sales. The Ontario 4-H Council will release lists, as appropriate, to an event with a regional or provincial focus open to 4-H members and organized or administered by a third party. (4-H Ontario Procedure)

Mailing List Responsibility (O-CF-05: Passed 2000)

The Ontario 4-H Council and the Ontario 4-H Foundation will be responsible for management of mailing lists of 4-H members, volunteers, alumni and clubs.

Security Checks (O-V-03: Passed 1993)

All volunteers in the 4-H program must have security checks repeated every two years.

Releasing Security Check Information to Outside Organizations (O-V-15: Passed 2002)

Results of security check information (LE220 forms) may be released to outside organizations provided that the volunteer wishing to release this information provides written consent and further provides contact information of where the released information is to be sent.

Protection of Personal Information (O-SO-09: Passed 2003)

All staff of 4-H Ontario will respect the privacy of the organization's members, volunteers, donors, sponsors and stakeholders. Staff will undertake to use appropriate measures and safeguards to protect specific information that is held for the purpose of the program. Personal information will be collected on behalf of the Board, Council, Foundation and program only for the following purposes:

  • To establish and maintain a responsible relationship and provide ongoing service and support.
  • To conduct appropriate screening procedures for those volunteers and staff who may find themselves in a position of trust with the membership of the organization.
  • To develop, enhance, market or provide opportunities consistent with the program mandate.
  • To maintain, manage and develop our programs and operations, through solicited feedback and support.
  • To meet program requirements.

At all times staff will strive to keep personal information accurate and up-to-date for the purposes identified above. Questions and concerns regarding the collection and/ or use of personal information will be directed to the Privacy Compliance Officer(s).

Local 4-H Association Volunteer Screening Committees

Volunteer Screening committees will develop local procedures to ensure confidentiality of all information collected. The committee will discuss information on applicants in a confidential and professional manner, and only for the purposes of making recommendations to the local 4-H association. Completed forms will be kept in a secure place within the local association. (4-H Ontario Procedure)

Volunteer Screening Committee members agree to and sign an 'Oath of Confidentiality'. (4-H Ontario Procedure)

Only the named screening committee contact will be able to forward and receive information from the policing agency regarding security checks. (4-H Ontario Procedure)

Chaperons and facilitators of events beyond the local level must have completed the screening procedure through a local association or 4-H Ontario. A letter of confirmation must accompany the volunteer from the association stating they have successfully completed the volunteer screening procedure. (4-H Ontario Procedure)

Withdrawal of Consent for Collection/ Use of Information (Appendix I - Procedures)

Members, volunteers, donors, sponsors and stakeholders may request that their name be removed from our various lists at any time. Requests should be in writing and be directed to the organization's Privacy Compliance Officer(s). Members, volunteers, donors, sponsors and stakeholders can also refuse to provide personal information to 4-H Ontario. In all cases this may limit 4-H Ontario's ability to provide appropriate service and support to these individuals.

Website Policies

4-H Ontario will strive to protect the privacy of those who visit, browse and use www.4-hontario.ca. As such:

  • The 4-H Ontario web server does not recognize any information regarding your domain or e-mail address.
  • 4-H Ontario does not collect information on those who access the 4-H Ontario web site.
  • 4-H Ontario does not make the e-mail addresses of those who access the site available to other organizations. We do not compile, buy, sell, rent or trade consumer email lists.
  • If you supply us with your postal address, e-mail address or telephone number on-line, you will only receive contact from us regarding information that you have requested.

Gift Acceptance Policies

Donor Confidentiality

Donor's wishes regarding recognition or anonymity regarding a gift shall be respected, provided that any recognition is consistent with the Council's usual standards of practice and legal requirements.

Donor Recognition

The Council shall recognize donors in a manner consistent with the recognition afforded donors of gifts of similar magnitude, immediacy of effect and degree of restriction.

Personnel Policies and Proceduress

4-H Ontario, in its relationship with its employees, will continually strive to maintain accurate employee records/ personnel information and safeguard their privacy at all times. Employees have the right to review, update, and/ or correct personnel information collected by the organization. Written requests to review the information held shall be directed to the Executive Director. Employees may review, update and/ or correct information during regular office hours and in the presence of the Executive Director or designate.

All employees of 4-H Ontario will have appropriate security checks completed prior to beginning employment and every two years thereafter.

Release of Staff Home Phone Numbers

In the event that a staff person receives a phone call/email from an Ontario 4-H Council Director, Ontario 4-H Foundation Trustee, or any 4-H stakeholder requesting the release of another staff person's home phone number, the staff person receiving the call will determine the level of urgency in contacting the fellow staff member. The initial staff person will then offer to contact the fellow staff member and have them return the call to the inquirer. If the matter has a high degree of urgency that requires immediate action, then the release of the employee's home number is warranted. (4-H Ontario Procedure)

 

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4-H Ontario "Our Commitment to Privacy"