YOUR CO-OP’S PRIVACY POLICY

Introduction

Your Co-operative is 100% owned by members and satisfying their need is the sole reason we are in business.

The Board of Directors, which represent our member owners, are committed to co-operatives values of respect and openness therefore they welcome and support a strong privacy policy. The board has delegated this responsibility to the Recruitment Co-ordinator who has been appointed the co-operative’s privacy officer.

Personal information protection of our member owners takes on a special significance due to our co-operative nature.

Policy

Your Co-operative is committed to respecting and protecting personal information including the privacy of its members, customers, employees, contractors, elected representatives, web site visitors and other individuals that conduct business with us or with our affiliated co-operatives or participate in our democratic process. Our approach to privacy is based on full compliance with legislation, and is consistent with co-operative ethical standards for co-operation.

1. Accountability.

Your Co-operative is responsible for personal information under its control. (including personal information transferred to a third party and ensuring it receives a comparable measures of protection )

Your Co-operative has designated a Privacy Officer that is accountable for the organization's compliance with this policy and Privacy Laws.

The Recruitment Co-ordinator shall report to the Board the scope and nature of requests for information, whether or not these have been satisfied and any irregularities and/or non-compliance with this policy.


2. Identifying Purpose.

The purposes for which personal information is collected shall be identified and communicated by your Co-operative at or before the time the information is collected, unless such purpose is obvious.

Generally your Co-operative collects information:
- to meet statutory or legal obligations
- to manage Co-op membership information
- to improve products and services
- to offer programs that provide members with benefits and rewards
- to send out correspondence, newsletters and other relevant information

Members are usually required to give certain personal information such as their name, address, telephone #, SIN # (requested by Canada Customs and Revenue in case of patronage dividend) and member #. We will also protect your information that was generated by your support of your co-operative, such as purchases, share capital and other related information.

Employees are required to give certain personal information that is essential to the employer-employee relationship, such as SIN, banking information for payroll purposes and information related to the Human Resources function (employee benefits, employment history and capability and skills).


3. Consent.

By becoming a member, an employee or otherwise using your Co-operative’s member services, an individual consents to the collection and use of personal information for the purposes identified.

Your Co-operative will not require consent to the collection, use or disclosure of personal information beyond that required for providing products, services and employment.

A member or an employee may withdraw consent or opt-out of the uses or disclosures of information for the purposes identified by notifying your Co-operative of the wish to do so.

Your Co-operative will not collect, use or disclose the personal information of a person without the individual’s knowledge and consent, except in certain limited circumstances permitted by law, such as where immediate health of a person is at risk, or in connection with the breach of an agreement or law and for debt collection.

Consent may be express or implied, given orally, electronically or in writing and provided by an action or inaction. Consent may be given through a legally appointed representative or guardian.

4. Limiting Collection.

The collection of personal information shall be limited to that which is necessary for the purposes identified by your Co-operative. Information shall be collected by fair and lawful means. Personal information will only be collected from the individual.



5. Limiting Use, Disclosure and Retention.

Personal information shall not be used or disclosed by your Co-operative for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes or required by law.

Your personal information will not be sold, leased, rented or given to a third party other than companies contracted to provide services directly to your Co-operative under agreement.


6. Accuracy.

Your Co-operative will make reasonable efforts to ensure that personal information of individuals is as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

Once informed by a person that personal information held by your Co-operative about them is inaccurate, your Co-operative will update the information as soon as possible.

Individuals are encouraged to provide updates to their personal information when changes occur to enable the continuation of services.


7. Safeguarding Customer (member and employee) Information.

Your Co-operative will protect Personal information by security safeguards appropriate to the sensitivity of the information.

Your Co-operative will ensure the protection of personal information by:
- guarding against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification, regardless of the format in which the information is held
- implementing methods of protection including physical measures (restricted access and locked doors, desk and cabinets), organizational measures (security clearances and limiting access on a need to know basis), and technological measures (password and encryption)
- training employees who are in contact with personal information on the importance of abiding by this policy

All employees that handle personal information are made aware of the Privacy Policy and are subject to requirements that they keep personal information confidential and in compliance with this Privacy Policy and the Act. These obligations shall be made clear to all employees and are included in your Co-operative’s Code of Conduct.


8. Openness.

Your Co-operative shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.

Your Co-operative will communicate this policy in a form that is understandable and readily available in a variety of ways.

9. Member, Customer and Employee Access.

Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.


10. Handling Customer (member and employee) Complaints and Suggestions.

An individual shall be able to address a challenge concerning your Co-operative’s compliance with the above principles to:

The Co-operative’s Privacy Officer
PO Box 27070
Dieppe, NB
E1A 4V3
Tel: 382-2667
Fax: 858-6382
Email: info@dieppe.coop

An individual not satisfied with a response by your Co-operative can contact:

Federal Privacy Commissioner
112 Kent Street,
Ottawa, Ontario
K1A 1H3
Tel: 1-800-282-1376