Privacy Policy

The Vancouver Island Heritage Foodservice Co-operative

 Policy regarding the Protection of Privacy

Approved October, 2008

Why do we collect additional personal information that is not available in existing databases or phone books?

• To establish and maintain a responsible business relationship with our members, partners and customers.
• To fulfill requests for information, services or products.
• To help us provide members with ongoing quality education.
• To develop, enhance, market or provide our various products and services to our members for the benefit of all citizens in the Comox Valley.
• To manage and develop our organization’s operations and plan for future growth.

How do we collect personal information, which is not available in existing databases or phone books?

Personal information is any information that can be used to distinguish, identify or contact a specific individual, which is not in existing phone books or databases.

We gather personal information through our Internet site and through interviews conducted by VIHFC contractors/staff.

The VIHFC web statistics function collects and stores information regarding the domain from which you access the Internet and not from your private address, the date and time you access our site and the Internet address of any web site from which you linked to us. Other than that, we collect information on visitors only in the aggregated sense and use it for internal purposes only. This information enables us to tell which areas of our site are of most interest to our visitors, which promotions are most effective, and shows us ‘traffic’ patterns.

Specific membership information is collected by VIHFC, workers for the VIHFC’s membership database, which is not connected to the Internet. Contact information and records of membership dues are kept on this database.  We gather this information by consent and recognize that this imposes responsibility to carefully tend that information, to ensure its accuracy and be transparent and accountable in how we use it.

How do we protect personal information, which is not available in existing databases or phone books?

 We will not collect, use or disclose your personal information, which is specific to membership in VIHFC, for any purpose other than those identified above, except with your express consent.

We do not share, sell or provide any member information to any outside organization for use in their business or marketing programs.

Only authorized personnel (employees or sub-contractors working for the VIHFC) have access to your information.  These personnel have signed non-disclosure agreements.

Personal and business information gathered by the VIHFC is kept in confidence and safeguards are in place to ensure that the information is not available or disclosed or shared more widely than is necessary to achieve the purpose for which consent has been received. Protection includes working to ensure that the integrity of the information is maintained and that it is kept in accordance with retention guidelines and then appropriately destroyed.
Information collected and stored electronically is appropriately protected through up-to-date and regularly reviewed procedures and software, including password protocols.
 

When do we disclose personal information, which is not available in existing databases or phone books?

We will disclose personal information only when required by law in response to a valid demand, search warrant or other legally valid inquiry or court order.

We will disclose personal information upon your express consent for activities and promotions that are deemed by the Board of Directors by Board Resolution to be in the best interests of the citizens of the Islands/Coastal region.  This could include educational activities, promotions of new rules and regulations or access to useful services and educational resources for VIHFC members.  You can contact us at any time and opt out of receiving these communications.

How do we manage our Privacy Policy on an ongoing basis?

The Executive of the VIHFC provides leadership to the privacy program.  The Executive reports to the Board of Directors on a yearly basis with an audit of VIHFC’s policy compliance.

The VIHFC promptly responds to questions, concerns or complaints concerning this policy or its use of personal information.

How can you manage the information you have provided us?

At any time, you may provide or withdraw your consent. You can request that your personal information be removed from our lists so that you will not receive future communications from us, or you may modify personal information that we have gathered previously.

Our Privacy Officer:

Marjorie Stewart
Contact her through the Vancouver Island Foodservice Co-operative’s office
250-741-0224 extension 35