Privacy Policy

People, Words & Change (PWC) respects the privacy of the people we work with and serve, including adult learners, members, volunteer tutors, employees, contractors, 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. From time to time, the media or university students ask if they can interview PWC volunteer tutors or learners in order to complete assignments on literacy issues. In that case, PWC will ask the volunteer tutor or learner concerned to make the contact, in order to protect the privacy of the people we work with and serve. We do not provide names, telephone numbers or email addresses.

Privacy Principles and Procedures

Accountability

The Board of Directors has designated PWC’s Executive Director as the Privacy Officer, to be accountable for our compliance with the principles of this policy and with currently applicable privacy legislation.

Collection of Personal Information

PWC will identify the purposes for collecting personal information at the time we ask for it. 

Collection of information may be done via word processing forms, paper forms, or via an online form. It may also be collected via a third-party app for registration (events.) It may also include photographs or videography of persons.

Under the terms of service of PWC’s funding from the Ontario Ministry of Labour, Immigration, and Social Development, for the delivery of its Literacy and Basic Skills program, PWC is required to collect personal information from learners and submit that data to the Ministry via an electronic database.

We will collect personal information only for the following reasons:

• To understand the needs of the people we serve in order to develop, offer and maintain services that meet those needs.
• To communicate with the people we serve.
• To maintain accurate, up-to-date records.
• To manage and develop our program and operations
• To comply with the requirements of service provision as set out by the
  provincial government.
• To produce and distribute informational material about PWC (such as events, experiences of learners with respect to the results they have achieved through PWC programs.)

Consent

PWC requires the acknowledgement and consent of the people we work with and serve to collect, use or disclose their personal information. Anyone may withdraw their consent at any time, in relation to future collection, use or disclosure. However, this may limit PWC’s ability to provide appropriate service and support to them.

Cookies

PWC’s website uses Google analytics cookies to track usage, and its embedded YouTube content uses cookies for tracking usage, user preferences, and advertising. Our website also uses WordPress cookies to track website use and to compile statistical reports on website activity. PWC does not sell, give or trade the statistics that cookies store to any third parties.

Our website advises users of this and invites them to review the Privacy Policy. A pop-up will appear for visitors upon their first site visit, allowing them to manage their preferences.

Limiting Collection, Use, Disclosure and Retention

PWC will limit the collection of personal information to the purposes that we have identified above. We will collect information by fair and lawful means.

PWC will use or disclose personal information only for the purposes for which it was collected, except with an individual’s consent or as required by law. We will retain information only as long as necessary to fulfill the identified purposes.

Accuracy

PWC will keep personal information accurate, complete and up-to-date.

Safeguards

PWC will protect personal information with security safeguards appropriate to the sensitivity of the information. Our employees are authorized to access personal information based only on their need to deal with the information for the reason(s) it was obtained.

Retention

Membership Register: Personal information about Members shall be retained for three years after they cease to be on the Register.

Learners: Personal information of learners will be retained for eight years as required by Ministry Policy after completion of the
service or reason for the initial collection. Afterwards, it shall be destroyed by shredding (paper).  Digital records of learners are maintained beyond 8 years as many return to PWC for further tutoring. At the same time as paper records are being destroyed (after 8 years), any sensitive information in the digital file, such as SIN numbers, will be deleted. After 12 years of the learner leaving the program, all files will be deleted.

After learners have left the program, tutors are required to destroy the personal information about their learners and sign a testimonial, declaring that they have done so, which is then returned to PWC.

Openness

PWC’s Privacy Policy is readily available to anyone.

Individual Access

Individuals have the right to access the personal information PWC has collected about them, and to know how it is being used and to whom it is being disclosed. Individuals may challenge the accuracy and completeness of their personal information and have it corrected.

Challenging Compliance

Individuals may contact the Privacy Officer to access or correct their personal information. They may also ask questions, express concerns or complain about PWC’s compliance with any of the principles of this policy.

Updating of the Privacy Policy

PWC will review our privacy policy and procedures every four years, or when there is a change in legislation if that is sooner, and update them as required.

Contact Information

Please direct questions, concerns or complaints relating to PWC’s privacy policy to our Privacy Officer:

People, Words & Change
Heartwood House
404 McArthur Avenue
Ottawa, ON K1K 1G8
Phone: 613-234-2494
Email: Info@pwc-ottawa.ca