Winnipeg's West End...All we need is you!

West End BIZ Privacy Policy

Statement

The West End Winnipeg Business Improvement Zone (West End BIZ) is committed to your privacy. Through our Privacy Policy, we outline the collection and use of personal information, which may identify an individual and business contact information. This policy does not apply to publicly available information.

Collection, Retention, Access & Use

The West End BIZ collects and maintains business contact information from businesses within our zone for our Membership Database, in order to communicate with our members, for the publication of our West End Directory and daily West End BIZ business use. Business contact information is also collected & maintained from vendors, partner organizations, agencies and individuals in our general database for the purpose of conducting general business. Staff access to personal information is limited to those with a need to know basis.

Limited personal information may be collected and maintained in this database for the purposes of providing notices of meetings, events and sponsorship opportunities, or for surveys. Additionally, personal information may be collected when you participate in a contest or promotion so we may notify winners. Winners' names for publicity will only be used with their consent. All personal information collected and maintained by the West End BIZ, through any source including our website, fax and email, is kept confidential and secure. Personal information is NOT disclosed to external sources unless the individual gives express written consent. Exceptions are made only in emergency situations where it is clearly in that individual's best interest or as may be required by law. Appropriate safeguard measures to protect all information are in place and followed by all staff. Only the Executive Director or Manager, Finance and Administration will divulge sensitive information subject to all limitations in this paragraph.

We limit collection of information to the minimum required and only for the purposes stated. This information will only be retained for as long as is reasonable unless required by law. We make every effort to ensure our information is accurate. The updating of the database is an ongoing event. Staff is authorized to access only that personal information which is required and for which it was obtained. All staff adheres to confidentiality obligations.

The West End BIZ business database is available to members of the West End BIZ free of charge. Members must state the purpose for which the database is being used and agree that the database will not be copied, sold or made available to a third party. The Database provided is for a single use only and specifically for the purpose identified by the receiver. Only business contact information is included in the content.

Website & Email

If you contact the West End BIZ via our website or e-mail, any personal information you provide will be used only for the purpose you intend. Every reasonable precaution is taken to ensure your protection. Our website does contain links to other sites of which security practices the West End BIZ is not responsible.

Accountability

Our designated Privacy Officer is responsible for our organization's compliance with all privacy legislation. Should you have a question or concern about our policy, you may contact the Privacy Officer:

Gloria Cardwell-Hoeppner
West End BIZ
581 Portage Avenue
Winnipeg, Manitoba R3B 2G2
Ph: 204-954-7900 Fax: 204-772-8604
gloria@westendbiz.ca

If you wish to withdraw your consent for the West End BIZ to maintain any personal information currently on file or if your personal information requires updating, please advise the West End BIZ in writing (attention: Privacy Officer). You will receive a written confirmation of your withdrawal of consent to maintain personal information within 30 days.


West End BIZ Privacy Policy

Objective

Identified Areas of Vulnerability

Database

The main business database contains business contact information only, that which is readily available to the public. It is used primarily to maintain up-to-date information for distribution of information to our members and stakeholders.

Website

Only business contact information is listed on the website. Information offered by and collected from site visitors may contain personal information. A statement is posted on the site advising of how their information will be used. A link to our complete Privacy Policy will be added. Site updates are done through our office and standard safeguards are used.

Phone / Fax / Email / Computers

Personal information collected via phone for the purposes stated in our policy are obtained with verbal consent. Staff access to personal information is limited to those with a need to know basis. Staff do not give out any personal information without consent unless it is clearly an emergency and in the best interest of the individual or as required by law.

E-mails and faxes sent from the West End BIZ office all contain a privacy / confidentiality notice. All BIZ computers are password protected and not left unattended when open. Passwords are kept secure with limited access. Security measures such as firewalls and anti virus are in place.

Mail

All mail received by the West End BIZ is opened by the Communications Assistant or Administrative Assistant. Any mail of a personal nature and/or containing personal information is directed immediately to the person for whom it is intended. Staff is instructed to use appropriate safeguards when handling and filing mail containing any personal information.

Hard Copy Files

Other than employee and related files such as payroll and benefits, office and archived files contain business contact information only.

Employee & Volunteer Files

All forms in which we collect personal information have a declaration of purpose and authorization section for volunteers and employees to sign. Staff does not give out personal information without consent unless it is clearly in the best interest of the individual or as required by law. Employee and Volunteer files are kept under lock in Executive Director's office.

Employees & Volunteers are required to provide any change of information within two weeks in order to maintain accurate information on file. All information is retained only as long as required for use or by law. Files not required or out of date are disposed of by shredding.

We use a national third party provider for processing payroll cheques and benefits. The provider has appropriate safeguards and security measures in place to protect our employees' privacy.

End of policy.
January 27, 2010