Privacy Policy

Lake Charlotte Area Heritage Society

This policy was approved by the Board of Directors on March 18, 2024 and will be reviewed no later than April 2025.

Table of Contents:

• 1.0 Introduction
• 2.0 PersonalInformation
  • 2.1 Youth 18 and Under
• 3.0 Purpose of Personal Information Collection
• 4.0 Volunteer Training & Development
• 5.0 Use and Disclosure of Personal Information
  • 5.1 The Society’s Operational Use and Disclosure
  • 5.2 Law Enforcement Disclosure
  • 5.3 Disclosure to Third-Party Vendors
• 6.0 Consent
• 7.0 Protection of Personal Information
• 8.0 Retention and Disposal of Personal Information
• 9.0 Accuracy
  • 9.1 Correction of Personal Information
• 10.0 Access
• 11.0 Breach of Privacy
• 12.0 Contact Us
• 13.0 Changes to this Policy
  

1.0 Introduction

The LakeCharlotte Area Heritage Society (LCAHS) is committed to protecting the privacy of the personal information of its volunteers, members, visitors, customers, donors, and other supporters (hereafter known as Supporters), and employees entrusted to us. The LCAHS values the trust of those we deal with, and of the public, and recognizes that maintaining this trust requires that the LCAHS be transparent and accountable in how we treat the information that people choose to share with us. The role of Privacy Officer for the LCAHS resides with the Executive Director.

This policy and operational procedure describe how the LCAHS collects, uses, shares, and discloses the personal information of its Supporters and employees. This policy applies to the LCAHSandtoanyother person providing services on our behalf. A copy of this policy will be provided upon request.

 

2.0 Personal Information

During the course of its regular activities, the LCAHS gathers and uses personal information. This information will be carefully guarded and any use of personal information is subject to consent.

Personal information is any information that can be used to identify or contact a specific individual. There are exceptions with business contact information and certain publicly available information, such as names, addresses, and telephone numbers as published in telephone directories or online that are not considered personal information. The LCAHS’ Supporters and employees who use their personal contact information as business contact information, will be considered as providing business contact information, and are not therefore subject to protection of personal information.

Personal information is collected when a Supporter supplies it to us voluntarily; e.g. by purchasing tickets to an event, becoming a member, registering for a program, donating, engaging with us on social media, entering a contest, subscribing to our e-newsletter, joining LCAHS as an employee, or enlisting as a volunteer.

The following are examples of the personal information that the LCAHS collects from Supporters and employees:

1. contact information (including salutation, pronouns, name, professional title, home and business address, landlines and cell numbers, email address and social media handles);
2. the type of membership purchased and the contact information for the primary and secondary cardholder for the membership;
3. the number and type of tickets purchased, including whether tickets were purchased for a specific event;
4. payment information (such as credit card number, expiry date and 3-digit CVV/CVC) in the case of over the telephone sales;
5. visiting history and program participation;
6. detailed medical information about participants in our youth volunteering program;
7. value of any donation, sponsorship, grant, and membership dues;
8. volunteer status (active or inactive);
9. age or birth date, gender, marital or family status (as it relates to our volunteer program and our employees);
10. education; and
11. visual images such as photographs of employees, volunteers, program and event participants.

The LCAHSdoesnotdisclose Supporters’ personal information without consent. The Society abides by the following practices when collecting, maintaining, and using personal information. To better understand our visitors and to improve the visitor experience on the LCAHS website and social media pages we collect data using services including Google Analytics and Metametrics. No personal information is collected through these tools that would allow LCAHS to identify individuals. For more information about Google Analytics, please visit: www.google.com/policies/privacy/partners/ . We also collect information about email open rates and click-through rates to determine whether the LCAHS’ electronic communications are effective. This data is collected through the Society’s Mail Chimp account.

 

2.1 Youth 18 and Under

Data collection around youth participating in the Society’s Youth Volunteer Program requires parental consent as part of the youth volunteer registration forms. Any concerns around the collection of data related to children and youth should be directed to the LCAHS’ Executive Director.

 

3.0 Purpose of Personal Information Collection

The Society’s purpose for collecting personal information is to:

1. create a record of the Supporter’s involvement with the LCAHS;
2. administer employee records to fulfill legal requirements and provide employee benefits and services;
3. keep Supporters and employees informed about our events and services, fundraising projects, other special programming, or employment and volunteer opportunities;
4. process admission, memberships, donations, sponsorships, grants, program registrations, rentals, tickets, and purchases;
5. include donor information with our collections (artifacts and archives) to provide provenance and historical context for catalogue records;
6. communicate with visitors about their experience at Memory Lane Heritage Village and the Eastern Shore Archives, or to plan and evaluate the Society’s programs and events;
7. contact Supporters and employees to determine their interest in becoming members of the LCAHS;
8. contact Supporters and employees to determine their interest in contributing to occasional fundraising initiatives;
9. contacting Supporters in connection with opportunities to become a volunteer with the LCAHSandenrolling any interested individuals as volunteers;
10. invite volunteers to training sessions, recognition events and for volunteers’ scheduling purposes;
11. maintain a robust database of current and past members of the Society;
12. any other reasonable purpose to which the Supporter provides consent.

A Supporter may opt out of receiving communications from us by contacting our Executive Director, or, as it relates to our newsletter, by clicking the Unsubscribe button at the bottom of the newsletter.

 

4.0 Process of Personal Information Collection

Collection of personal information may only take place for an authorized purpose, including those stated above and with proper notification. The LCAHS shall collect personal information about an individual only for a necessary purpose that is connected with an authorized function or activity of the LCAHS.

Whenever possible, LCAHS shall collect personal information directly from the individual that it is about, either verbally or in writing. If the information is collected verbally, it must be recorded by the person who is taking the information.

Personal information shall be collected in a manner and location that ensures the security and confidentiality of such information, to the extent that it is reasonable to do so.

When personal information is collected directly, the LCAHS shall notify the individual of the purpose for collection and with whom the information may be shared.

The LCAHS shall collect only as much personal information as is reasonably necessary to accomplish the purpose for which the information is collected. 

 

5.0 Use and Disclosure of Personal Information

All personal information shared by LCAHS’ Supporters and employees with any division of the Society (i.e. Archives or Heritage Village) is regarded as personal information shared with the Lake Charlotte Area Heritage Society as an organization for the Society’s use as detailed above. The following statement will be incorporated into Society forms (electronic and hard copy) for Supporters’ consent:

Electronic: By submitting this form, you agree that we may use this information in accordance with our privacy policy (link the words ‘privacy policy’ to the website privacy policy page). You agree to receive emails from the LCAHS and understand that you may unsubscribe at any time.

Paper: I agree that the Lake Charlotte Area Heritage Society may use this information in accordance with their privacy policy on visitmemorylane.ca. I understand I can be removed from the mailing list(s) or other data collection software upon request.

5.1 The Society’s Operational Use and Disclosure

Use and Disclosure of personal information by the LCAHS:

1. are limited to the least amount that is necessary to accomplish an authorized purpose;
2. are limited to the fewest employees possible, that is, to only those who need it to accomplish an authorized purpose;
3. are only used or disclosed for the purpose for which it was collected, or for a closely related purpose or for certain other purposes allowed under PIPEDA (Personal Information Protection and Electronic Documents Act);
4. shall be only in the discharge of work responsibilities and duties, and based on the need to know. This applies to all people (employees and volunteers) associated with the LCAHS;
5. for a different purpose than for which it was collected is only undertaken with consent from the individual the information is about, or from someone who is authorized to act on behalf of the individual.

In order to provide a safe environment for visitors to Memory Lane Heritage Village and the Eastern Shore Archives, as well as for the artifacts and exhibitry that we are entrusted to house, the LCAHS has installed security cameras in several buildings. These cameras are for real-time viewing only, and no footage or ability to create recorded footage exists.

5.2 Law Enforcement Disclosure

1. Personal information collected and maintained by the LCAHS shall only be disclosed to the RCMP, or other law enforcement agency;
2. Requests for access to personal information by law enforcement are required to be processed as a formal access request facilitated by the Executive Director in consultation with the Society’s Chair or Vice Chair.

5.3 Disclosure to Third-Party Vendors

In some circumstances, the LCAHS uses third-party vendors for services that would not be practical or cost-effective for us to perform ourselves. Some of the services that LCAHS retains a third vendor to perform include but are not limited to:

• credit card processing
• crowd funding programs
• updating our database
• mass mailings
• accounting professionals

The LCAHSwill review all third-party vendor’s privacy policies to ensure that protection of personal information is part of that third-party’s policies. Personal information sent between the LCAHSandthird-party vendors is transferred using secured password-protected file transfer protocols.

The Society does not sell or rent its list of Supporters and employees to any organization.

 

6.0 Consent

An individual’s consent is required regarding the collection and proposed use of personal information when information is collected. Consent can be either expressed orally, electronically, in writing, or implied and can be provided directly by the individual or by an authorized representative. Implied consent is consent that can reasonably be inferred from an individual’s action or inaction. An individual’s consent is required before confidential information is released to outside parties. Wherever possible the LCAHS will design forms and other materials to allow for clear consent from Supporters and employees.

 

7.0 Protection of Personal Information

Personal information shall be protected by the LCAHS during its collection, access, use, disclosure, retention, storage, transportation, transmission, transfer, and during its destruction.

All LCAHS employees and volunteers are responsible for protecting personal information that is collected, heard, handled, viewed, or processed in the discharge of their duties and responsibilities with the Heritage Society.

All LCAHS employees and volunteers who are dealing with personal information in any mannershall take all reasonable precautions to protect the personal information from fire, theft, vandalism, deterioration, accidental destruction or loss, and any other hazards.

Reasonable administrative, technical, and physical safeguards shall be taken by the LCAHS to ensure the confidentiality, integrity, and security of personal information, and to prevent the unauthorized collection, access, use, disclosure, transport, transmission, transfer, and destruction of personal information.

1. Administrative safeguards include, but are not limited to, training, procedures around the reduction of unnecessarily stored personal information (i.e. lapsed memberships); designated and restricted access to certain records, offices or areas, and sanctions.
2. Electronic safeguards include, but are not limited to, the use of passwords, defined and restricted electronic access, encryption, and firewalls.
3. Physical security safeguards include, but are not limited to, locked offices, locked filing cabinets, lock-boxes, and other barriers separating the personal information from those whodonotneed,andshould nothave, access to the information.

To protect the privacy of personal Information, LCAHS employees and volunteers should not discuss others’ personal information (in their absence) in the presence of those who are not entitled to such information. Personal information should not be discussed in public places and unsecured or open offices.

Personal information stored in electronic form on a fixed computer server or terminal shall be properly secured from unauthorized access. Personal information stored on electronic media andmobile devices shall be kept in a secured place at all times and shall be used only by authorized personnel having access to a protected system.

Personal information can only be removed from the LCAHS premises/systems for an authorized and approved purpose, under the direction of the Society Executive or Executive Director.

 

8.0 Retention and Disposal of Personal Information 

The LCAHS retains personal information only for as long as necessary to fulfill the purpose(s) for which it was collected and to comply with applicable laws.

The duration in which personal information is retained will be as follows:

1. records related to the donation of artifacts and archives shall be retained indefinitely
2. employeerecords shall be retained for no more than 10 years after an employee has left the LCAHS’ employment
3. records related to Supporters that are inactive (members and volunteers) shall be kept for a maximumof10years, then purged
4. records related to Supporters’ monetary donations, especially substantial donations, mayberetained indefinitely

Personal information will be maintained in a secure environment and will be protected by administrative, technical, physical, and electronic safeguards that are appropriate to the sensitivity of the information.

The retention and destruction schedules for personal information are outlined in the Society’s Records Management policy. Control procedures will be used to segregate confidential information from non-confidential information. Confidential information will be disposed of by secure shredding or through a supervised (Executive Director or Society Executive) burning in the Cookhouse fire (during non-public hours).

 

9.0 Accuracy

The Society takes reasonable steps to ensure that personal information that it maintains about Supporters and employees is accurate, complete, and up to date. If a Supporter or employee becomes aware that any personal information about them is not correct, they should contact our Executive Director.

9.1 Correction of Information

The LCAHS shall ensure the right of individuals to request, and make corrections to their personal information. Supporters may request a change to personal information via telephone, in-person, or through writing. Employee requests to correct personal information shall be directed to the Executive Director. The date and nature of the requested change will be recorded in the Society’s contact management database under the “notes” section.

 

10.0 Access

Supporters and employees are entitled to a copy of the personal information that the Society has under our control about them; if they would like a copy of such information, they are required to contact the Executive Director.

The Society will take reasonable steps to verify their identity before granting access or making corrections.

 

11.0 Breach of Privacy

A breach of privacy occurs when personal information is collected, accessed, used, disclosed, transported, transmitted, transferred or destroyed other than as authorized, or whentheaccuracy, confidentiality or integrity of the information is compromised. Breaches mayinclude, but are not limited to, the viewing of confidential information by unauthorized individuals, the access, theft or loss of Society records, and the unauthorized destruction of such information by deliberate means or by human or natural accident.

Any LCAHS employee or volunteer, who becomes aware of a possible or actual breach of privacy, shall immediately report the possible or actual breach of privacy to the Executive Director.

The Executive Director will make recommendations for immediate and long-term corrective measures as necessary to protect the confidentiality, integrity and security of all personal information.

 

12.0 Contact Us

If a Supporter has any questions about our privacy or security practices, if they would like to request access to or correction of their personal information, or if they would like to opt out of receiving communications from the Lake Charlotte Area Heritage Society in the future, they should please contact our Executive Director by mail, telephone or email:

Executive Director,

Lake Charlotte Area Heritage Soc.
Memory Lane Heritage Village
Eastern Shore Archives
5435 Clam Harbour Road
Lake Charlotte, NS
B0J 2L0

Toll free: 1-877-287-0697
Tel: (902) 845-1937
Email: admin@visitmemorylane.ca

13.0 Changes to this Policy

We may revise our privacy procedure from time to time. All Supporters and employees should review our privacy procedure periodically so that they keep up-to-date on our most current practices. We will note the effective date at the end of each version of our privacy policy.