Statement and Purpose
O.U.R. ECOVILLAGE (O.U.R. Community Association and O.U.R. Ecovillage Cooperative) respects and upholds an individual’s right to privacy and the protection of his or her personal information. O.U.R. ECOVILLAGE is committed to ensuring compliance with applicable federal and provincial privacy legislation.
O.U.R. ECOVILLAGE is accountable for personal information supplied by organizational supporters and obtained, through lawful prospecting measures, for the purpose of providing information and recruiting additional supporters.
Purposes of Collection, Use, and Disclosure
O.U.R. ECOVILLAGE collects and uses personal information about existing and prospective organizational or campaign supporters, including its staff and associates; Board and sub-committee members; students: interns: participants; donors; volunteers; and e-list subscribers. Personal information is collected for the following purposes:
- Administration, management, and reporting of business and activities related to O.U.R. ECOVILLAGE
- Dissemination of information and coordination of events pertaining to O.U.R. ECOVILLAGE
- Coordination, administration, and management of matters related to O.U.R. ECOVILLAGE volunteers
- Administration and management of matters related to O.U.R. ECOVILLAGE donations
- Recruitment of additional O.U.R. ECOVILLAGE supporters, including participants, donors; volunteers; and e-list subscribers.
O.U.R. ECOVILLAGE staff and associates are requested to provide some personal information, including names, mailing addresses, telephone numbers, email addresses, social insurance numbers, and verification of eligibility for employment in Canada. Any O.U.R. ECOVILLAGE staff or associates exposed to personal information concerning organizational supporters abide by strict confidentiality guidelines outlined in the O.U.R. ECOVILLAGE Confidentiality Agreement.
O.U.R. ECOVILLAGE Board and sub-committee members are requested to provide some personal information, including names, mailing addresses, telephone numbers, email addresses, positions or titles, representing organizations (if any), and issues of interest or concern. Board and sub-committee members consent to receive O.U.R. ECOVILLAGE-specific and related information and communications.
O.U.R. ECOVILLAGE supporters are requested to provide some personal information, including names, mailing addresses, telephone numbers, email addresses, positions or titles, representing organizations (if any), and issues of interest or concern.
When organizational supporters provide cash or in-kind donations to O.U.R. ECOVILLAGE, personal information is collected, including names of the individual or group, mailing addresses, telephone numbers, email addresses, the date the donation was received, and details related to the type of gift received. Since O.U.R. ECOVILLAGE is not a registered charity, the organization cannot issue charitable tax receipts directly to donors, but can do so through one of our fiscal sponsors. Organizational donors consent to receive O.U.R. ECOVILLAGE-specific and related information and communications, electronically or by mail, unless otherwise indicated; all direct mail solicitations provide donors with the option to discontinue future mailings and to protect their contact information from being exchanged with other groups.
When organizational supporters offer volunteer support to O.U.R. ECOVILLAGE, a broad range of personal information is collected, including names, mailing addresses, telephone numbers, email addresses, and information pertaining to skills, abilities, interests, and professional and voluntary experience for the purposes of volunteer placement.
When organizational supporters subscribe to the O.U.R. ECOVILLAGE e-list, personal information is collected, including names, representing organizations (if any), email addresses, and issues of interest or concern. O.U.R. ECOVILLAGE may also request and collect other information, such as mailing addresses and telephone numbers, to communicate O.U.R. ECOVILLAGE business non-electronically. E-list subscribers consent to receive O.U.R. ECOVILLAGE-specific and related information and communications. All email communications to subscribers include an option to unsubscribe from the O.U.R. ECOVILLAGE e-list.
The O.U.R. ECOVILLAGE uses lawful prospecting measures to broadcast its mission, objectives, and news, as well as to recruit additional organizational supporters. Email distribution lists for prospecting purposes may be generated from public online directories/guides, internet research, and telephone inquiries. All O.U.R. ECOVILLAGE communications to prospects, both print and electronic, include options for prospects to unsubscribe from our contact database.
Consent for Collection, Use, and Disclosure
O.U.R. ECOVILLAGE usually seeks consent when collecting, using, or disclosing personal information. Since personal information is used to communicate O.U.R. ECOVILLAGE business, consent for the collection, use, and disclosure of information is assumed amongst organizational supporters. O.U.R. ECOVILLAGE may also communicate related issues of interest. Individuals or groups may withdraw consent for collection, use, and disclosure of personal information at any time, subject to contractual or legal restrictions and reasonable notice.
Limits of Collection of Personal Information
O.U.R. ECOVILLAGE collects personal information only for the purposes identified in this policy. O.U.R. ECOVILLAGE uses only lawful methods to collect information and does not collect information indiscriminately.
Limits of Use, Disclosure, and Retention of Personal Information O.U.R. ECOVILLAGE does not use or disclose personal information for any purpose other than those for which it was collected, except with consent or as required by law.
O.U.R. ECOVILLAGE does not sell, trade, or rent information to third parties without securing consent from individuals concerned. If personal information is disclosed to third parties once consent is obtained, the O.U.R. ECOVILLAGE will ensure that appropriate security undertakings, such as confidentiality clauses in contractual agreements, are employed to protect the transfer and use of information.
Personal information is retained only as long as the information is needed, or as required by law.
Accuracy of Personal Information
O.U.R. ECOVILLAGE attempts to ensure that personal information in its possession is accurate, current, and complete for the purposes for which it was collected. Occasionally, the organization relies on volunteer support to confirm or correct information; in such cases, appropriate security undertakings such as Confidentiality Agreements are employed to protect the use of information by O.U.R. ECOVILLAGE volunteers.
Safeguards for Personal Information
The O.U.R. ECOVILLAGE is committed to the safekeeping of personal information to protect it against loss, theft, unauthorized access, use, duplication, modification, or disclosure. O.U.R. ECOVILLAGE uses a variety of physical, administrative, and electronic security measures to protect its personal information.
Access to Personal Information
Organizations, groups, and individuals associated with the O.U.R. ECOVILLAGE have the right to access their personal information. O.U.R. ECOVILLAGE’s Privacy Officer will assist with all requests for information. In certain exceptional situations, O.U.R. ECOVILLAGE may not be able to provide access to certain personal information. If access cannot be granted, O.U.R. ECOVILLAGE will provide a written explanation of the reasons behind the request refusal.
Questions or Concerns Regarding O.U.R. ECOVILLAGE’s Privacy Compliance
Questions or concerns regarding O.U.R. ECOVILLAGE’s compliance with this policy can be directed to:
PO Box 530
Shawnigan Lake, BC