Privacy Policy

Privacy Policy and Procedures

Effective Date: April 22, 2026 Governance Oversight: Board of Directors

 

 

1. Compliance and Governance

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The organization maintains a rigorous process to oversee privacy practices, ensuring full compliance with the Personal Information Protection Act (PIPA) of Alberta and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

• Annual Audit: The Board of Directors and the President conduct an annual review of data handling practices to ensure they align with evolving regional requirements.

• Accountability: A designated Privacy Officer is responsible for responding to information requests and managing any potential data breaches.

 

2. Client Awareness and Consent

 

We ensure that every individual we serve is fully informed about how their data is handled:

• Informed Consent: During the intake process, clients are provided with a "Consent to Collect Information" form. This form clearly outlines that data is used solely for service delivery and statistical reporting to provincial food security bodies.

• Language Accessibility: To ensure meaningful consent, intake forms and privacy summaries are available in Portuguese and other primary community languages.

• Right to Access: Clients are informed of their right to view, update, or request the deletion of their personal information at any time.

 

3. Data Storage and Security

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• Digital Security: Client and donor information is stored on encrypted, password-protected servers with restricted access based on staff roles.

• Physical Security: Any hard-copy files containing sensitive data are kept in locked cabinets within a secure facility and are destroyed via professional shredding once the retention period expires.

 

4. Policy Accessibility

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To ensure transparency with the community and our partners, the privacy policy is made publicly available through the following channels:

• Digital Access: The full policy is posted on our website at: www.banfffoodbank.ca/privacy

• Physical Access: A printed copy is prominently posted on the community bulletin board at our main distribution site.

• Public Postings: Information regarding our data practices is also included in our annual reports and donor newsletters.

 

 

5. Board Review and Maintenance

 

The Board of Directors is responsible for updating this policy as organizational needs or legal frameworks change. Any amendments are communicated to staff and volunteers during regular orientation and performance development sessions.