The following practices are applicable to information
gathered for Metochos Ministries. The Policy is applicable to all programs,
staff, board of directors and its committees and all the volunteers
working for Metochos Ministries and to the information used and retained
by those expressions of Metochos Ministries.
- Accountability
Greg Andrist, member of the Board of Directors, serves
as the Personal Information Compliance Officer (the 'officer') for
Metochos Ministries.
The officer may be contacted with any query or complaint
related to the collection, use or retention of personal information.
If a complaint is received, the officer will investigate the complaint
and take corrective action if required. If the complainant is not
satisfied with the action of the officer, he/she may appeal to the
Executive Officers of the Board of Directors (Bishop, Vice-president,
Secretary and Treasurer) to review and determine the disposition
of the complaint.
The officer will communicate and explain the policy
to all employees and volunteers who collect, retain or use personal
information at Metochos Ministries. Information which explains Metochos
Ministries' protection of personal information policies and procedures
has been prepared and is made public on the Metochos Ministries'
website (www.prwebs.com/Metochos/).
- Identifying purposes
Metochos Ministries collects personal information
for the following purposes:
- to create campers, staff, volunteers and supporters
lists
- to communicate with committee and board members
and volunteers
- to inform campers, staff, volunteers and supporters
of the work of Metochos Ministries
- to distribute newsletters to campers, staff, volunteers
and supporters
- to register participants for camp events
- to compile statistical and historical information
about Metochos Ministries.
This list is not exhaustive and it may change or be
added to occasionally.
Individuals will be informed at the time of collection
why information is being collected and for what purposes it will
be used.
- Consent
An individual's consent will be sought for collection
of personal information. Those collecting information will ensure
that an individual can reasonably understand why and how the information
will be used when consent is given.
Express consent will be obtained wherever possible.
When an individual completes an application or registration form,
consent to collect the information is assumed. Verbal consent will
be recorded on electronic or hardcopy documents with the date and
name of the person collecting the information. If consent is given
in written or email form, a copy of the consent will be kept on
file.
A large volume of personal information was collected
prior to January 1, 2004. This information will be handled in a
manner consistent with the principles of the Policy to Protect Personal
Information at Metochos Ministries.. Individuals wishing to review
their personal information held by Metochos Ministries may contact
the Privacy Officer and may request the information be deleted.
Consent may be withdrawn by an individual. The individual
shall be informed of the implications of the withdrawal.
Documents such as news releases or electronic communications
will give individuals the option not to receive information in the
future and provide a means for them to unsubscribe from future mailings
and to remove their address from the mailing list.
- Limiting collection
Information is collected by Metochos Ministries for
the purposes identified and is collected in a fair and lawful manner,
consistent with the principles of the Privacy Policy. Information
may be collected on an application or registration form or verbally.
If collected verbally, the person gathering the information will
record the date, the reason for collecting the information and an
indication that consent was given.
The personal information collected is usually limited
to name, title, gender, age, address, telephone number, email address
and congregational membership, health issues for campers and staff,
volunteer positions served, interests/skills that intersect with
the work of Metochos Ministries, as well as tracking donations given
in order to issue charitable receipts.
- Limiting use, disclosure and retention
Personal information will only be used for the purposes
identified.
Personal information is only able to be accessed by
staff persons, and occasionally volunteers. All staff and volunteers
will be provided guidance about how to appropriately use, retain
and protect personal information.
Personal information will not be disclosed to any
third party without an individual's consent. If personal information
is to be published either in a document or on Metochos Ministries'
website, express consent will be obtained from the individual(s)
to publish their information prior to publication.
Individuals will be given the option to have their
personal information suppressed. If a third party requests personal
information about an individual who chooses to suppress their information,
the individual must be contacted to obtain their consent prior to
releasing the information.
Personal information may be retained indefinitely
by Metochos Ministries as the information is often used to compile
statistical, archival and historical records about the camp. Individuals
may request that their personal information be deleted.
- Accuracy
Metochos Ministries will endeavor to ensure that personal
information collected and used is accurate. However, individuals
are relied upon to inform the camp of changes to their personal
information. Changes should be communicated to the applicable camp
office.
Individuals may request access to their personal information
to review it for accuracy by contacting Metochos Ministries' Privacy
Officer.
- Safeguarding information
Personal information at Metochos Ministries is normally
stored in various formats, paper and computer based.
Information that is printed such as mailing lists,
committee membership lists etc will be protected against loss, theft
or unauthorized access by ensuring such information is securely
filed after use. Printed personal information will be shredded prior
to being discarded.
- Openness
Metochos Ministries will publish its policies and
practices regarding the management of personal information on its
website (www.prwebs.com/Metochos). Individuals who request information
about the policy and practices may be directed to the website if
appropriate or will be provided with a hardcopy of the policy and
these compliance practices.
- Individual access
Individuals are entitled to know what personal information
Metochos Ministries holds and how it is to be used, disclosed or
retained. An individual may make a request to access their information
by contacting the Privacy Officer. Metochos Ministries will respond
to such requests within a reasonable time and at no cost to the
individual. Corrections to information and requests to delete information
will be handled as quickly as possible. Subsequent changes should
be advised to the camp office.
- Challenging compliance
Meotchos Ministries' Privacy Officer will address
all concerns and queries related to the collection, use and retention
of personal information and will respond to any challenges as soon
as possible.
Complaints or queries will be received in writing
by the Privacy Officer to:
Metochos Ministries Lutheran
Bible Camp
c/o 738 2nd Street
Estevan, Saskatchewan
S4A 2B3
Phone: 306-634-9010
Fax: 306-634-5686
Email: info@metochos.ca
Methochos Ministries encourages any individual who
has a query or complaint about the management of personal information
in the camp to contact the Privacy Officer.
