Privacy Policy – Greener Village

Greener Village is committed to respecting and protecting the privacy of individuals who interact with our organization. Our main contact groups are our clients, our donors, our volunteers, our employees, our members and the people who participate in our programs.

This Privacy Policy explains how Greener Village collects, uses, discloses, retains, and safeguards personal information. “Personal information” is information about identifiable individuals.

Greener Village is responsible for all personal information under its control. The Chief Executive Officer oversees compliance with this policy and designates an employee as Greener Village’s privacy officer.

Contact Information:
Privacy Officer
Greener Village
686 Riverside Drive, Fredericton NB  E3A 8C2
Email: privacy@greenervillage.ca
Phone: (506) 459-7461

To deliver our programs and fulfill our charitable mandate Greener Village requires some kinds of personal information about the individuals in our contact groups. We use this information to manage and develop the relationships that the members of each group have established with us (as clients, donors, volunteers, etc.) We do not sell personal information or share it with other organizations.

Greener Village obtains meaningful consent for the collection, use, and disclosure of personal information.

• Consent may be express or implied, depending on the circumstances.
• We generally consider that people who become our clients, donors, volunteers, etc., give implied consent to our doing the things that should reasonably be expected in the context of the relationship they have established.
• We will seek express consent before doing things that would not be reasonably expected, unless there are exceptional circumstances.

Individuals may withdraw or limit their consent at any time, subject to legal or contractual limitations, but doing so may affect Greener Village’s ability to provide certain services or supports or to continue the relationship.

Greener Village only collects personal information that is relevant to the purposes identified in this policy. We collect names and contact information for all our contact groups. We keep financial records if there are financial transactions (e.g., donors, some program participants). Other types of personal information collected may include:

Clients

• Household composition and demographic information
• Basic income or eligibility information
• Dietary restrictions or health or accessibility needs (where relevant)

Donors

• Donation amount and history
• Information required for CRA and for issuing tax receipts
• Requests by donors that we do not contact them with updates on our activities or to request donations

Volunteers

• Availability and interests
• Emergency contact details
• Background check confirmation (where required)
• Performance and training records (if applicable)

Employees

• Employment history and credentials
• Payroll and benefits information
• Performance and training records
• Emergency contact details
• Background check confirmation (where required)

Members

• Applications for membership and related governance documents
• Program participants
• Transaction details

In some cases personal information that arises during the course of our interactions with individuals or is provided by others may be kept with their records.

Greener Village does not collect more personal information than is necessary, and does not knowingly collect sensitive personal information unless required to deliver services safely and effectively.

Use and Disclosure

Personal information is used or disclosed only for the purposes identified in this policy, unless:

• The individual provides additional consent, or
• The use or disclosure is required or authorized by law.

Disclosures of personal information that may occur include:

• To service providers (e.g., payroll processors, donation platforms, IT providers) whose services necessarily involve having access to the personal information and who are contractually required to protect it
• To auditors, insurers, or legal advisors as necessary
• If another New Brunswick food bank has received a request for service and requests verification from us that an individual is or is not receiving service from us we may provide that information.

Retention

Personal information is retained only for as long as necessary to fulfill program, legal, or operational requirements. Once no longer required, information is securely destroyed, deleted, or anonymized. We have adopted guidelines for when and how those actions are to be taken.

Non-identifying information

Greener Village may derive non-identifying information from the personal information under our control, to be used for purposes such as statistical or demographic reporting, advocacy, or to analyze and develop our programs. In the case of client information we co-operate with Feed NB and with Food Banks Canada in providing non-identifying information that they need for regional or national reporting, advocacy or program development.

Greener Village attempts to ensure that personal information is accurate, complete, and up to date. Individuals are encouraged to notify Greener Village of changes to their information to help us maintain accurate records.

Greener Village protects personal information using safeguards appropriate to its sensitivity, including:

• Secure electronic databases and password-protected systems
• Restricted access to personal information on a need-to-know basis
• Confidentiality obligations for staff, volunteers and members
• Secure physical storage of paper records
• Secure disposal methods (e.g., shredding, permanent deletion)

Greener Village is transparent about its privacy practices. This Privacy Policy is publicly available and can be provided in alternative formats upon request. Further information about our policy and practices can be requested from the privacy officer.

Upon written request, individuals may:

• Access their personal information held by Greener Village
• Request information about how their information is used or disclosed
• Request corrections to inaccurate or incomplete information

Requests will be handled within a reasonable timeframe.

Individuals may raise concerns or complaints regarding Greener Village’s privacy practices by contacting the privacy officer. Greener Village will investigate all complaints promptly and take appropriate corrective action where necessary.

Greener Village may update this Privacy Policy periodically. The most current version will be posted on our website with the effective date clearly noted.