Privacy policy
I. Personal Information Protection Act
A. Introduction
The Personal Information Protection Act (PIPA) applies to all private sector organizations in British Columbia, including businesses, non-profit organizations, and unions. PIPA contains rules designed to protect personal information that is collected, used, and disclosed by organizations during their activities.
B. Purpose
As indicated in section 2 of PIPA, the purpose of the Act is to:
“Govern the collection, use and disclosure of personal information by organizations in a manner that recognizes both the right of individuals to protect their personal information and the need of organizations to collect, use or disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances.”
II. Reframe Voices Society Privacy Principles
Reframe Voices Society complies with the BC Personal Information Protection Act (PIPA) and other applicable privacy legislation, and embraces ethical guidelines for nonprofit and fundraising organizations. We are committed to ensuring that all personal information is accurate, kept confidential, and safeguarded in accordance with PIPA. We follow the ten privacy principles that form the basis of PIPA, which guide the collection, use, and disclosure of personal information.
1. Accountability
Reframe Voices Society is responsible for all personal information under its custody or control, including information transferred to third parties for processing.
The Privacy Officer is accountable for the Society’s compliance with this policy and acts as the point of contact for any questions or concerns about information privacy and security. Individual managers and board members also have a responsibility to ensure compliance with this policy in their areas of responsibility.
In addition, each person who has an association with the Society has an individual responsibility to ensure that personal information is protected at all times in accordance with this policy. Each individual receives information regarding the Society’s privacy policies and is expected to take personal responsibility for compliance with the privacy policies:
2. Collection of Personal Information
Before, or at the time of collection, Reframe Voices Society will make reasonable efforts to identify the purposes for which personal information is collected, used, disclosed, and retained. We collect personal information for purposes including, but not limited to:
Processing donations and issuing tax receipts in compliance with Canada Revenue Agency requirements
Thanking and acknowledging donors publicly
Managing our programs and educational workshops
Administering volunteer activities
Communicating updates, events, and opportunities to donors and supporters
Building and maintaining relationships with donors, volunteers, and partners
Keeping our donors informed about the programs, services and activities of Reframe Voices Society, including the use of their financial support
Understanding our audiences to improve services and engagement
Individuals collecting personal information on behalf of Reframe Voices Society will be able to identify the purposes for which the information is being collected. If personal information is to be used for a purpose not previously identified, Reframe Voices Society will identify this purpose prior to use and provide individuals with an opportunity to opt-out of this activity.
Personal information may be collected directly from individuals, or, with consent, from third-party sources such as mailing lists or program partners. We do not knowingly collect personal information from children under 13 without parental or guardian consent.
3. Use and Disclosure of Personal Information
Personal information will be used and disclosed only for the purposes for which it was collected, except where consent has been provided otherwise.
Personal information can be used or disclosed without the knowledge and consent of the individual:
If the information is considered by law to be in the public domain
or in the investigation of a breach of an agreement or a contravention of a federal or provincial law
or in the case of an emergency where the life, health or security of an individual is threatened
or to comply with a subpoena, warrant or court order
or as may otherwise be required or authorized by law
A donor may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Donors may contact Reframe Voices Society for more information regarding the implications of withdrawing consent. If consent is withdrawn, Reframe Voices Society will comply with this request; however, individuals will be made aware that implementation of their request may take a few months.
4. Limiting Principles
The collection, use and disclosure of personal information will be limited to that which is necessary to meet the intended purposes identified by Reframe Voices Society.
Reframe Voices Society will not collect, use or disclose personal information indiscriminately. Both the amount and type of information collected will be limited to the minimum amount necessary to satisfy the intended purpose for the information.
As much as possible, personal information will be collected directly from the individual.
Reframe Voices Society will retain personal information only as long as necessary for the fulfillment of those purposes and for legal or business purposes.
Only Reframe Voices Society employees, authorized agents or volunteers with a need to know for Reframe Voices Society business purposes, or whose duties reasonably so require, are granted access to personal information about donors, grant recipients and prospective donors.
5. Accuracy
We strive to ensure that personal information is accurate, complete, and up-to-date. Individuals are encouraged to notify us of changes or corrections to their information.
6. Safeguards
We protect personal information through physical, organizational, and technological safeguards appropriate to the sensitivity of the information.
Measures include:
Locked storage and controlled access to physical records
Role-based access and confidentiality agreements for staff and volunteers
Password protection, encryption, and secure data management systems
Contractual agreements with third-party service providers requiring compliance with PIPA and this policy
7. Openness
Reframe Voices Society provides clear information about its privacy policies and practices, including:
The title and contact information of the Privacy Officer to whom inquiries or complaints can be directed
The available means of gaining access to personal information held by Reframe Voices Society
A description of the type of personal information held by Reframe Voices Society, including a general account of its use
The types of information made available to third parties
8. Individual Access
Upon request, individuals may access the personal information we hold about them and challenge its accuracy and completeness.
Exceptions may include:
information containing certain references to other individuals
information that cannot be disclosed for legal, security, or commercial proprietary reasons
information subject to solicitor-client or litigation privilege
Reframe Voices Society will correct or amend any personal information if its accuracy and completeness is challenged and found to be deficient. Any unresolved differences as to accuracy or completeness will be noted in the individual’s file.
In order to safeguard personal information, an individual may be required to provide sufficient identification information to permit Reframe Voices Society to account for the existence, use and disclosure of personal information and to authorize access to the individual’s file. Any such information received will be used only for this purpose.
9. Challenging Compliance
Reframe Voices Society will maintain procedures for addressing and responding to all inquiries or complaints from individuals about its handling of personal information and will inform its donors about the existence of these procedures. An individual will be able to challenge compliance with this policy with the Privacy Officer who will ensure the issue is properly discussed, documented, and addressed as quickly as possible.
Email: info@reframevoices.ca
Any person accountable for compliance with Reframe Voices Society’s privacy policy may seek external advice where appropriate in order to provide a final response to individual complaints. Reframe Voices Society will investigate all complaints concerning compliance with its privacy policy, and, if a complaint is found to be justified, appropriate measures will be taken, including amending policies and procedures where required. The individual will be informed of the outcome of the investigation regarding his or her complaint.
10. Online Privacy & Security
Credit Cards: Credit card transactions are processed through secure, PCI-compliant service providers.
Electronic Communications & CASL Compliance:
We comply with Canadian Anti-Spam Legislation (CASL). Communications are sent only to individuals who have provided consent, and all electronic communications provide an easy option to unsubscribe or manage preferences.
Website & Analytics:
We may collect certain information through cookies, web beacons, analytics, and other tracking technologies to improve website functionality and understand usage.
III. Policy Violations
Any staff, volunteer, or contractor who fails to comply with this policy may be subject to disciplinary action, up to and including termination or contract termination. Examples of violations include:
Unauthorized access or disclosure of personal information
Misuse or alteration of personal information
Sharing passwords or access credentials
IV. Changes to This Policy
This Privacy Policy may be amended by Reframe Voices Society at any time. The version posted on our website is the current policy. Continued use of our services after updates constitutes acceptance of the revised policy.
Last revised: August 21, 2025