Privacy Statement
M.O.S.A.I.C. Multi-Lingual Orientation Service Association for Immigrant Communities (“MOSAIC”) is committed to protecting the privacy and security of Personal Information it obtains while carrying out its functions. MOSAIC’s Privacy Officer can be reached via email at privacy@mosaicbc.org for any concern, inquiry, request or complaint with respect to Personal Information under MOSAIC’s custody or control. Upon written request addressed to the Privacy Officer, MOSAIC will provide a copy of its complete privacy policy and respond to inquiries about its procedures and practices relating to Personal Information.
1. What is Personal Information?
For the purpose of this Privacy Statement, the term “Personal Information” means information in oral, written or electronic form about an identifiable individual. Information is identifiable if it is reasonable to assume that a person’s identity could be determined based on that information, either alone or with other available information. Personal Information could include name, age, home address, private phone number, identification numbers (such as social insurance number), banking and financial information, employment information, income, credit records, opinions, evaluations, comments and personal health information.
2. Accountability and Responsibility
MOSAIC is accountable for the Personal Information in its custody or control. All employees, volunteers, contractors and other persons working on behalf of MOSAIC are required to comply with the privacy policies in place and are responsible for securing and protecting Personal Information in MOSAIC’s custody or control. MOSAIC has designated a Privacy Officer who is responsible for ensuring compliance with legislative and contractual privacy requirements and responding to privacy-related questions and concerns from employees, volunteers, clients, participants, members, contractors and donors.
3. Purpose for Collecting, Using,Disclosing, and Retaining Personal Information
MOSAIC collects, uses, discloses and retains Personal Information for the purposes of, managing and delivering programs and services, monitoring program performance, improving services provided, managing donations and other financial transactions, and contacting clients and donors.
4. Consent
MOSAIC collects, uses and discloses Personal Information only with the consent of the individual, or as otherwise allowed by law. Consent may be express, implied (including through use of “opt-out” consent where appropriate), or deemed. For example, consent to use an individual’s contact information to provide requested service is implied if that individual provides their contact information in their service request. On giving reasonable written notice to MOSAIC, an individual may withdraw consent to the collection, use or disclosure of their Personal Information. Upon receipt of such withdrawal, MOSAIC will notify the individual of the likely consequences of withdrawing their consent, document the withdrawal, and, except where otherwise required or permitted by law, stop collecting, using or disclosing the individual’s Personal Information.
5. Collecting Personal Information
MOSAIC uses reasonable efforts to only collect Personal Information that is necessary for the purposes identified. Personal Information is collected directly from the individual, and may, with consent or as otherwise permitted by law, be collected from other sources.
6. Using or Disclosing Personal Information
MOSAIC uses and discloses Personal Information for the purposes identified when the Personal Information is collected. Personal Information is not, without consent, used or disclosed for purposes other than for which it was collected or to a third party for purposes other than for which it was collected, unless such use or disclosure is required or permitted by law. With consent, Personal Information may be shared with other entities or individuals.
Personal Information may be used or disclosed as required or permitted by law, including to protect MOSAIC’s interests in civil proceedings and in proceedings involving criminal activity, fraud or misrepresentation. In accordance with MOSAIC’s legal or contractual obligations, such as contracts with its funders, Personal Information may be disclosed to government departments or other entities. Where appropriate, individuals will be informed and asked to consent to such disclosure prior to collection of and/or use of such Personal Information.
Access to Personal Information is restricted to persons or organizations acting for, or on behalf of, MOSAIC, who need the Personal Information to provide services to the individual or to MOSAIC. Only those employees, volunteers, partners, funders, contractors and service providers who need to access Personal Information to fulfill the purposes for which it was collected and their job functions are allowed to access and use the Personal Information.
7. Retaining and Disposing of Personal Information
MOSAIC retains Personal Information as required under its contracts with funders and partners. Once the Personal Information is no longer required to fulfill its intended purposes and is no longer required or permitted to be retained for legal or business purposes, it will be destroyed, erased or made anonymous.
8. Accuracy of Personal Information
MOSAIC uses reasonable efforts to ensure that Personal Information is accurate and complete for the intended purposes. Individuals may write to MOSAIC and request that any errors or omissions be corrected. If MOSAIC is satisfied that a request for correction is reasonable, it will correct the Personal Information as soon as reasonably possible. If MOSAIC does not agree with the request, it will advise the requesting individual accordingly.
9. Safeguarding Personal Information
MOSAIC safeguards Personal Information through physical measures (such as secure facilities, locked filing cabinets), administrative measures (such as policies, procedures, trainings, confidentiality agreements), and technological measures (such as passwords, cybersecurity software).
10. Access to Personal Information
An individual may request access to the Personal Information pertaining to them by contacting the Privacy Officer. Before providing the Personal Information requested, MOSAIC will ask the individual to verify their identity. If MOSAIC agrees to the access request, it will provide appropriate access to such Personal Information under its control or custody. If MOSAIC determines not to provide access to Personal Information, an explanation will be provided.
Updates
Our Privacy Policy may change from time to time and all updates will be posted on this page.
If you feel that we are not abiding by this privacy policy, you should contact us immediately via e-mail at privacy@mosaicbc.org.
