Privacy policy.

St. Volodymyr Cathedral of Toronto

and associated entities of St. Volodymyr Cultural Centre (SVCC) and
St. Volodymyr Ukrainian Cemetery (SVUC)

Purpose of Privacy Policy

St. Volodymyr Cathedral of Toronto, hereafter referred to as SVCT, is a not-for-profit religious organization with a volunteer-based Church Council (Board of Directors) whose purpose is to:

1.    To preach and advance the teachings of the Ukrainian Orthodox Christian faith and the religious tenets, doctrines, observances and culture associated with that faith.

2.    To establish, maintain, and support a house of worship with services conducted in accordance with the tenets and doctrines of the Ukrainian Orthodox Christian faith.

3.    To support and maintain missions in order to propagate the faith.

4.    To establish and maintain a religious school of instruction for children, youth and adults.

This policy has been developed to comply with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).  PIPEDA sets out rules for the collection, use and disclosure of personal information in the course of commercial activity as defined in the ACT.

The Ten Principles of PIPEDA Summarized

The ten principles of PIPEDA that form the basis of this Privacy Policy are as follows:

1.    Accountability: organizations are accountable for the personal information they collect, use, retain, and disclose in the course of their activities, including but not limited to, the appointment of a Chief Privacy Officer;

2.    Identifying Purposes: organizations are to explain the purposes for which the information is being used at the time of collection and can only be used for those purposes;

3.    Consent: organizations must obtain an individual’s express or implied consent when they collect, use or disclose the individual’s personal information;

4.    Limiting Collection: the collection of personal information must be limited to only the amount and type that is reasonably necessary for the identified purposes;

5.    Limiting Use, Disclosure and Retention: personal information must be used for only the identified purposes, and must not be disclosed to third parties unless the individual consents to the alternative use or disclosure, or as required by law;

6.    Accuracy: organizations will endeavour to keep personal information in active files accurate and up-to-date as they become aware of changes;

7.    Safeguards: organizations are to use physical, organizational, and technological safeguards to protect personal information from unauthorized access or disclosure;

8.    Openness: upon request organizations will provide their donors, members and employees with copies of their privacy policies and procedures;

9.    Individual Access: an individual has a right to access personal information held by an organization and to challenge its accuracy if need be; and

10. Provide Recourse: organizations are to inform donors, members, and employees of how to bring a request for access, or complaint, to the Chief Privacy Officer, and respond promptly to a request or complaint by the individual.

 This Privacy Policy applies to SVCT Church Council, members, employees, contracted employees, donors, volunteers who have access to personal information, and to associated entities within the SVCT umbrella which includes the St. Volodymyr Cultural Centre (SVCC) and the St. Volodymyr Ukrainian Cemetery (SVUC). SVCT ensures that all Church Council members, employees, volunteers and third party service providers sign confidentiality agreements in the performance of their duties or prior to any transfer of an individual’s personal information in the course of providing advice, and other related information and or services.

Definitions

“Personal information” means any information about an identifiable individual.  It may include without limitation, information relating to identity, nationality, age, gender, address, telephone number, e-mail address, date of birth, marital status, education, skills, and donations as well as certain personal opinions or views of an individual.

“Business information” means business name, business address, business telephone number, name(s) of the owner(s), officer(s), director(s), job titles, business registration numbers (GST, HST and source deductions). Although business information is not subject to PIPEDA, the confidentiality of business information will be treated with the same security measures as is required for individual personal information.

“Individual” means any person who provides personal information to SVCT, SVCC, and SVUC in the process of volunteering, donating, doing business with or becoming a member of SVCT.

“Member” means a person who has completed membership requirements and is in good standing with SVCT.

“Application” means an application form or related forms completed by the individual(s) to become a member or volunteer with SVCT.

“Database” means the list of names, addresses, telephone numbers and related information of individuals held by SVCT, SVCC and SVUC in the forms of, but not limited to, computer files, paper files, and files on computer hard drives. 

“Express consent,” means the individual signs the application, or other forms containing personal information, authorizing SVCT, SVCC and SVUC to collect, use and disclose the individual’s personal information for the purposes set out in the application and/or forms.

“Implied consent,” means the organization may assume that the individual consents to the information being used, retained and disclosed for the original purposes unless notified by the individual.

“Third-party” means a person or company that provides services to SVCT, SVCC and SVUC in support of the programs, benefits, and other services offered by SVCT, SVCC and SVUC.  It does not include any Government office or department to whom SVCT, SVCC or SVUC reports in the delivery of such programs, benefits or services.

Purposes of Collecting Personal Information

Personal information is collected about individuals solely to:

  • Enable communication with Stakeholders

  • Contact Stakeholders about activities and events

  • Provide services requested

  • Track volunteers and their skills

  • Track donations

  • Maintain donor lists

  • Process payment for the products and services requested

  • Provide receipts

  • Meet statutory and regulatory requirements

  • Manage and develop our organizations and missionary work

  • Carry our activities with a view to advance our goals

  • Record the history of our Congregation

The individual is the main source of information but SVCT, SVCC and SVUC may also ask to obtain information directly from a third source where the individual does not have the required information.  Only that information that is required for these purposes will be collected.

Consent

From the time this policy is approved and going forward, an individual’s express, written consent will be obtained before or at the time of collecting personal information.  The purposes for the collection, use or disclosure of the personal information will be provided to the individual at the time of seeking his or her consent.  Once consent is obtained from the individual to use his or her information for those purposes, SVCT, SVCC and SVUC have the individual’s implied consent to collect or receive any supplementary information that is necessary to fulfill the same purposes.  Express consent will also be obtained if, or when, a new use is identified.

An individual can choose not to provide some or all of the personal information at any time. 

An individual can withdraw consent to the use of personal information at any time by making such a request in writing.

Limiting Collection

Personal information collected will be limited to the purposes set out in this Privacy Policy, SVCT applications, and/or other forms.

Use of Personal Information

Personal information will be used for only the purposes to which the individual has consented with the following exceptions, as permitted under PIPEDA:

SVCT will use personal information without the individual’s consent, where:

  • The organization has reasonable grounds to believe the information could be useful when investigating a contravention of a federal, provincial or foreign law and the information is used for that investigation;

  • An emergency exists that threatens an individual’s life, health or security;

  • The information is for statistical study or research;

  • The information is publicly available;

  • The use is clearly in the individual’s interest, and consent is not available in a timely manner;

  • Knowledge and consent would compromise the availability or accuracy of the information, and collection is required to investigate a breach of an agreement.

Disclosure and Transfer of Personal Information

Personal information will be disclosed to only those SVCT, SVCC and/or SVUC employees, members of SVCT committees, and the Church Council that need to know the information for the purposes of their work.

Personal information will only be disclosed to third parties with the individual’s knowledge and consent.

PIPEDA permits to disclose personal information to third parties, without an individual’s knowledge and consent, too;

  • A lawyer representing SVCT, SVCC and SVUC

  • Collect a debt owed to SVCT, SVCC or SVUC by the individual

  • Comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction

  • A law enforcement agency in the process of a civil or criminal investigation

  • A government agency or department requesting the information

  • As required by law.

Retention of Personal Information

Personal information will be retained in files as long as the file is active and for such periods of time as may be prescribed by applicable laws and regulations. A file will be deemed inactive if the individual requests removal or is deceased or has ceased being a member and is inactive for 2 years.

Safeguards

SVCT, SVCC and SVUC will use physical, organizational, and technological measures to safeguard personal information to only those employees, volunteers, or third parties who need to know this information for the purposes set out in this Privacy Policy. 

Organizational Safeguard: Access to personal information will be limited to employees, members of SVCT committees, and Church Council who are not permitted to copy or retain any personal information on individuals or donors and must return for destruction all such information given to them to review once the purpose for being provided with this information has been fulfilled.

Employees of SVCT, SVCC and SVUC, SVCT committees, and Church Council members are required to sign a confidentiality agreement binding them to maintain the confidentiality of all personal information to which they have access.

Physical Safeguards: Active files are stored in locked filing cabinets when not in use.  Access to active files is restricted to SVCT, SVCC and SVUC authorized members and authorized third parties.

All inactive files or personal information no longer required are shredded prior to disposal to prevent inadvertent disclosure to unauthorized persons.

Technological Safeguards: Personal information contained in SVCT, SVCC and SVUC computers and electronic databases are password protected.  Access to computers is also password protected.

Complaints

An individual who questions the accuracy of their personal information or has concerns about how their personal information is being handled may complain in writing to the Privacy Officer who after investigating the complaint will respond to the individual in writing.  If the individual is dissatisfied with the finding and corresponding action he or she may bring a complaint to the Federal Privacy Commissioner of Canada. 

The Privacy Officer will review and revise the Privacy Policy from time to time as required by changes in privacy law.  Notification of any changes in the Privacy Policy will be posted on the SVCT website.

Process for Enquiries and Complaints:  A Stakeholder may address concerns regarding compliance with the above principles to the Privacy Officer by:

  1. Telephone: 416 – 603-3224

  2. Mail: St. Volodymyr Cathedral
    400 Bathurst Street
    Toronto, Ontario M5T 2S6 
    Attention: Privacy Officer.

  3. E-mail:  office@stvolodymyr.ca

  4. Contact the Privacy Commissioner of Canada, visit the website at: www.privcom.gc.ca

Disclaimer of Damages 

By using a St. Volodymyr Cathedral website, you assume all risks associated with the use of the site, including any risk to your computer, software or data being damaged by any virus, software, or any other file that might be transmitted or activated through a St. Volodymyr Cathedral website or your access to it. St. Volodymyr Cathedral shall not be liable for any damages of any kind (general, special, incidental or consequential damages) resulting from the use or misuse of the information contained in our website.