Personal Information Protection Policy
LEARN Science & Math Club is committed to safeguarding the personal information you entrust to us. We manage your personal information in accordance with the U.S. privacy and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information. This policy applies to LEARN and to anyone providing services on our behalf.
What is personal information?
Personal information means information about an identifiable individual. This includes an individual’s name, home address and phone number, age, gender, marital or family status, an identifying number, financial information, educational history, etc.
What personal information do we collect?
We collect only the personal information that we need for the purposes of providing services to our clients, including personal information needed to:
- Deliver requested products and services
- Enroll a client in a program
- Send out information requested by clients and prospects
We normally collect client personal information directly from our clients. We may collect your information from other persons with your consent or as authorized by law.
We ask for consent to collect, use or disclose client personal information, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law. We may assume your consent in cases where you volunteer information for an obvious purpose.
We assume your consent to continue to use and, where applicable, disclose personal information that we have already collected, for the purpose for which the information was collected.
We ask for your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed, we normally ask clients to provide their consent orally (in person, by telephone), or in writing (by signing a consent form).
We do not share client information with other organizations without the client’s express consent. A client may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfill our legal obligations. We will respect your decision, but we may not be able to provide you with certain products and services if we do not have the necessary personal information.
We may collect, use or disclose client personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is to determine suitability for an honour or award, or in an emergency that threatens life, health or safety.
How do we use and disclose personal information?
We use and disclose client personal information only for the purpose for which the information was collected, except as authorized by law. For example, we may use client contact information to deliver services.
If we wish to use or disclose your personal information for any new business purpose, we will ask for your consent. We may not seek consent if the law allows this (e.g. the law allows organizations to use personal information without consent for the purpose of collecting a debt).
What is volunteer information?
Volunteer information is personal information about an coach, mentor or volunteer which is collected, used or disclosed solely for the purposes of establishing, managing or terminating a volunteer relationship. Volunteer information may, in some circumstances, include a Social Security Number, a performance review, etc.
We can collect, use and disclose your volunteer information without your consent only for the purposes of establishing, managing or ending the volunteer relationship. We will provide current coaches, mentors and volunteers with prior notice about what information we collect, use or disclose and our purpose for doing so.
What volunteer information do we collect, use and disclose?
We collect, use and disclose volunteer information to meet the following purposes:
- Determining eligibility for volunteer work, including verifying qualifications and references
- Establishing training and development requirements
- Assessing performance and managing performance issues if they arise
- Complying with requirements of funding bodies (e.g. grants)
- Complying with applicable laws
We only collect, use and disclose the amount and type of volunteer information that is reasonable to meet the above purposes. The following is a list of volunteer information that we may collect, use and disclose to meet those purposes.
- Contact information such as your name, home address, telephone number
- Criminal background checks
- Volunteer information such as your resume (including educational background, work history and references), reference information and interview notes, policy acknowledgement forms, background verification information, performance evaluations, emergency contacts, etc.
- Other personal information required for the purposes of our volunteer relationship
We will inform our volunteers of any new purpose for which we will collect, use, or disclose volunteer information, or we will obtain your consent, before or at the time the information is collected.
We will obtain your consent to collect, use and disclose your personal information for purposes unrelated to the volunteer relationship.
What information do we provide for employment/volunteer references?
In some cases, after your volunteer work with us ends, we may be contacted by other organizations and asked to provide a reference for you. It is our policy not to disclose personal information about our volunteers to other organizations who request references without consent. The personal information we normally provide in a reference includes:
- Confirmation that an individual was a volunteer, including the position, and date range of the volunteering
- General information about an individual’s duties and information about the volunteer’s ability to perform job duties and success in the volunteer relationship
How do we safeguard personal information?
We make every reasonable effort to ensure that personal information is accurate and complete. We rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our organization. If you are aware of an error in our information about you, please let us know and we will correct it on request wherever possible. In some cases we may ask for a written request for correction.
We protect personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information.
We use appropriate security measures when destroying personal information, including shredding paper records and permanently deleting electronic records. We retain personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.
Access to records containing personal information
Individuals have a right to access their own personal information in a record that is in the custody or under the control of LEARN, subject to the restrictions of U.S. law. If we refuse a request in whole or in part, we will provide the reasons for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.
You may make a request for access to your personal information by writing to our Club secretary by writing to Secretary@LearnScienceAndMathClub.org. You must provide sufficient information in your request to allow us to identify the information you are seeking.
You may also request information about our use of your personal information and any disclosure of that information to persons outside our organization. In addition, you may request a correction of an error or omission in your personal information.We will respond to your request within 45 calendar days, unless an extension is granted.
Questions and complaints
If you have a question or concern about any collection, use or disclosure of personal information by LEARN, or about a request for access to your own personal information, please contact Secretary@LearnScienceAndMathClub.org.