Policies

PRIVACY

VIBE Arts and its agents take the issue of privacy seriously. VIBE Arts has developed the Policy on the Protection of Participant Information (“this Policy”) to formalize procedures necessary to ensure the privacy of personal  information (current and potential participants, community partners, and donors), and to communicate that policy to stakeholders, staff, appointed representatives and business associates.

PRINCIPLES

There are 10 principles to which VIBE Arts aspires. These principles form the basis of the “Personal Information Protection and Electronic Documents Act” (PIPEDA).

PRINCIPLE 1: ACCOUNTABILITY

VIBE Arts Executive & Artistic Director is our designated Privacy Officer, who may be contacted at:

Julie Frost
Executive & Artistic Director

VIBE Arts
401 Richmond Street West, Suite 230
Toronto, ON M5V 3A8

(416) 929-9314 x 102

PRINCIPLE 2: IDENTIFYING INFORMATION AND PURPOSES

Personal information on VIBE Arts’ contact lists may include:

  • Name, home and business address, telephone numbers, e-mail address
  • Age and birth date
  • Personal and public financial information
  • Purchasing and donating history
  • Medical information (related to special accessibility needs)
  • Professional and personal relationships, affiliations and activities
  • Artistic preferences and other personal interests
  • Event and donation preferences
  • Personal communications such as letters or verbal feedback

Any new purpose is subject to approval by the Executive & Artistic Director and the Privacy Committee

How we use this information:
  • To communicate with and maintain a responsible professional relationship with our participants and donors
  • To understand the needs and interests of participants and to develop activities and donor programmes suitable to our participants and donors
  • To meet legal and regulatory requirements
  • On occasion, we use our mailing lists in exchanges with other cultural organizations to publicize events and opportunities  we feel our participants and donors  would be interested in. We do not sell or exchange our  lists.
  • Sponsorship plays a vital role in funding our operations. On behalf of our sponsors, we may occasionally share special promotions with our contracts
  • We do not sell our list or donor information under any circumstance
PRINCIPLE: 3 CONSENT

Consent for the collection, retention and use of personal  information is implicit when participants and donors provide such information. VIBE Arts’ information is never sold. Participants and donors may http://radicore.org/fud/index.php?t=usrinfo&id=4352& request that VIBE Arts limit its communications with them by contacting us. These requests will be implemented immediately although due to the extensive lead-time for printing and processing of mailings,  print communications may not cease for a one-month period

PRINCIPLE 4: LIMITING COLLECTION

All information collected is used by VIBE Arts for communicating with participants and donors and for analysis appropriate to program planning and donor stewardship. Information that does not validly serve these purposes will not be collected or retained.

PRINCIPLE 5: LIMITING USE, DISCLOSURE AND RETENTION

Personal information shall not be used, stored or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes.

PRINCIPLE 6: ACCURACY

VIBE Arts makes every effort to create and maintain accurate electronic-data and hard-copy files. VIBE Arts updates all files when new information becomes available or is provided.

PRINCIPLE 7: SAFEGUARDS

VIBE Arts has processes and procedures in place to ensure security safeguards for participant and donor information. Only authorized VIBE Arts staff, or its agents, may have access to VIBE Arts participant and donor information. These agents (such as mailing houses, database professionals) are bound by contract to VIBE Arts privacy policies and procedures.

PRINCIPLE 8: OPENNESS

This Policy shall disclose the principles that VIBE Arts will strive to maintain. Inquiries or complaints regarding any aspect of this Policy should be directed to the Privacy Officer.

PRINCIPLE 9: INDIVIDUAL ACCESS

Upon request, a VIBE Arts participant or donor shall be informed of the existence, use and disclosure of his or her personal information, and shall be given access to that information. The accuracy or completeness of such information will be amended as appropriate.

PRINCIPLE 10: CHALLENGING COMPLIANCE

All inquiries or complaints regarding VIBE Arts compliance with this Policy should be directed to the Executive Director.

Updated Oct 3, 2015

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