Best Practices

Best Practices

PRIVACY POLICY

The Boys and Girls Club of Brantford is committed to protecting the privacy of the personal information of its Leaders, participants, members, donors and other stakeholders. The Boys and Girls Club of Brantford (herein referred to as ‘BGCB”) values the trust of those we deal with, and of the public, and recognizes that maintaining this trust requires that we be transparent and accountable in how we treat the information what you choose to share with us.

Accountability
The Chief Privacy Officer and Leaders of the Privacy Committee will be held accountable for the setting and overseeing the implementation of these procedures. There could be several people within the agency that may handle personal information. All Leaders and volunteers will be trained and will adhere to procedures for collecting, handling, storing, sharing and transferring data.

Identifying Purposes
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual.
The purposes will be limited to those which are related to our business and which a reasonable person would consider are appropriate in the circumstances. Personal Information gathered by BGCB is kept in confidence. BGCB personnel are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained. Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. We also take measures to ensure the integrity of this information is maintained and to prevent its being lost or destroyed.

Consent
The way in which we seek consent, including whether it is express or implied, may vary depending upon the sensitivity of the information and the reasonable expectations of the individual. Consent shall not be obtained through deception. An individual can withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. However, certain legal, medical or security circumstances could prohibit prior knowledge and consent of the individual before release.

Limiting Collection, Use, Disclosure and Retention
The BGCB does not collect, use or disclose Personal Information of individuals except when individuals give consent and provide the information on a voluntary basis.
There may be circumstances where more specific Personal Information is necessary for us to proceed with a request or provide you with a product or service. In such cases we will provide you with a description of the information we need.
In all cases, the BGCB limits the amount and type of information collected to only the personal information that is required to provide the individual with the requested information, product or service.
We retain Personal Information only as long as is necessary to provide the individual with the requested product, service or information and delete or destroy this information after that time.


Accuracy
We will use our best efforts to ensure that Personal Information that is used on an ongoing basis, including information that is disclosed to third parties, and information that is used to make a decision about an individual is accurate, complete, and up-to-date.

Safeguards
The BGCB respects the privacy of its Leaders, participants, members, donors and other stakeholders.
Our safeguards will protect Personal Information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information was held. We will make our Leaders aware of the importance of maintaining the confidentiality of Personal Information, and we will exercise care in the disposal or destruction of Personal Information to prevent unauthorized parties from gaining access to the information.

Our methods of protection will include physical measures (i.e. locked filing cabinets and restricted access to offices), organizational measures (i.e. limiting access on a “need-to-know” basis), and technological measures (i.e. the use of passwords).

Openness
We will make specific information about our policies readily available. The information we will make available will include: how to gain access to Personal Information; the type of Personal Information held by us, including a general account of its use; general information concerning our Policy and procedures; what Personal Information is made available to related companies; and how to contact our Chief Privacy Officer.

Individual Access
Upon written request, we will inform an individual of the existence, use, and disclosure of his or her Personal Information and we will give the individual access to that Personal Information. An individual can challenge the accuracy and completeness of his or her Personal Information and have it amended as appropriate.

Challenging Compliance
We will investigate all written complaints. If we find a complaint to be justified, we will take all appropriate measures, including, if necessary, amending our policies and practices.

ACCESSIBILITY

The Club is committed to building a community that is inclusive for all individuals and ensuring that our services, supports and spaces are accessible for persons with disabilities to be successful.

The long-term goal of the AODA legislation is a barrier-free Ontario for people with disabilities by 2025 through the development and implementation of accessibility standards for the private and public sector.  Several accessibility standards are now contained in one regulation called the Integrated Accessibility Standards Regulation (IASR).

The Clubs Core Values align with AODA.  Core Values include belonging, respect, encouragement, and support, working together and speaking out.  The Club is committed to being responsive to the needs of everyone who works, participates and/or utilize the Club.  To do this, we recognize the diverse needs of each individual and respond by striving to provide services and facilities that are accessible.

The Club promotes accessibility through the development of policies, procedures and practices that address integration, independence, dignity and equal opportunity.

INDEPENDENCE - all individuals, including those with disabilities, will be able to access goods and services, to the greatest extent possible, free from assistance.

DIGNITY - all individuals, including those with disabilities, will be treated with respect and worthiness.

INTEGRATION - people with disabilities are allowed to fully benefit from the same services, in the same place and in the same or similar manner as other individuals.  Alternative measures might be necessary because a person with a disability requires it or because another option cannot be provided at the time.  If the Club is unable to remove a barrier to accessibility, we will consider what else can be done to provide goods and services to people with disabilities

EQUAL OPPORTUNITY - all individuals, including those with disabilities, will have the same chances and options in the way they obtain and benefit from the goods and services provided.

BEST PRACTICES

We are proud of our work in ensuring that the Boys and Girls Club of Brantford is a leader in child and youth development.  

As such, we would like to share with you some of our guiding policies (but not limited to) that frame the way we approach our important work:

  1. For our Concussion Policy, please click here.
  2. For our Leader Code of Conduct Policy, please click here.
  3. For our Leader Code of Ethics Policy, please click here.
  4. For our Risk Management Policy, please click here.
  5. For our Screening Policy, please click here.
  6. For our Workplace Harassment Policy, please click here.
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