The Gagetown Military Family Resource Centre (GMFRC) views privacy as a very important aspect of our daily work. The Privacy Code establishes the standard under which the GMFRC collects and uses personal information about Canadian Forces (CF) members and their families. Use of personal information, including nominal roll information provided directly by the Canadian Forces when a member is posted or deployed is necessary for the provision of mandated services to members and their families. Personal information is also collected from GMFRC employees, volunteers and third parties who provide services such as childcare and will be similarly protected.

Purpose

To ensure that all information obtained from community members is treated with respect and that it is used only for the context authorized by the individual giving the information.

How GMFRC respects privacy of our community members:

During visits to our website, the GMFRC does not automatically gather any specific personal information from you (or your computer) such as your name, phone number or email address. If you provide us with your email address, such as when you send an email request, we use that information to respond to your message with the information you may have requested and not for any other purpose.

At the point of personal information collection you will be asked for your consent to collect your information, and you will be informed of the purpose for which it is being collected and to exercise your right to access that information.

GMFRC Confidentiality

Information Collection and Use

The GMFRC only collects the personal information that is necessary to provide the information or services requested by the individual. For children and youth programs in particular, much of the information requested for program registration e.g. Child Care, Summer Day Camp, Casual Child Care, etc. is requested by both the Provincial Child Care Licensing Regulations and to provide the best standard of care for your child/ren. The information is confidential and will only be released as required for the safety of children (medical emergencies, or as required by provincial law).

We will not provide any information of a personal or confidential nature to any person or organization without your explicit permission:

• We are not required to report the names of program participants to any Canadian Forces authority.
• Participation/utilization of our programs will not negatively affect the career of a Canadian Forces Member.
• For counselling related programs/services we do not discuss your case files with anyone unless you have given us explicit permission to do so.
• The information gathered will allow us to provide a higher level of service and support to community members accessing our programs and services.
• We will not release any information unless required by law, or you have given us written or verbal consent to do so.

In Summary the following 10 Principles are itemized as follows: To respect each individual's privacy, and to achieve the privacy goals and objectives of the MFRC we have adopted and adhere to the ten privacy principles that are outlined below:

Principle 1 - Accountability

The GMFRC is responsible for personal information under our control. The Executive Director of GMFRC shall be accountable for the GMFRCs compliance with the following principles.

Principle 2 - Identifying Purposes

The GMFRC shall identify the purpose for which personal information is collected at or before the time the information is collected.

Principle 3 - Consent

The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information, except where inappropriate. The GMFRC defines informed consent as consent given by an individual that they are made aware, orally or in writing, and gain knowledge of the exact purposes for the collection and use of their personal information.

Principle 4 - Limiting Collection

The collection of personal information shall be limited to that which is necessary for the purposes identified by the GMFRC. Information shall be collected by fair and lawful means. Personal information collected for identity verification purposes will only be used for this purpose.

Principle 5 - Limiting Use, Disclosure, and Retention

Personal information shall not be used 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 fulfilment of those purposes.

Principle 6 - Accuracy

Personal information shall be as accurate, complete, and up to date as is necessary for the purposes for which it is to be used. The GMFRC will routinely update personal information to fulfil the purpose for which it was collected (i.e. update mailing lists, phone lists, etc.)

Principle 7 - Safeguards

Personal information shall be available to individuals specific information about policies and procedures relating to the management of personal information. Paper format of personal information is kept in locked filing cabinets. Electronic format of personal information is kept on computers with high security measures and passwords. Access to personal information is restricted to relevant and authorized individuals.

Principle 8 - Openness

MFRCs shall make readily available to individuals specific information about policies and procedures relating to the management of personal information.

Information to be made available includes:

• How to contact the Executive Director of the MFRC who can answer questions regarding the purpose for collecting personal information.
• How an individual can gain access to her/his personal information.
• A description, upon request, of the type of personal information held by the MFRC.
• The process for making a complaint about its personal information practices.

Principle 9 - Individual Access

Upon request a member/family, MFRC staff or third party shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

The MFRC will respond to a request for individual access within thirty (30) business days after receiving the request, unless extension of time is permitted. Before the MFRC provides and account of the existence, use, and disclosure of personal information, the individual may be required to provide sufficient information or identity (picture identification) for verification purposes in order for the MFRC to provide and account of existing personal information.

Principle 10 - Challenging Compliance

A member/family, MFRC staff or third party shall be able to address a challenge concerning compliance with the above principles to the Executive Director of an MFRC who is accountable for the MFRCs compliance.

Making a complaint:

Individuals can submit a privacy code complaint in either French or English to the GMFRC by contacting the GMFRC Executive Director at (506) 422-2000 ext. 3352, or a complaint in writing should be submitted to:

Gagetown Military Family Resource Centre
A-45 St. Lawrence Avenue
Oromocto, NB E2V 4J5

Attention: Executive Director

1. The GMFRC Executive Director will receive privacy code complaints.
2. The GMFRC Executive Director will send and acknowledgement of Complaint within five (5) business days of receipt of complaint.
3. The GMFRC Executive Director will then investigate the complaint during the following 30 business days. During the time, the Executive Director may contact individual making complaint to clarify and information.
4. The results of the complaint investigation will be conveyed to the complainant in writing within 30 business days of the Acknowledgement of Complaint unless other arrangements are made with the complainant.
5. Where the complaint is justified, appropriate measures to rectify the situation will be taken, in correcting information handling practices and polices where necessary and communication those changes to relevant staff.

Your privacy is important to us. If you have any questions about our Privacy Code, please do not hesitate to contact us.