This policy deals with the management and protection of information deemed confidential within the Patriotes Food Aid Committee. It notably processes information concerning its members in good standing, members of the board of directors, members of staff and volunteers.

It applies to relations between all people whether they are administrators, donors, staff members, volunteers, members, partners as well as all other people working or being present in the various premises of the Patriotes Food Aid Committee , whether they are man or woman.

It pursues the following objectives:

• Ensure respect for the privacy of individuals and the security of personal information held by the Patriotes Food Aid Committee both physically and electronically;
• Equip yourself with guidelines for the exchange of information both inside and outside the organization's premises.

 

Context

 In a context where new provisions come into force to safeguard the protection of personal information and privacy (Law 25), the Patriots Food Aid Committee wishes to revise its confidentiality and protection of personal information policy in the objective of staying up to date and protecting the privacy and integrity of anyone related to its organization.

Definitions

Personal information: any information which concerns a natural person and allows them, directly or indirectly, to be identified.

Confidentiality: Limiting or denying others access to private information obtained in the course of one's duties.

Commitments from the Patriotes Food Aid Committee:

The Patriotes Food Aid Committee is committed to respecting the principles of:

Consent – ​​Patriotes Food Aid Committee undertakes to collect your personal information only if you give it permission via a consent form.

Responsibility – Patriotes Food Aid Committee assumes responsibility for the trajectory of the information you provide and undertakes to process it using methods that will protect its confidentiality.

Transparency – Patriotes Food Aid Committee undertakes to act in complete transparency in the management of your personal information by informing you of its policy, having you sign a consent form and undertaking to notify you in the event where a confidentiality incident occurs.

Concretely

Patriotes Food Aid Committee is committed to:

• Ensure the security and confidentiality of the information obtained;
• Implement mechanisms to protect confidential information;
• Ensure the confidential treatment of complaints;
• Collect only necessary or useful data;
• Apply the confidentiality policy while respecting its values.

Standards of discretion

Any person who, within the Patriotes Food Aid Committee, has exchanges that are not related to the exercise of their functions must act with discretion. Therefore, it must:

• Respect people’s privacy;
• Do not disclose confidential information obtained within the organization;
• Know how to keep sensitive information from people who confide in them;
• Act according to the organization's values.

Privacy standards

Any person within the Patriotes Food Aid Committee who obtains confidential information in the exercise of their functions is required to respect the confidentiality of this information.

Exception is made in certain cases, where it is essential that the speakers can exchange certain information for a better intervention. In this case, the persons concerned must also maintain the confidentiality of the information exchanged.

Information exchange standards, record keeping and security measures

Exchanges of information outside of the Patriotes Food Aid Committee

The board of directors, management, volunteers and employees must not discuss files, people or decisions specific to the Patriots Food Aid Committee, with outside or unrelated people.

If this is impossible, make sure not to identify the person concerned and to communicate in a place conducive to confidentiality.

If this is the case, ensure that telephone conversations dealing with confidential information are not overheard by other people.

Exchange of information within the Patriotes Food Aid Committee

Patriotes Food Aid Committee is committed to:

• Limit the exchange of information to stakeholders during team meetings and do so in a secure location (e.g. office with closed door);
• Avoid discussing files, people or decisions outside of these times. If this is impossible, make sure not to identify the person concerned and exchange in a place conducive to confidentiality;
• Ensure that telephone conversations dealing with confidential information are not overheard by other people.

Rules to follow regarding record keeping

Patriotes Food Aid Committee is committed to:

• Only enter true, relevant and necessary information in the file;
• Avoid noting personal comments, thoughts or perceptions and stick to the facts reported by the person concerned or observed by the speaker himself.

Procedures for retaining and destroying confidential files

Patriotes Food Aid Committee wishes to respect the right to deindexation of people who are directly or indirectly linked to its body. As a result, any person who requests it can acquire the right to be forgotten and have all their personal information erased from the computer and physical system of the Patriotes Food Aid Committee.

In addition, the Patriotes Food Aid Committee is committed to:

• Identify an expiry date (retention period) for personal information that turns out to be useless over time;
• Ensure that closed files are shredded by a member of the work team or the board of directors at the end of the retention period;
• Destroy any other confidential documents in the same manner.

Rights of people

Portability – Any person whose personal information is held by Comité d’aide Alimentaire des Patriotes has the right to request access to it within a reasonable time and in a usual format.

Deindexation – Any person who requests it can acquire the right to be forgotten and have all their personal information erased from the computer and physical system of the Patriotes Food Aid Committee

Application rules

The management or coordination of the Patriotes Food Aid Committee is responsible for the implementation and application of the confidentiality policy.

Administrators, management/coordination, employees and volunteers must complete, as soon as this policy comes into force, a commitment form to respect it.

In the event of non-compliance with the confidentiality policy by management or coordination, it is the board of directors that must intervene.

If an administrator, employee or volunteer has disclosed confidential information, the competent authority imposes a sanction in accordance with the policies and regulations of the Patriotes Food Aid Committee. The sanction can range from reprimand to exclusion.

Complaint process

Patriotes Food Aid Committee undertakes to appoint a person responsible for any questions relating to confidentiality and the protection of personal information. The name of this person will be displayed on the organization's website. Any complaint can be sent to this person and will be handled according to the procedure provided for this purpose.

Coming into force

This policy comes into force on September 27, 2023 following its adoption by the board of directors. It may be modified at the appropriate time after analysis. The modification must respect the values ​​and regulations of the Patriotes Food Aid Committee.