The British Columbia 4-H Provincial Council ("Council") and the British Columbia 4-H Foundation ("Foundation") respect the privacy of its members, volunteers, alumni, sponsors and stake holders and adheres to all legislative requirements with respect to privacy. Through the organization's Privacy Officer, it is committed to ensuring that appropriate measures and safeguards are in place to protect specific information that is held for the purpose of carrying out the activities of the organization.

Introduction
The Council and Foundation value the trust of our members, volunteers, alumni, sponsors and stake holders, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the personal information that has been shared with us.

Effective January 1, 2004, British Columbia's Personal Information Protection Act ("PIPA") set new legal obligations for private sector organizations, including non profit societies such as the Council and Foundation, with regards to the collection, use and disclosure of personal information in the course of the organization's activities.

Our B.C. 4-H Privacy Policy has been developed in compliance with PIPA. We will regularly review and update our policy and procedures as the privacy law evolves both provincially and federally. Our objective is to promote responsible and transparent personal information management practices.

Our Privacy Policy applies to personal information about our members, volunteers, alumni, sponsors and stake holders that we collect, use or disclose in the course of our program's activities. Our Privacy Policy applies to the management of personal information in any form, whether written, oral or electronic.

What is personal information?
Personal information is any information that can be used to identify, distinguish or contact a specific individual. Personal information does not include publicly available information such as names, addresses and telephone numbers which are published in telephone directories, or business contact information such as the name, title, business address or telephone number of an employee of an organization.

Why do we collect personal information and how do we use it?
By enrolling in the 4-H program, 4-H members and volunteers agree that their personal information will be collected, used and disclosed for the purposes of keeping them informed and delivering 4-H programs, services and opportunities and for statistical and archival purposes.

Personal information is collected only for the following purposes:

• To establish and maintain a relationship between the individual and the B.C. 4-H organization and to provide on going service and support in respect to that relationship;
• To conduct appropriate screening procedures for those volunteers who may find themselves in a position of trust with the membership of the organization;
• To develop, enhance, market or provide opportunities consistent with the program mandate;
• To maintain, manage and develop our programs and operations, through solicited feedback and support;
• To meet program requirements;
• Or, as required or authorized by law.

We collect information only by lawful and fair means. We do not rent, sell or trade mailing lists held by the organization.

When do we disclose personal information?
There are a variety of circumstances where we may need to disclose some personal information about our members, volunteers, alumni, sponsors and stake holders. For example, we may disclose an individual's personal information:

• To a third party who is involved in supplying that individual with our products or services or is otherwise carrying out our organizational activities;
• To a third party whom we have engaged to perform functions on our behalf, such as direct mail processing of or 4-H in B.C. Newsletter;
• To a third party where a 4-H client has consented to such disclosure;
• To a third party where such disclosure is required or permitted by law.

How do we protect your personal information?
In order to protect your personal information:

• We do not collect, use or disclose your personal information for any purpose other than those identified above, except with your further consent. Consent for any of the identified purposes or for any additional purpose can be provided in writing, orally or electronically;
• We protect your personal information with security safeguards that are appropriate to the sensitivity of the information;
• When we provide your information to a third party, we ensure that the third party understands their obligations under the Personal Information Protection Act;
• We make reasonable efforts to keep your personal information as accurate and up-to-date as is necessary for the purposes for which it is to be used and/or disclosed. This is a mutual responsibility. Your assistance in keeping your personal information up to date is appreciated;
• We respond to any request you may make for access to your personal information. We will need specific information from you to verify your identity before we can respond to your request. In addition, there may be instances where we will not be able to provide you with the personal information that you have requested. If we deny your request for access to your personal information, we will provide you with an explanation in writing.

What are your choices?
By voluntarily participating in the B.C. 4-H organization and providing us with your personal information, you are deemed to have consented to the collection, use and disclosure of your personal information for reasonable purposes relating to the business of B.C. 4-H. Those purposes are set out in this Policy. You may withdraw your consent for us to collect, use or disclose your personal information at any time, subject to legal or contractual restrictions and reasonable notice. However, this may limit or eliminate altogether our ability to provide products and/or services to you, to involve you in other organizational activities and/or to communicate with you. For details on how to withdraw your consent please contact the B.C. 4-H Privacy Officer.

Any questions?
If you have any questions or concerns about our privacy practices, please contact our Privacy Officer.