United Housing/United Way Perth-Huron Privacy Policy

1. Principles
   Employment and/or volunteer service (Service) at United Housing/United Way Perth-Huron involves access to privileged information that is confidential.
2. Policy
   All employees and volunteers at United Housing/United Way Perth-Huron are required to hold in the strictest confidence, during the term of their Service and at all times thereafter all UWPH, donor, community partner, supported agency, and Member Agency information (Information) that becomes known to them during the time of their Service at United Housing/United Way Perth-Huron. This requirement applies, but is not limited, to personal and corporate charitable donations, personnel records, and detailed financial information.
   From time to time, Information about personal and corporate charitable donations and selected United Housing/United Way Perth-Huron, donor, community partner, supported agency, or participating Member Agency financial information can be shared or disclosed, but only as identified in the Procedure section below.
   A copy of this Privacy Policy & Procedure is provided to each United Housing/United Way Perth-Huron employee and volunteer to demonstrate United Housing/United Way Perth-Huron’s commitment to the privacy and confidentiality of Information. Service at United Housing/United Way Perth-Huron is conditional upon the employee or volunteer signing the Agreement portion of this agreement and which indicates agreement that the employee or volunteer is bound by the intent and details of this Policy& Procedure.
3. Procedure
   To protect Information, employees and volunteers will:
   • understand the only authority to permit the release of Information rests with the United Housing Director and United Way Perth-Huron Executive Director who will be guided by good judgment, relevant legislation, United Housing/United Way Perth-Huron policies, procedures and by-laws, and donor or agency permission as required;
   • be provided access to confidential information on a ‘need-to-know’ basis that is aligned with the requirements of the assigned job and when it is needed in the performance of their duties. Access permissions to confidential information will be determined on a case-by-case basis;
   • share Information only with authorized individuals;
   • share Information with the public as directed by the United Housing Director and United Way Perth-Huron Executive Director;
   • share Information between themselves, but only as required and only in an environment where it cannot be inadvertently overheard by others;
   • never provide Information in response to a public request for Information without the authorization of the United Housing Director and United Way Perth-Huron Executive Director, or the United Housing Board of Directors or Authorized Leadership Team member (per the Business Continuity Plan) in the absence of the United Housing Director and United Way Perth-Huron Executive Director;
   • release approved/authorized Information only on United Housing/United Way Perth-Huron letterhead; and,
   • ensure that all records are created, used, maintained, preserved, and destroyed in accordance with the Record Retention and Disposal Policy (Sup24

The United Housing/United Way Perth-Huron Privacy Policy & Procedure shall not apply to information which:

• is available to the public through United Housing/United Way Perth-Huron or other sources
• is rightfully received from a third party without restrictions on disclosure or confidentiality
• is approved for release by the United Housing Director and United Way Perth-Huron Executive Director
• is disclosed pursuant to a requirement of a governmental agency or by judicial requirement