Nature NB’s Privacy and Confidentiality Guidelines

Nature NB strongly believes in the donor’s right to truthful information and privacy. The following outlines Nature NB principles regarding personal privacy:

Accountability
Nature NB is responsible for protecting personal information of its members and donors under its control and for our adherence to the federal Personal Information Protection and Electronic Documents Act.

Identifying Purposes
Nature NB will clearly identify the primary use of the personal information and ask permission before any secondary use of that personal information.

Consent
Nature NB recognizes that donors and members have control over the use of their information. The Nature NB does not provide any donor/ member information for any marketing purposes to a third party. Nature NB will delete the name of any person, who has requested that he or she be removed from mail lists.

Limiting Collection, Disclosure and Duration of Retention
Nature NB may collect the contact information, donation history and special interests of its donors/ members in order to build on its existing relationship with its supporters. (see below for specifics)

- Nature NB is obligated to retain donor information for 7 years as per Revenue Canada tax receipting guidelines.
- Nature NB may collect survey information as part of its volunteer participatory activities.

Limiting Use
Nature NB will control the use of information by third parties and does not sell or rent its membership or donor lists.

Accuracy
Nature NB will ensure that information is accurate, complete and up-to date as is necessary for the purpose of continuing its contact with its support base.
- Nature NB will endeavor to keep donor/ member contact records up to date.
- Nature NB will ensure that any requests regarding donor giving preferences. i.e. limiting the number of solicitations, no further requests, to not be solicited by telephone or other technology will be added to the personal record promptly.
- Nature NB will not update records with contact information that is deemed not in the public domain i.e. unlisted telephone numbers etc.

Safeguards
Nature NB assures the security and confidentiality of private information.
- Any paper files with confidential financial information are stored in secure filing cabinets.
- Confidential personal information is disposed of properly to prevent unauthorized use.

Access
Nature NB recognizes that donors/ members have the right to access their information.
- All Nature NB donors have the right to see their own donor record and to challenge its accuracy.
- Nature NB will provide information about the potential use of personal information upon request.
- All potential donors/ members have the right to know the source of obtaining their name.

Openness & Proper Handling of Customer Complaints
Nature NB pledges to respond in a timely fashion to any queries about personal information or complaints regarding the use of personal information. Nature NB will also make readily available our privacy policies and practices relating to the management of personal information upon request. Information requests must be fulfilled within 30 days. The information will contain:
- The name and title of the Nature NB staff person accountable for the organization’s policies and to whom complaints/inquires are forwarded;
- The means of gaining access to personal information held in Nature NB donor/ member files;
- A description of the type of information held by the organization and its intended use;

What Information is Collected & How is it Used?
Most of the information we collect comes directly from Nature NB supporters and members. In general, we only collect 1 type of information:

Personal information
We collect this information primarily to build relationships with our supporters and members. The information collected and maintained in your customer file includes:
- your name, mailing address, e-mail address, telephone number, club affiliation, donation history, donor preferences and special program interests

Disclosure of Information to Outside Parties
We strive to keep your personal information private at all times. Occasionally, we may need to undergo analysis on our database systems by a third party in which case we require and obtain written assurances that the firm abides by safeguard regulations set out in the privacy law.

As well, there are occasions when we are required by law to allow access to donor records. For example, Revenue Canada’s auditors may request to look at a sample of representative donor records or receipts during the course of their review of our accounting procedures.

Accessing and Amending Your Information
As a donor you have the right to access, verify and amend personal information held in your record. Please provide Nature NB with a written request in order to access your record for review.

To help us keep your personal information current, we encourage you to make corrections whenever necessary. To amend personal contact information contained in your file please contact us.

Contact Information
If you have any questions about Nature NB privacy policies outlined in this document or have a concern or complaint in regards to our information handling practices please call us directly at 1-506-459-4209.