Privacy and Data Protection Policy
Do you have a concern or complaint?
1. Introduction
The Airdrie Food Bank (AFB) is committed to protecting the privacy and confidentiality of personal information. This Privacy and Data Protection Policy outlines how we collect, use, store, and disclose personal information in compliance with applicable privacy laws in Alberta.
2. Collection of Personal Information AFB collects personal information only as necessary to fulfill our mission of providing food and support to those in need. This may include: •Contact information (name, address, phone number, email) •Donation and payment details •Volunteer and client registration details •Information required for reporting and accountability purposes 3. Use of Personal Information AFB uses personal information to: •Process donations and issue tax receipts •Manage volunteer participation •Provide services to clients •Communicate with donors, volunteers, and stakeholders •Meet legal and regulatory requirements 4. Protection of Personal Information AFB takes reasonable measures to protect personal information against unauthorized access, loss, misuse, or disclosure. This includes: •Secure data storage and restricted access •Encryption and password protection •Staff training on privacy and security practices 5. Disclosure of Personal Information AFB does not sell, rent, or trade personal information. We may disclose personal information: •When required by law •To trusted third-party service providers assisting in our operations (e.g., payment processors, IT support) •With consent from the individual 6. Retention of Personal Information AFB retains personal information only as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations. Once no longer required, information is securely disposed of. (See Board Policy Record Retention and Document Destruction for more information) 7. Access and Correction Individuals have the right to access their personal information held by AFB and request corrections if necessary. 8. Privacy Policy Updates AFB reserves the right to update this policy as needed. Changes will be communicated through our website and other appropriate channels. 9. Contact Information For questions or concerns about this policy, or to make a request regarding personal information, please contact info@airdriefoodbank.com If an individual wishes to review or verify the personal information held by AFB, or to whom it has been disclosed, they may submit a written request to; Seniors, Community and Social Services •FOIP Central Intake Suite 402 10405 Jasper Avenue Edmonton, AB T5J 4R7 Phone: (780) 643-6713 Fax: Email: SARTR.FOIP-CentralIntake@gov.ab.ca This policy is effective as of March 1, 2025
Airdrie Food Bank Privacy Statement
The organization has a process in place to oversee and maintain a publicly posted privacy policy and procedures that:
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Ensure clients are aware of and consent to the use and storage of their personal information;
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Comply with, at minimum, federal and Alberta privacy legislation, and all regional requirements;
The AFB is committed to providing inclusive, accessible and safe food support for individuals in need in Airdrie. We recognize that privacy and confidentiality are critical to the safety and well-being of individuals accessing our services. AFB is dedicated to protecting the privacy and personal information of its network, donors, employees, stakeholders, and users of our website. We value the trust of the people we interact with, and we acknowledge that maintaining this trust requires transparency and accountability in how we handle personal information. All employees and workers at AFB must secure the personal and business information of customers, donors, vendors, volunteers, clients, suppliers, and contractors according to the following guidelines: •No information may be left visible to unauthorized personnel. •All information must be secured when leaving a work area. •Unauthorized personnel are not permitted to access our files or databases. •Information provided by a donor should only be retained if the donor gives explicit consent (e.g., “May I keep this information and contact you to follow up?”). •Personal information will be retained for as long as the file is active and for the periods prescribed by applicable laws and regulations. •Inactive files or personal information, no longer required will be shredded before disposal to prevent inadvertent disclosure. An individual may choose not to provide some or all of their personal information, but failure to provide sufficient information may result in the rejection of their application or contract. AFB will use physical, organizational, and technological measures to safeguard personal information, ensuring that only those who need to know it for business purposes have access to it. All information in AFB’s computers and electronic databases will be password-protected. If an individual wishes to review or verify the personal information held by AFB, or to whom it has been disclosed, they may submit a written request to AFB. An individual may withdraw consent for AFB to use their personal information at any time, by submitting a written request. AFB will review this policy every three (3) years and implement any necessary amendments to ensure compliance with regulatory standards and legislative obligations. Management personnel will ensure that all workers under their supervision are familiar with this policy. Workers' personal information will be kept secure and accessed only by authorized personnel. This information will be used for payroll, benefits, government reporting, and related purposes. All materials published by AFB (e.g., promotional materials, social media, photos, videos) must first have consent from all individuals shown in the material. Written consent is required from a parent or guardian for the image of a minor to be published.
The Ethical Foodbanking Code
Food Banks Canada, its Members (provincial associations), Affiliate Member food banks and associated agencies believe that everyone in Canada has the right to physical and economic access, at all times, to sufficient, safe and nutritious food which meets their dietary needs and food preferences.
Concern and Complaint Process
Do you have a concern or complaint?
The Airdrie Food Bank is committed to providing excellent service and support to our community. We recognize that from time to time there may be inquiries, concerns or complaints and we believe that you have the right to tell us about them.
Contact Us
403-948-0063
Grievance Process a.) Submission of Grievance Grievances may be submitted in writing or verbally. A written grievance should be submitted to the designated staff member or supervisor responsible for client relations. If a grievance is submitted verbally. b.) Acknowledgement of Grievance The organization shall acknowledge receipt of the grievance and inform the client of the next steps in the grievance process. c.) Review and Investigation The designated staff member or supervisor shall review the grievance and may conduct an investigation, which could include interviewing the client, staff involved and any witnesses, as well as reviewing relevant documentation. d.) Resolution The organization will provide any findings, actions taken, and, if applicable, steps to remedy the situation. If more time is needed to investigate the grievance, the client will be informed of the revised timeline. Clients have the right to file a grievance if they feel their rights have been violated, they received inadequate or inappropriate services, or they are dissatisfied with the conduct of the organization’s staff or volunteers. Clients will not be subject to any form of retaliation or discrimination for filing a grievance. In the event the Airdrie Food Bank does not adequately address your concern, please contact the Food Banks Canada Customer Experience Hotline at 1.877.280.0329 or complaints@foodbankscanada.ca *Link to FBC Poster- Standards of Excellent Complaint Poster** see attached poster to add link