Privacy Policy

Purpose

The Kawartha Lakes Museum & Archives (KLMA) is committed to providing individuals with a safe, confidential data exchange experience. The KLMA therefore voluntarily adheres to the Personal Information Protection and Electronic Documents Act (Canada).

The purpose of this policy is to define:

how personal information about individuals will be collected

how it will be used

how the information will be protected

how the public will be informed about KLMA policy

1. Personal Information

1.1 Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual's opinions or beliefs, as well as facts about, or related to, the individual. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.

2. Collection of information

2.1 Personal information may be collected through membership and volunteer applications, donations, payments for membership fees or purchases.

2.2 Example: personal information collected for membership purposes may include, but not be limited to, the following:

name

phone number

email address

home and/or work address

credit card information if used for payment

bank account information if used for cheque or electronic payment

2.3 All information shall be collected by fair and lawful means.

3. Uses of Personal information

3.1 Personal information shall be collected to meet government requirements such as the issuance of tax receipts for charitable donations and for other purposes as outlined below:

Personal information - name, mailing address, phone number and email address - collected on a Membership Application is maintained in secure document storage and may be used by KLMA to communicate information about KLMA, activities, programs, meetings and events, to solicit donations and to thank individuals for their support/donation.

Personal financial information such as credit card information or bank account information may be used to complete a financial transaction with KLMA such as the payment of membership fees, the purchase of event tickets or gift shop merchandise or the payment of a donation or sponsorship and is not maintained by KLMA once the transaction has been completed.

Personal information – name, mailing address – is collected and used to issue tax receipts and is maintained in secure document storage on the organization’s copy of the receipt.

3.2 If an individual requests that their personal information not be used for one of these purposes as noted above, or for any other purpose, that request will be honoured. The individual's account will be updated accordingly.

4. Protection of Information

4.1 Personal information shall not be disclosed by KLMA for purposes other than those for which it was collected, except with the consent of the individual or as required by law e.g. tax receipt issued for donations are sent to the Canada Revenue Agency.

4.2 KLMA shall not maintain personal financial information once the financial transaction for which it has been given has been completed.

4.3 All personal information collected as described in #1 and #3 above shall be maintained in secure document storage (electronic and hardcopy) accessible only to the KLMA Treasurer and Board Secretary.

4.4 Personal information that is no longer required to fulfill the stated purpose such as #2 above will be destroyed.

5. Informing the Public about this Policy

5.1 All documents, whether hard copy or electronic, through which personal information is collected shall contain a statement confirming why the information is being collected, how it will be used by KLMA and how it will be protected.

This includes but is not limited to:

Volunteer application forms

Membership applications forms

Online purchases

Approval from Board of Directors:

25 June 2025