The following privacy policy has been established to comply with the Personal Information Protection Act of British Columbia and is effective 1st January 2004.

1. Accountability

   The 38th B-P Guild (hereinafter referred to as "the Guild") has appointed its Secretary as the Privacy Officer. The Secretary, as Privacy Officer, is responsible for the implementation of the requirements of the Personal Information Protection Act (hereinafter referred to as "the Act") overseeing the Guild's privacy policy and for ensuring its continuing compliance with the Act.

2. Privacy Policy

   The following comprises the privacy policy of the Guild:

   1. The Guild will only collect personal information that is necessary as a prerequisite for new Guild membership and continued membership and to facilitate communication between members.
   2. The information collected under (a) consists of:
      
      
      1. Full name
      2. Physical address
      3. E-mail address (if any)
      4. Home telephone number
      5. Business telephone number
      6. History in scouting/guiding
      7. Awards in scouting/guiding
      8. Changes to any of (i) through (vii) subsequent to the original application for membership.
      
      
   3. Information in (b) is shared freely amongst Guild members
   4. None of the personal information listed in (b) can be Shared with any other person who is not a Guild member without the consent of that person.
   5. A new applicant for membership in the Guild is deemed through completion of an application form to have consented to the sharing of personal information contained in the form. The application form for membership contains a clause referencing the Act and the reason for the collection of the personal information requested and an applicant's signature appended to the form constitutes the applicant's consent to disclose the form's contents to Guild members.
   6. The Secretary, as Privacy Officer, is responsible for the preservation, protection and control of all personal information received from new and existing Guild members.
   7. The Secretary is responsible for ensuring that personal information about members is as accurate as possible.
   
   
3. Complaint Procedure

   The Secretary will, upon receiving a complaint respecting compliance with the Act be responsible for investigating such complaint in concert with other members of the Guild Executive Committee. The Secretary will be responsible for sending a written response to the complainant following completion of the investigation.

4. Access to Information
   
   
   
   1. Any and all information collected and maintained by the Secretary about past and current members and new applications for membership is available for inspection by any of those members upon request to the Secretary.
   2. At any time there is a need to disclose information about members to other people and/or organizations outside the Guild, the Secretary will notify the member(s) concerned that such disclosure needs to be made, the reasons why and obtain the consent of that person to make the disclosure.
   
   
5. Protection of Information
   

   Each Guild member will:

   1. Be individually responsible for security and protection against unauthorized access of any personal information in his/her custody and control relative to any other member of the Guild.
   2. Retain for a minimum of one year any personal information that is used to make a decision affecting another Guild member and will afford reasonable access to that information.
   3. Except for information that needs to be retained as in (b), destroy documents containing personal information once the purposes for which it was collected no longer requires its retention.

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