Passed by the members on March 7, 2004
1) The board shall appoint a PIP (Personal Information Protection) officer who will follow the job description which is attached.
2) The PIP Officer will ensure that Gateway Housing Co-operative Inc. (hereafter called the Co-op) follows the Personal Information Protection and Electronic Documents Act and its principles. They will receive and follow up on any inquiries or complaints about how the Co-op collets, uses and shares personal information.
3) The Co-op shall only collect the personal information that it requires to ensure sound management of the Co-op and to fulfill its obligations to its members and the government.
4) The Co-op shall use and share personal information only with the agreement of the individuals concerned.
5) The co-op will store personal information securely to prevent unauthorized use. The Co-op will destroy personal information when it is no longer needed.
6) Individuals will on request have access to any personal information about themselves that the Co-op has. The Co-op will correct any errors in personal information that the individual brings to its attention.
Personal Information Protection Officer (PIP Officer)
Job description
Passed by the members on March 7, 2004
The Personal Information Protection Officer (PIP Officer) is both a watchdog and a liaison, there to help the Co-op meet its responsibilities. The PIP Officer shall be a respected member of the Co-op who will act in the Co-op’s best interest and who will be fair and sensible when handling complaints.
The PIP Officer is to:
1) Educate themselves on the Personal Information Protection and Electronic Documents Act, the Co-op’s Personal Information Protection Policy, statement and procedures.
2) Ensure the Personal Information Protection and Electronic Documents Act is being followed as it pertains to the Co-op
3) Review the Co-op’s policies and practices for dealing with personal information.
4) Made recommendations to help the Co-op follow the Act.
5) Provide information and education to members and the public about how the co-op protects personal information.
6) Handle and investigate complaints as described in the Handling Personal Information Complaints procedures.
7) The PIP Officer has no access to members personal information without written permission from the member and without the member present when the file is reviewed.