Personal information should be retained only as long as necessary for the fulfilment of the purpose for which it was collected. Learner files will be retained by our agency for a period of one year after the departure of the student.The destruction of this information will be handled with due respect for the security of this confidential material.
When our agency’s contract with MET expires, all personal information collected from learners under the requirements of the LBS Program must be returned to MET, including files, computer disks and back-up tapes.
In order to prevent the unauthorized disclosure, copying, use or modification of personal information held by the agency, access to this information shall be restricted by the use of recognised security mechanisms, such as passwords, encryption or other reasonable safeguards.
An individual shall be able to file a complaint concerning compliance with the agency’s rules and Government of Ontario standards to the individual or individuals designated as accountable for the agency’s compliance with the service contract.
No person shall wilfully use, disclose, or retain personal information obtained under the authority of a MET contract, subject to the Freedom of Information and Protection of Privacy Act.
It is the policy of this agency that none of our mailing lists shall be made available for sale or for purposes other than those directly related to the work of the organization.
The policies and procedures of this agency are considered public documents and may be accessed at any time.
The board will review the insurance needs of our agency annually to ensure that we have coverage to adequately protect people and property. Information about coverage will be presented to the membership at the AGM.
This agency conducts an annual assessment of possible hazards and risks in order to develop recommendations for:
Our organization specifies that volunteers are insured under the agency’s policies.
All learners are expected to sign an agreement of their intention to commit a realistic amount of time and effort to meeting their identified goals.
Learners are expected to maintain confidentiality about any private information they may obtain about other learners or volunteers with the program.
We believe that learners have the right to terminate a match with a tutor which they consider to be unsuitable, provided that this is not discriminatory. Our agency will make every attempt to deal promptly with concerns and, if necessary, make another match.
Learners will have access to their own training plans and progress files at any time. Personal and confidential learner information will be securely maintained by the Volunteer Coordinator. All requests, by learners and others, to view personal learner files will be documented.