MEAL EXCHANGE - PRIVACY POLICY 

Privacy Statement

Meal Exchange ("MX") respects the privacy of its staff, volunteers and donors, and is committed to keeping personal information accurate, secure and confidential. MX has adopted this privacy policy (the "Policy") to confirm its commitment to protecting personal information and safeguarding privacy.

Personal Information

In the course of conducting its business, MX may, after obtaining consent, collect certain personal information about its volunteers, employees and donors. For the purposes of this Policy, "personal information" means information about an identifiable individual, such as name, residential address and e-mail address, and includes such things as credit information and records, and recorded complaints. Information which is publicly available, such as a public directory listing of a name, address, telephone number and e-mail address, is not considered personal information.

The Policy is based on, and complies with the Personal Information Protection and Electronic Documents Act (Canada) ("PIPEDA"), which incorporates by reference the Canadian Standards Association Model Code for the Protection of Personal Privacy. For more information about PIPEDA, please visit the official website of the Privacy Commission of Canada at http://www.privcom.gc.ca.

Personal Information at MX

MX gathers and uses personal information to facilitate, through its volunteers, the gathering and delivery of food and food-related products and services to its partner agencies, to facilitate the receipt of cash donations and to provide charitable receipts for such donations, to create innovative programs aimed at alleviating poverty and hunger within Canadian communities, and to communicate with staff, volunteers and donors in order to provide information and news regarding MX activities and upcoming events.

Collecting Personal Information

MX collects personal information fairly, and in accordance with the law. Generally, personal information is collected directly from the individual to whom such information relates. MX may also sometimes obtain personal information from other sources, for example, from a government agency or registry.

Consent

In most cases, MX will obtain consent to the collection of personal information from the individual to whom it relates. Consent may be requested in writing, but, in some cases, an oral consent will be accepted. Consent may also be implied through the conduct of an individual.

Use of Personal Information

MX uses personal information for the reasons set out above. If an individual no longer wishes to receive information or news regarding MX activities and upcoming events, they may request that no further materials be sent.

Disclosure of Personal Information

Personal information provided to MX will not be disclosed to third parties to enable them to market their products and services.

Under certain circumstances MX may disclose personal information. Examples of such circumstances are:
• when the individual to which the personal information relates has consented to the disclosure;
• when MX is required or authorized by law to do so, including, for example, if a court issues a warrant or a subpoena, or to fulfill tax reporting requirements; and
• if MX engages a third party to provide administrative or other services (e.g., computer back-up services, archival file storage, or insurance), and such third party is bound by obligations regarding privacy which are consistent with this Policy.

Securing Personal Information

MX has established controls and procedures to maintain the security of its information and information systems. Volunteer, employee and donor files are stored according to the sensitivity of the information contained therein. Appropriate controls (such as restricted access) are placed on our computer systems and data processing procedures. Physical access to areas where personal information is stored is limited to authorized employees.

Website Security

The MX website may, from time to time, contain links to other, non-MX websites. MX is in no way responsible and cannot guarantee the content or privacy of other sites linked to www.mealexchange.com.

Accessing and Amending Your Information

MX staff, volunteers and donors have the right to access, review and correct any personal information relating to them held by MX. Any staff, volunteer or donor wishing to review the personal information pertaining to them held by MX should forward a written request to the Privacy Officer at the address listed below, under "Questions, Concerns and Complaints". MX will respond to your request as efficiently as possible. Detailed requests which require archive or retrieval costs may be subject an administrative fee.

Any request to amend or correct any personal information should also be made in writing to the Privacy Officer.

It is important to note that rights of access to personal information are not absolute, and certain situations exist where MX may deny access to, or refuse a request to correct, personal information. In the event of such a denial or refusal, MX will provide written reasons for so doing.

Questions, Concerns and Complaints

Any questions, concerns or complaints about personal information held by MX, or this Policy, should be addressed to our Privacy Officer using the contact information provided below:

MX's Privacy Officer is:

Dave Kranenburg
416-657-4489 ext. 1
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