Girl Guides of Canada

A. Any information about an identifiable individual, that could be used to identify, contact, or locate an individual. This includes but is not limited to name, birthdate, health card number, IP address, phone number, email address, or mailing address.

A. GGC collects the personal information you fill out on the registration forms (girl and adult) and stores that information in your iMIS profile. This information includes but is not limited to contact information (such as name, address, e-mail address and telephone numbers), age, skills and educational background, employment history, volunteer experience, proof of identity (such as a signature), police reference checks, references and information on medical conditions, allergies, and medications. GGC also collects financial information from members and donors.

A. Yes, you may access the information in your iMIS profile through your profile in Member Zone or by contacting your provincial office.

A. Providing personal information by filling out application forms, participating in surveys, registering for events, and agreeing to reference checks, implies consent to collect, use and disclose personal information for the implied purposes.

In an ever-evolving world of privacy and cyber security, GGC would like all members, guardians, and volunteers to provide informed consent on what happens with their personal data. We are committed to protecting the privacy of those who share their personal information with us and support a general policy of openness about how we collect, use, and disclose personal information.

A. Providing consent is a requirement to maintain membership and/or become a volunteer.

A. Consent will be collected in a variety of ways, based on a person’s interactions with GGC:

• Adult Volunteer Application
• Girl Registration
• Adult Renewal
• Member Zone

A. Use occurs when personal information is used within the organization, for example using information from your iMIS record to send Membership updates. Disclosure occurs when personal information is shared appropriately outside the organization, for example sending information to a mailing house or payroll service provider.

A. GGC uses your personal information for the purposes of the Guiding program such as but not limited to maintaining your membership record, send communications and surveys, request

donations, and track membership history, activities, administration and operation of the Guiding program and positional duties.

A. If you are in a position that involves sharing phone lists, give each Member the opportunity to opt in or out of including her personal information on distribution lists. Specify what contact information (for example, home phone, business phone, e-mail) you intend to make available.

A. Some community venues will request the personal information of all participants for meeting spaces or grants. Providing PII of our membership, youth, or adult, may contravene our Privacy Statement. It is acceptable to provide the number of participants and the town in which they reside and advise the vendor that we cannot disclose the personal information of our members in accordance with the Privacy Statement. If this is not accepted by the vendor, consult the provincial office.

A. GGC practice is to share reference letters with award recipients. References collected as part other processes (for example, scholarship applications or screening) are not shared with the Member.

A. GGC standard is to publish only name, position, city, and province and to notify the Member beforehand. It has been our common practice for years to publish the names of girls and Guiders selected for trips, our scholarship recipients, and our donors within funding categories. This is seen as a benefit of Membership in our organization.

A. When a Member accepts a recognized position within the organization, it is reasonable to expect that her contact information be made available to others. You should restrict her contact information to name, position, phone and/or e-mail. Their GGC phone number and email should be used if possible.

A. Safe Guide Forms should be submitted through the Safe Guide Retention Form in Member Zone. Which forms should be included see Forms for Safe Guide Retention Package in Safe Guide. All other documents containing personal information should be destroyed at the end of the Guiding year.

A. The IR.1 only covers GGC use of photographs and not personal use or use of photographs outside of Guiding. If a Member has a negatively signed IR.1, GGC will not use photographs of her in any of its promotional or other materials. They may still participate in activities where cameras are present. When using photographs for promotional and recruitment purposes be sure to confirm that there are affirmatively signed photos for all Members in pictures. Also see Social Media Guidelines under Communications in Member Zone.

A. This personal information is collected, used, and disclosed only for the purposes of awarding contest prizes. On entry forms, we may ask for the entrants’ first name, last name, email address and phone number. When entering GGC contests, entrants under the age of 14 are required to indicate parental consent prior to the submission of personal information.

A. GGC may periodically contact girl Members directly to ask for their ideas, opinions, and feedback and to provide information about upcoming events. Contact with Members under 14 is through their Unit Guider or parent/guardian. If parents/guardians do not wish for GGC to contact their child/ward, they may withhold permission or retract it at any time by contacting privacy@girlguides.ca.

A. At the Unit level, information from Rosters and Health Forms should only be accessed by the Unit Guiders. Only GGC staff and members with a legitimate need to access this information have access to the membership database.

A. The Unit Guiders are responsible for coordinating the management of girls’ health during Guiding activities, including activities like unit meetings, trips, events, and sleepovers. The form includes important medical information, allergies, health conditions and medications while also obtaining your emergency contact information. This also allows the Guiders to discuss any allergies or health issues with the parents/guardians, typical reactions, and treatments. Providing your child’s provincial health insurance number is optional. All health information provided is private and confidential and only shared outside the Leadership team on a need-to-know basis.