Privacy Policy
Progressive Intercultural Community Services Society (“PICS,” “we,” “us,” or “our”) operates the PICS Volunteer Management System. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information in connection with this service. We comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA) where applicable.
1. Information We Collect
We collect information that you provide directly and information that we obtain automatically when you use our system.
1.1 Information You Provide
- Account information: name, email address, and password when you create an account.
- Program applications: information you submit in volunteer or program registration forms (e.g., contact details, background, employment, availability, declarations, and any documents or signatures you upload).
- Communications: messages or inquiries you send to us (e.g., through help or contact features).
1.2 Information Collected Automatically
When you use our website, we and our service providers may collect certain information automatically, including:
- Device and browser type, operating system, and general location (e.g., country or region).
- IP address and approximate geographic area.
- Pages visited, time and date of access, and referring URLs.
This information may be collected through cookies, log files, and similar technologies. We use it to operate and secure the service, analyze usage, and improve our systems.
2. How We Use Your Information
We use the information we collect to:
- Create and manage your account and authenticate you.
- Process and manage your program or volunteer applications.
- Communicate with you about your account, applications, and our programs.
- Operate, maintain, and improve the Volunteer Management System.
- Comply with legal obligations and protect our rights and the rights of others.
3. Analytics and Third-Party Technologies
We may use analytics and similar technologies to understand how the service is used and to improve it. For example, we may use Google Analytics or similar services that place cookies or use other identifiers to collect usage data (e.g., pages viewed, session duration). That data may be processed in the United States or other jurisdictions where the provider operates. You can learn about Google’s practices and opt-out options at Google Privacy Policy and Google Analytics Opt-out. You may also adjust your browser settings to block or delete cookies; doing so may affect some features of the site.
4. Disclosure of Your Information
We do not sell your personal information. We may disclose your information:
- To our service providers who assist in operating the system (e.g., hosting, email, analytics), under agreements that limit use to providing services to us.
- Where required or permitted by law (e.g., in response to a court order, subpoena, or lawful request by a regulatory or law enforcement authority).
- To protect the rights, property, or safety of PICS, our users, or the public.
5. Storage and Retention
Your information is stored on servers that may be located in Canada or in other countries where our service providers operate. We retain your information for as long as necessary to provide the service, manage your applications, and fulfill the purposes described in this policy, and as required or permitted by law.
6. Security
We use administrative, technical, and physical safeguards intended to protect your personal information against unauthorized access, use, alteration, or disclosure. No method of transmission or storage is completely secure; we cannot guarantee absolute security.
7. Your Rights and Choices
Under Canadian privacy law, you generally have the right to:
- Access: request access to the personal information we hold about you.
- Correction: request correction of inaccurate or incomplete information.
- Withdraw consent: where collection or use is based on consent, you may withdraw consent, subject to legal or contractual restrictions.
- Complaint: lodge a complaint with the Office of the Privacy Commissioner of Canada or the relevant provincial authority.
To exercise these rights or ask questions about our practices, please contact us using the details below.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Continued use of the service after changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.
9. Contact Us
For privacy-related questions, access or correction requests, or complaints, please contact PICS at the contact information published on our main website or at the address provided when you use the Volunteer Management System. We will respond in accordance with applicable privacy law.