International Peace Charter Society (IPC)
Effective Date: Friday, June 26, 2026
Approved By: Board of Directors
Review Date: Sunday, June 21, 2026

1. PURPOSE

International Peace Charter (“the Society”) is committed to protecting the privacy, confidentiality, accuracy, and security of personal information entrusted to us by our members, directors, volunteers, donors, employees, contractors, program participants, and website users.

This Privacy Policy has been developed in accordance with British Columbia’s Personal Information Protection Act (PIPA).

2. ACCOUNTABILITY

The Society is responsible for personal information under its custody or control and has designated a Privacy Officer responsible for ensuring compliance with this policy and applicable privacy legislation.

International Peace Charter (IPC) Main Office
Address: 18-50 Dallas Road, Victoria, British Columbia (B.C.)., V8V 1A2

International Peace Charter (IPC) Privacy Officer
privacy@internationalpeacecharter.org

Office of the Information and Privacy Commissioner for British Columbia
PO Box 9038 Stn. Prov. Govt.
Victoria B.C. V8W 9A4
250-387-5629
https://www.oipc.bc.ca/

Questions, concerns, requests for access, or complaints regarding privacy matters should be directed to the Privacy Officer.

3. WHAT IS PERSONAL INFORMATION?

Personal information means information about an identifiable individual and may include:

– Name

– Address

– Telephone number

– Email address

– Date of birth

– Supporter information

– Volunteer records

– Donation history

– Financial information required for donations or reimbursements

– Employment-related information

– Emergency contact information

– Photographs and recordings where an individual can be identified

Personal information does not generally include business contact information used solely for business purposes.

4. PURPOSES FOR COLLECTION

The Society collects personal information only for purposes that a reasonable person would consider appropriate in the circumstances.

These purposes may include:

– Maintaining supporter records

– Delivering programs and services

– Communicating with employees, supporters, volunteers, donors, and stakeholders

– Processing donations

– Recruiting, managing, and recognizing employees and volunteers

– Organizing meetings, events, and educational activities

– Managing employment relationships

– Maintaining financial and legal records

– Meeting insurance requirements

– Complying with legal and regulatory obligations

– Protecting the safety and security of participants and Society assets

Before or at the time of collection, the Society will identify the purpose for which information is being collected.

5. CONSENT

The Society obtains consent for the collection, use, and disclosure of personal information except where otherwise authorized or required by law.

Consent may be:

– Express (written, electronic, or verbal)

– Implied through participation in programs or activities where collection is reasonably necessary

Individuals may withdraw consent at any time, subject to legal, contractual, or operational restrictions.

Withdrawal of consent may affect the Society’s ability to provide certain services or benefits.

6. LIMITING COLLECTION

The Society collects only the personal information necessary to fulfil identified purposes.

Information will be collected by fair and lawful means and will not be collected indiscriminately.

7. USE AND DISCLOSURE OF PERSONAL INFORMATION

Personal information will only be used or disclosed for the purposes for which it was collected unless:

– Additional consent is obtained;

– The disclosure is required or authorized by law;

– The disclosure is necessary to protect health, safety, or security;

– The disclosure is required for legal proceedings, investigations, or regulatory compliance.

The Society does not sell, rent, trade, or otherwise provide personal information to third parties for marketing or any other purposes.

Service providers who process information on behalf of the Society must agree to maintain appropriate confidentiality and security safeguards.

8. RETENTION OF PERSONAL INFORMATION

Personal information will be retained only as long as necessary to fulfil the purposes for which it was collected and to satisfy legal, accounting, insurance, or operational requirements.

When information is no longer required, it will be securely destroyed, deleted, anonymized, or otherwise rendered inaccessible.

9. ACCURACY

The Society will make reasonable efforts to ensure personal information is accurate, complete, and current as necessary for the purposes for which it is used.

Individuals are encouraged to notify the Society of any changes to their personal information.

10. SAFEGUARDS

The Society protects personal information through reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information.

Safeguards may include:

– Password-protected systems

– Access controls based on need-to-know principles

– Secure storage of paper records

– Staff and volunteer confidentiality obligations

– Secure destruction procedures

– Privacy and security training

Access to personal information is restricted to authorized individuals who require the information to perform their duties.

11. ACCESS TO PERSONAL INFORMATION

Subject to legal exceptions, individuals have the right to request access to their personal information held by the Society.

Requests must be submitted in writing to the Privacy Officer.

The Society will respond within the timeframes required by applicable legislation.

12. CORRECTION OF PERSONAL INFORMATION

Individuals may request correction of inaccurate or incomplete personal information.

Where appropriate, corrections will be made promptly and records updated accordingly.

13. WEBSITE AND ELECTRONIC COMMUNICATIONS

The Society’s website may collect limited technical information such as:

– IP addresses

– Browser information

– Device information

– Website usage statistics

Cookies and analytics tools may be used to improve website functionality and user experience.

Individuals may adjust browser settings to refuse cookies; however, certain website features may not function properly.

14. PHOTOGRAPHS, VIDEOS, AND EVENTS

The Society may take photographs, videos, or recordings at public events, meetings, or activities for educational, promotional, archival, and reporting purposes.

Where appropriate, notice will be provided and consent obtained.

Individuals may contact the Privacy Officer regarding concerns about the use of their image.

15. PRIVACY BREACHES

The Society will investigate any suspected privacy breach and take reasonable steps to:

– Contain the breach;

– Assess risks;

– Notify affected individuals where appropriate;

– Prevent recurrence.

16. COMPLAINTS AND CHALLENGING COMPLIANCE

Individuals who have questions, concerns, or complaints regarding the Society’s privacy practices may contact the Privacy Officer.

The Society will investigate all complaints and respond within a reasonable period.

If an individual remains dissatisfied, they may contact the Office of the Information and Privacy Commissioner for British Columbia.

17. OPENNESS

The Society will make information about its privacy policies and practices available upon request.

This Privacy Policy will be publicly available through the Society’s website and/or administrative office.

18. POLICY REVIEW

This Privacy Policy shall be reviewed periodically by the Board of Directors and updated as required to ensure ongoing compliance with applicable legislation and best practices.

Approved by the Board of Directors on: Friday, June 26, 2026

Board Chair: Miles Craig