We at Westben respect your privacy and your desire to protect it.
Westben collects information for purpose of ticket sales and memberships or to enable us to send information to you. That information includes name, address, telephone numbers, email address, credit card numbers, previous ticket purchases or donations, volunteer activity, patron communications (letters sent) and any preferences or special needs you have identified.
You supply us with that information when you order a brochure, purchase tickets or memberships, or ask to be put on a mailing list. A friend may call in on your behalf to request a brochure be mailed to you.
We store and use that information to keep you up-to-date on events at Westben, in service of your orders, i.e. to contact you regarding changes in performances, etc., to satisfy legal and regulatory requirements as a charitable organization and as general statistics, to report to our funding agencies and to develop strategies to serve you better.
Westben does not sell, trade or make available our mailing list to any other organization.
When a third party mailing house is used, it is done so under an agreement that the information we provide is for one-time use only.
Information is stored in a protected office environment accessible only by authorized staff. When the information is no longer needed, it is made anonymous or destroyed in a responsible manner.
Information that you provide at this website during the secure connection is encrypted for security and is transferred with no risk of being intercepted. No personal information is stored on the website but is transferred to our secure database. Bank transactions are performed over a separate telephone line rather than through the internet.
More information about PIPEDA (Personal Information Protection and Electronic Documents Act) is available at the Privacy Commission of Canada website: http://www.privcom.gc.ca/information/guide_e.asp
Should you have any questions or concerns with regard to Westben’s private policy, please contact us. 705-653-5508 or toll free 1-877-883-5777 or email: firstname.lastname@example.org
The Ontario Arts Council requires recipients of operating grants to develop policies and procedures protecting vulnerable people who are served by the organization. The policies must address “vulnerable sector screening” and the need to obtain a “police background check or vulnerable sector verification” for artists, staff and volunteers involved in educational or community programming.
In September 2008 a resolution of the Westben Board of Directors accepted the guidelines for volunteer recruitment issued by Volunteer Canada. These guidelines set out a ten-step safe screening process that includes a clear recruitment process and police checks for volunteers who will have contact with vulnerable persons.
In July 2011, a refinement as to the nature of police checks was issued by the Ontario Provincial Police providing for three levels of search. The most limited check is now called a “Criminal Record Check” by the OPP. It searches the RCMP National Repository of Criminal Records. The second level is called a “Police Record Check” and it adds a further search of local police involvement. The most rigorous check is called the “Vulnerable Sector Check”. It looks at all of the information covered by the first two levels of search, and adds searches of pardoned sex offenders and of mental health apprehensions.
A vulnerable person is defined in Canada’s Criminal Records Act (R.S.C., 1985, c. C-47) as:
a person who, because of his or her age, a disability or other circumstances, whether temporary or permanent,
(a) is in a position of dependency on others; or
(b) is otherwise at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them.
Westben fully recognizes its duty of care for persons served by the organization who are vulnerable because of either age, disability or other circumstance. The resulting Policy on Protecting Vulnerable People applies to all staff and volunteers working with the organization.
Westben’s Board of Directors is responsible for ensuring this policy is implemented. This responsibility will be exercised by the designated board member having lead responsibility for Health, Safety and Security, reporting to the Board of Directors. The designated board member will be responsible for applying and maintaining the policy as described below.
There are four main elements to the policy:
To establish a safe environment in which vulnerable persons can attend, learn, develop, and participate in Westben events and activities:
we create an environment where vulnerable people feel secure, are encouraged to participate and are listened to;
we clearly identify people in the organization who can be contacted by vulnerable people if they have concerns about the organization; and
we ensure that staff and volunteers have an understanding of the responsibility placed on the organization for the protection of vulnerable persons.
To raise awareness of protection issues for vulnerable persons amongst our staff and volunteers:
we ensure that all staff and volunteers know the name of the designated board member responsible for this policy;
we ensure that staff and volunteers know their role in promoting and ensuring a secure environment; and
we will post a copy of this policy on the Westben web site. Paper copies of the policy will be supplied to anyone on request.
To practice safe recruitment in checking the suitability of staff and volunteers who may work with persons in the vulnerable sector:
we recognize the potential danger of recruiting new staff and volunteers without knowing their background;
we require that recruitment of all staff follow the Westben Personnel Policy and recruitment of all volunteers follow the Westben Policy on the Recruitment and Use of Volunteers; and
we require that Ontario Provincial Police “Police Record Checks” (i.e. 2nd level OPP checks) be conducted for all Westben staff and volunteers.
To develop and then implement procedures for preventing, identifying and reporting suspected cases of abuse:
we have a designated board member who has received appropriate training and support for this role;
we ensure all staff and volunteers understand their responsibility to be alert to the signs of suspected abuse at Westben and for referring any concerns to the designated board member;
we seek the guidance of the local authorities when necessary;
the designated board member maintains effective links with relevant agencies and co-operates as appropriate with their enquiries regarding vulnerable sector protection matters;
we keep written records of reports of suspected abuse. Any such records are confidential and kept securely in a locked location; and
we will develop and then follow procedures where an allegation is made against a staff or volunteer.
Appropriate procedures, forms and records will be devised and completed as required by this policy and government agencies and then stored in accordance with privacy of personal information requirements. This policy will be reviewed regularly by the Board of Directors with the advice of the designated board member.
Revised September 20, 2013
Approved by Westben Board of Directors 16 October 2013