Cowichan Valley Independent Living Resource Centre Society, operating as Cowichan Independent Living Resource Center (CVILRC), respects your privacy and protects the personal information entrusted to us.

This policy explains how CVILRC collects, uses, shares, stores, and protects personal information. It also explains how you may request access to your information, ask for a correction, or raise a privacy concern.

Our Privacy Responsibilities

CVILRC handles personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA) and any other laws or program requirements that apply to our work.

We collect, use, and share personal information only for reasonable purposes connected to our services. We limit collection to the information needed for those purposes.

The Executive Director serves as CVILRC’s Privacy Officer and oversees compliance with this policy.

Information Collected Through This Website

CVILRC does not use this website to collect program applications, tax documents, parking-placard documents, or other personal information directly from visitors. The website does not currently provide online forms, user accounts, or online payments.

Links that let you call or email CVILRC open your telephone or email service. Any information you provide by phone or email is handled as described in this policy.

Our website host and technical service providers process limited technical information needed to deliver and protect the website. This information includes an Internet Protocol address, browser type, device type, pages visited, date and time of access, and security logs.

CVILRC does not use this information to identify individual visitors unless needed to investigate a security issue or comply with law.

CVILRC does not intentionally collect personal information through cookies. The website provider uses essential cookies or similar technologies to support basic website operation and security.

If CVILRC adds online forms, accounts, payments, analytics, advertising tools, or other data-collection features, we will update this policy before or when those features begin operating.

Information We Collect Through Email, Phone, and Centre Services

When you contact or visit CVILRC, we collect only the information needed to respond to you or provide the service you request. This information includes your name, contact details, the reason for your inquiry, and information you choose to provide.

Income Tax Assistance Program

To prepare and submit an income tax return through our tax program, CVILRC collects information required by the Canada Revenue Agency and the Community Volunteer Income Tax Program.

Depending on your return, this includes:

Your name, address, telephone number, email address, date of birth, and Social Insurance Number

Marital status and information about a spouse, common-law partner, or dependants

Income slips, benefit statements, deductions, credits, receipts, and prior tax information

Banking information when you request direct deposit

Identification and authorization records required to prepare or electronically file your return

Notes needed to complete your return or respond to a related question

We use tax information only to confirm eligibility, prepare and file your return, communicate with you about the service, meet program requirements, and complete related administrative or legal duties.

Accessible Parking Placard Program

To process, issue, renew, replace, or administer an accessible parking placard, CVILRC collects information required by the program.

Depending on the request, this includes:

• Your name, address, telephone number, email address, and date of birth

• Identification and contact information for an authorized representative

• A health-care professional’s certification and contact details

• Information about a disability, mobility limitation, or other eligibility requirement

• Your signature, placard number, issue and expiry dates, and renewal history

• Payment or transaction information connected to an applicable program fee

• Notes needed to process the application or address placard misuse, loss, or replacement

We use this information only to assess eligibility, administer the placard program, contact you about your application or placard, maintain required records, and meet administrative or legal duties.

Consent

CVILRC seeks consent when required. In some situations, your consent is clear from your actions.

For example, when you provide information so we can prepare a tax return or process a parking-placard application, you consent to our use of the information for that service.

You may withdraw consent by contacting the Privacy Officer. Withdrawal does not affect information already handled with valid consent.

CVILRC will explain any effect on the service you requested. We will continue to retain, use, or share information when required or permitted by law.

How We Share Information

CVILRC does not sell or rent personal information.

We share personal information only when needed for the service you requested, when you consent, or when law requires or permits disclosure.

Recipients include:

• The Canada Revenue Agency and approved tax-program systems used to prepare or file a return

• Authorized staff and volunteers who need the information to provide the requested service

• Authorities or program partners involved in administering accessible parking placards

• Technology, email, records-storage, or professional service providers supporting CVILRC’s operations

•Government bodies, regulators, law enforcement, courts, lawyers, insurers, or other parties when disclosure is legally required or permitted

Service providers receive only the information needed for their work and must protect the information in their care.

CVILRC also uses non-identifying totals and statistics for planning, reporting, and funding purposes. These reports do not identify individual clients.

Protecting Personal Information

CVILRC uses reasonable administrative, physical, and technical safeguards based on the sensitivity of the information.

We restrict access to staff, volunteers, and service providers who need the information for authorized work.

Tax, financial, and disability-related records require a high level of care. No storage or communication method guarantees complete security.

Before sending sensitive documents by email, contact CVILRC to confirm the approved submission method.

Retaining and Destroying Information

CVILRC keeps personal information only as long as needed to provide the service, meet Canada Revenue Agency or parking-program requirements, resolve an issue, and satisfy legal, insurance, funding, or business obligations.

When personal information supports a decision that directly affects an individual, CVILRC keeps the information for at least one year after using it, as required by PIPA.

When retention no longer serves a valid purpose, CVILRC securely destroys the record or removes identifying details.

Accessing or Correcting Your Information

You may submit a written request to:

• Access personal information about you under CVILRC’s control

• Learn how CVILRC has used the information and to whom it has been disclosed

• Correct an error or omission in your information

CVILRC will verify your identity before releasing or changing personal information.

Access is subject to limits under PIPA, including rules protecting another person’s privacy, safety, legal privilege, and confidential information.

Privacy Questions and Complaints

Contact the Privacy Officer if you have a question, want to make an access or correction request, or believe CVILRC has handled your information improperly.

Privacy Officer: Executive Director Michelle Barrett
Cowichan Independent Living Resource Center
531 Canada Avenue
Duncan, British Columbia V9L 1T8
Email: [email protected]
Phone: 250-746-3930

CVILRC will review privacy concerns and respond within the time required by applicable law.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca.

Links to Other Websites

This website contains links to websites operated by other organizations. Their privacy policies apply when you visit their websites.

CVILRC is not responsible for their content, security, or privacy practices.

Changes to This Policy

CVILRC will update this policy when our services, technology, or legal obligations change.

The effective date at the top shows when the latest version took effect.