Our Ten Privacy Principles
GOVOLUNTOURING is responsible for maintaining and protecting the personal information under its control. GOVOLUNTOURING has appointed a Privacy Officer who is responsible for ensuring GOVOLUNTOURING’s compliance with its privacy obligations.
GOVOLUNTOURING provides numerous travel services and products to a wide range of clients. GOVOLUNTOURING collects personal information in order to provide these services (i.e. make and book travel arrangements), establish and maintain client lists and records, establish and maintain mailing lists, identify fraud or error, to ensure regulatory compliance, for internal accounting and administration and servicing our relationship with our customers by communicating updates on promotions and services and performing market research.
GOVOLUNTOURING also collects personal information from its employees for the purposes of establishing, maintaining or terminating the employment relationship including managing payroll, benefits, employee performance evaluations, making recruitment and selection decisions, and to meet legal, security or regulatory requirements.
GOVOLUNTOURING shall identify the purposes for which it is collecting personal information before this information is collected.
If GOVOLUNTOURING wishes to use personal information for a purpose not contemplated at the time of collection, the individual’s consent will be sought in advance.
Individuals shall be informed and their consent obtained for the collection, use and disclosure of their personal information, except where otherwise required or permitted by law. When it is appropriate, the written consent of the individual shall be obtained (i.e. by mail, email or fax). Sometimes, an individual’s consent may be obtained verbally or implied through their conduct with GOVOLUNTOURING (i.e. if purchasing travel insurance, consent to collect the personal information necessary to obtain such insurance will be implied).
As well, GOVOLUNTOURING may periodically request written confirmation from an individual that the information collected and maintained by GOVOLUNTOURING is up to date and accurate. GOVOLUNTOURING, at its option, may also ensure that it has continuing consent to use and retain personal information.
GOVOLUNTOURING will disclose personal information, without notice and without consent, only if required to do so by law or in the good faith belief that such action is necessary to:
- cooperate with regulatory bodies and law enforcement officials to conform to obligations imposed by law or statute;
- meet an emergency need; or
- as required pursuant to an investigation.
GOVOLUNTOURING primarily acts in the capacity of an agent and accordingly must disclose personal information to other companies that are involved in providing travel services and products to our clients in which case GOVOLUNTOURING will rely upon the express or implied consent discussed above. Companies registered in the United States may be required to provide information under the USA PATRIOT Act H.R. 3162. These third parties are required by GOVOLUNTOURING to safeguard the personal information and are not permitted to use it for any other purpose.
GOVOLUNTOURING shall only collect the personal information that is required to meet the purposes identified by GOVOLUNTOURING. GOVOLUNTOURING is committed to collecting personal information in a fair, open and lawful manner. For this reason, GOVOLUNTOURING does not indiscriminately collect personal information.
Limiting Use, Disclosure and Retention
GOVOLUNTOURING does not use personal information for purposes other than those for which it was originally collected, unless it has first obtained the consent of the person from whom such information was received. GOVOLUNTOURING retains personal information only for as long as it is needed and only for the fulfillment of the purposes for which it was originally collected.
Personal information shall be maintained in as accurate, complete and up-to-date form as is necessary to fulfill the purpose for which it was collected.
Personal information shall be protected by security safeguards appropriate to the sensitivity of the personal information. GOVOLUNTOURING’s security safeguards include:
- premises security
- locked file cabinets
- restricted access to files containing personal information
- technological safeguards such as security software and firewalls to prevent hacking or unauthorized computer access
- internal passwords and security policies to control access to the GOVOLUNTOURING network and software
- policy prohibitions against unauthorized use or disclosure
If GOVOLUNTOURING uses the services of any third parties to process personal information, GOVOLUNTOURING will enter into legal agreements that require them to protect this personal information in a manner acceptable to GOVOLUNTOURING. In entering into these legal agreements, GOVOLUNTOURING does not transfer any interest in this personal information to them. Rather, the purpose of these legal agreements is to ensure that the personal information delivered to third parties is maintained at a level of security equal to that proved by GOVOLUNTOURING under this Policy.
GOVOLUNTOURING also ensures that any of its employees who deal with personal information are properly trained and are aware of the necessary and appropriate measures required to protect personal information.
GOVOLUNTOURING’s website may contain links to other sites. GOVOLUNTOURING is not responsible for the privacy practices or the content of such websites and encourages users to read the privacy statements of any such sites. Clients are reminded that no data transmission is 100% secure over the Internet.
GOVOLUNTOURING shall make available to individuals on whom it may keep records, all relevant information about GOVOLUNTOURING’s policies and practices that apply to the management of their personal information.
Upon request, GOVOLUNTOURING will inform an individual if GOVOLUNTOURING has any personal information about the individual under its care and control, as well as provide the individual with details about such personal information. GOVOLUNTOURING reserves the right to confirm the identity of the person seeking access to personal information before complying with any access request. In responding to an access request, GOVOLUNTOURING may charge a reasonable fee.
GOVOLUNTOURING is also committed to ensuring the personal information that is collected and maintained is accurate. An individual may challenge the completeness of the personal information under GOVOLUNTOURING’s care and control. Where an individual successfully demonstrates that an error in the accuracy or completeness of their personal information exists, GOVOLUNTOURING will amend the personal information accordingly.
GOVOLUNTOURING may deny access to personal information when denial of access is required or authorized by law. Possible reasons for denying access to personal information include:
- when granting access would have an unreasonable impact on other people’s privacy
- to protect GOVOLUNTOURING’s rights and property
- where the request is frivolous or vexatious
If GOVOLUNTOURING is unable to provide access to all of the personal information it holds about an individual, then the reasons for the denial of access will be provided to the individual.
Requests for access to an individual’s personal information shall be made to the Privacy Officer through firstname.lastname@example.org.
An individual may challenge GOVOLUNTOURING’s compliance with this policy by directing their questions, concerns or complaints to the Privacy Officer at the aforementioned contact information.