James Henry Martineau Family Organization

Policy and Procedures on Privacy of Personal Information
 

Statement of Policy:

The James Henry Martineau Family Organization (hereinafter called “the Organization”) recognizes the importance of safeguarding the security and privacy personal information about individuals. Members of the Board of Trustees, Officers of the Organization and others who have access to personal information obtained from members of the organization will take all reasonable measures to protect the information from getting into the possession of those who should not have access to it. The organization will collect and maintain personal information on living individuals only for approved purposes of the Organization and with permission from those individuals. Procedures will be approved by the Board of Trustees outlining conditions under which personal information, such as names, addresses, email addresses, phone numbers, credit card numbers, etc., may be collected, maintained, secured and used by the organization.

Procedures:

The following procedures are to be followed by the Organization in carrying out its policy on Privacy of Personal Information:

Approval of Policy and Revisions:

This policy is approved by the Board of Trustees (“Board”) of the organization and any changes to the policy must be recommended by the officers and approved by the Board.

Type of Information to Collect:

Each type of information to be collected by the organization must be recommended by the officers and specifically approved by the Board of Trustees (“Board”) of the organization.

Uses of Personal Information:

Personal information collected by the organization will be used only to further the purposes of the organization as specifically approved by the Board of Trustees. Personal information may not be sold to any other organization for any purpose.

Individual Choice to have Personal Information Collected and Maintained:

No personal information to be used for mailing list or other purposes of the organization may be maintained in any form without the consent of the individuals. In the case of pre-existing mailing lists currently in possession of the organization, the organization will provide contact information and allow any individual to request that his name, address and other personal information be removed from the list. As additional information is to be collected, every reasonable attempt will be made to inform the individual providing the information as to how the information will be used and how its privacy and security will be protected.

Notification of Individuals of this Policy:

The organization will maintain a copy of this policy on its website (jhmartineau.com), with a clearly visible link to the policy on the home page of the website. A reference to this policy, with an internet address (URL) will also be provided in the organization’s newsletter and other mass mailings of the organization, in particular those which solicit funds and/or any personal information.

Security of Personal Information:

If personal information is collected electronically, such as by having an individual fill out a form on the organization’s website, transmission of personal information will be via secure transmission means, such as Secure Socket Layer (SSL) or other approved secure transmission method. Any personal information maintained on the organization’s website will be encrypted to protect it against unauthorized viewing and use.

Contact Information:

Individuals may contact the organization to express concerns or to request that their personal information be removed from the organization’s lists in the following ways: .

   1. By email to the organization’s website webmaster at the following email address:
   2. By email to the President of the organization at the following email address: .
   3. By letter to the President at the following address: .
   4. By letter to the officers or Board members as listed on the website and in the newsletter.

Liability for Misuse of Personal Information:

While the James Henry Martineau Family Organization will make all reasonable efforts to safeguard and maintain the privacy and security of any personal information and to ensure that it is not misused, the organization does not accept any liability for unintentional exposure or misuse of personal information collected in accordance with this policy.