DRAFT — for LYN review. This notice is proposed wording, not an approved organizational policy. LYN must confirm its practices, retention schedule and privacy contact before publication as final.

Privacy notice

Love Your Neighbour Club (LYN) is a British Columbia volunteer non-profit. This draft describes a PIPA-style approach to personal information in myLYN.

Collection and use

We collect membership and contact details, birth date, emergency and applicable guardian contacts, consent choices, event registrations, attendance, service hours and letters. Staff may receive criminal-record answers and relevant health information. These answers are information only and do not block membership approval. We use information to administer membership, arrange volunteer activities, support safety, record service and communicate about your account. Optional event updates depend on your stated preference.

Consent and disclosure

We seek meaningful consent for identified purposes and explain significant new uses. You may ask to withdraw optional consent, subject to legal or operational limits that staff will explain. We do not sell member information. Information may be shared with authorized staff, service providers supporting myLYN, or others when legally required or necessary to respond to an emergency. LYN must confirm provider locations and any processing outside Canada.

Retention

Records should be kept only as long as reasonably needed for their stated purpose, legal obligations and legitimate recordkeeping, then securely deleted or anonymized. Archiving hides records from ordinary lists; it does not delete them. LYN must approve and document specific retention periods.

Access, correction and questions

Contact LYN staff through your usual membership contact and ask for the person responsible for privacy. You may request access to your information, corrections, an explanation of its use or disclosure, or raise a concern. Identity verification and applicable legal exceptions may apply. LYN must add its designated privacy officer and verified contact details before final approval.

Safeguards

We aim to limit access by role and need, protect passwords with salted hashes, use encrypted connections, and maintain appropriate administrative and technical safeguards. No system can guarantee absolute security. Suspected privacy incidents should be reported promptly to LYN staff.