Policies and Procedures
All information will be kept confidential and responsible action will govern the disclosure of any information, by ascertaining the legal position and the reason for which the information is being sought. All agency employees and volunteers will treat as confidential all information acquired in the course of their work or volunteer activities as the case may be, concerning members, clients, participants, volunteers, staff, donors, and other constituents. Examples of confidential material include, but are not limited to, the following:
- All client records and information
- All employee and volunteer records and information
- All home addresses and phone numbers of clients, employees, and volunteers
- All board business including:
- Financial/fundraising information
- Personnel business
- Proposals pending
Big Brothers Big Sisters of Lethbridge and District does not conduct commercial activities, we are still committed to controlling the collection, use, and disclosure of the personal information provided to us by our mentors, families, donors, volunteers, and other key stakeholders. On January 1, 2004, all organizations that collect, use, or disclose the personal information of their customers, clients, or employees in the course of their commercial activities will be subject to privacy legislation.Big Brothers Big Sisters of Lethbridge and District is a non-profit registered charitable organization that is affiliated with Big Brothers Big Sisters of Canada. We collect and use personal information primarily to carry out and maintain our organizational mission which is to impact the lives of young people and volunteers through the power of mentoring.Specifically, we use said information to:
- Successfully and safely match our waitlist children and youth with caring volunteer mentors
- Monitor our existing matches
- Communicate with and solicit existing and potential donors
- Communicate with, inform, and support key stakeholders including our Board of Directors, community partners, other non-profit service groups, suppliers, government agencies, and foundations.
- From time to time, Big Brothers Big Sisters of Lethbridge and District may also contact you about your application, match, volunteerism, collaboration, account, donation or to conduct market research and surveys in an effort to continually improve our services, processes, or procedures that you have requested or that we have promised.
In order to better serve all stakeholders, and in support of existing published or implied policies and procedures, some of our client, volunteer, and donor information might appear in our communications materials including our website, annual report, advertising, and other brochures, flyers, and print or online materials.If you do not want your or your organization’s name made available, or if at any time, you want to be removed from our contact list for any reason, please contact us at (403) 328 9355.
Big Brothers Big Sisters of Lethbridge and District (“BBBS”) defines a complaint as any concern pertaining to our business that is put forward by staff, Board Members, volunteers, donors, or external stakeholders (via telephone, mail, email, social media, etc.), that is indicative of dissatisfaction or a serious concern.Examples of complaints include but are not limited to:
- Perceived failure to do something agreed upon
- Failure to observe policy or procedures
- Unfair or discourteous actions/statements by a staff member/volunteer
- Perceived inappropriate behaviour by a staff member/mentor/volunteer
- Perceived misuse of equipment or property on the part of anyone associated with BBBS
- Perceived wrongdoing regarding the handling or use of cash, donations, gifts in kind, tax receipting, solicitation issues, fraud, non-compliance with CRA
Anyone personally affected can file a complaint and their complaint will be reviewed in accordance with procedure.
BBBS is committed to upholding the highest ethical standards. We do this by conducting our business with maximum integrity and by achieving full compliance will all applicable laws, rules, and regulations. In line with this commitment, BBBS provides an avenue for its employees, Board Members, and other stakeholders to report any concerns they may have about the activities covered by this policy and to be assured that they will be protected from reprisal or victimization for reporting their concerns in good faith.This policy covers instances where an employee, Board Member, or other stakeholder has evidence of activity by any BBBS officer, employee, board member, or consultant (including external auditors) that to his/her knowledge constitutes:
- Accounting, auditing, or other financial reporting fraud or misrepresentation;
- Violations of federal or provincial laws that could result in fines or civil damages payable by BBBS, or that could otherwise significantly harm BBBS’ reputation or public image;
- Unethical business conduct in violation of any BBBS policy;
- Harassment, bullying, mistreatment, the use of threats, or the making of unfair demands by any employee(s) or Board Member(s);
- Danger to the health, safety, or well-being of employees, Board Members and/or the general public; or
- Harassment, retaliation, or discrimination, stemming from having reported a Reportable Activity.
For the purposes of this Policy, any of the foregoing activities shall be deemed to be a “Reportable Activity”. BBBS will not permit any employees or Board Members or consultants to harass, retaliate, or discriminate against any other employee, volunteer, or stakeholder who, in good faith, has reported a Reportable Activity (a Complainant). Retaliation in any form will not be tolerated.Any violation of this Policy may subject the violator to disciplinary action, which may include, in appropriate circumstances, termination of employment and/or legal action.Making a complaint not in good faith will be viewed as a serious offense, and may be subject to discipline up to and including the discharge of an employee, and/or the severing of the relationship with a Board Member, supplier, or other stakeholder.