“We’re fostering a spirit of sharing and giving though a cultural exchange, creating a meaningful and memorable Olympic experience for visitors and hosts, while addressing a top-of-mind issue in our city.”
–Tracey Axelsson, Volunteer Acting Project Manager with Home For The Games.
Privacy Policy
Privacy Policy
Home For The Games aims to protect the privacy of homeowners, visitors, employees and volunteers. The Home For The Games privacy policy applies to personal information collected by Home For The Games for the purposes of participating in the program. Please read our privacy policy to learn how we treat personal information.
Reasons for Collecting Personal Information
HFG collects personal information in order to:
A
determine home stay eligibility;
B
communicate with participants (hosts, visitors and volunteers) about their interaction with programs and/or other services requested by the participant - including but not limited to follow-up about bookings, feedback, newsletters, organizational announcements, etc.;
C
improve our services through surveys and consultation conducted directly by HFG or by approved third parties; and
D
comply with legal and insurance requirements.
What Kind of Information HFG Collects
As part of its home stay program, HFG collects a variety of information about members.
Typically, such information might include:
A
contact information, including your home address, telephone number, fax number, and/or e-mail address;
B
insurance needs, including such items as driver's licence, driving records (listing traffic violations) and claims history (listing claims made on your insurance policies);
C
credit information and history, including your credit report;
D
payment information, including your banking information, a record of your payment, your credit card information if you choose to make payments by credit card, and other information that you provide so that we HFG collect payment;
E
booking history with HFG; and
F
publicly available information
How HFG Collects Information
In most cases, HFG collects information directly from the participant through application forms, surveys, web-initiated communications, and information that a person directly requests a third party to send to HFG.
In some appropriate circumstances, we obtain information from third-party sources—for example, information is exchanged with affiliated organizations.
Criminal Record Checks are to be obtained from the authorities, as appropriate.
Consent
Knowledge and consent are required for the collection, use or disclosure of your personal information, except as required or permitted by applicable law.
HFG only collects, uses or discloses personal information for purposes that are necessary to deliver home stay services, or circumstances which we believe members would consider appropriate.
When a person becomes engaged with HFG, we will use his/her name and address for mailing purposes, including sending account settlements and newsletters.
Except as set out in this policy, or as required or permitted by applicable law, HFG does not sell or disclose any of your personal information to any other organization and HFG will not transmit personal information to third parties without first obtaining your consent to do so.
HFG will never sell our member information.
HFG may, however, disclose information in the following cases:
A
to our lawyers and auditors;
B
to a police force as required by law;
C
in emergency situations affecting the life, vital health or safety of an individual;
D
to all other persons or government agencies authorized by law;
E
to credit reporting agencies or to an agent retained by HFG in connection with the collection of your account, if your account is in default or if requested by you;
F
to a person who, in the reasonable judgment of HFG, is seeking information as your agent; or
G
to a third party or parties where you consent to such disclosure.
HFG will also occasionally share aggregated information about our sponsors and board members. (This will not contain any personal information.)
Limiting Collection
We collect only the information that we need in order to deliver services and information to you.
Limiting Use and Retention
We do not use or disclose your personal information for any purposes other than those for which it was collected, except with your consent or as required or permitted by law.
Your personal information is retained only as long as necessary for the fulfillment of the purposes for which it is to be used.
HFG does not keep your personal information if it is no longer needed for the purposes required or as required by law.
Accuracy
Your personal information is kept as accurate, complete and up to date as is necessary and reasonably practical for the purposes for which it is to be used.
Safeguards
We protect your personal information by using safeguards that are appropriate to the sensitivity of the information, in accordance with Part 9 of the Personal Privacy Act.
Our Employee/Volunteers’ Responsibilities
Each of our employees and volunteers is responsible for maintaining the confidentiality of all personal information to which s/he has access.
We keep our employees informed about our policies and procedures for protecting personal information, and each employee and contractor signs a confidentiality agreement upon being engaged by HFG.
If HFG contracts with an outside agency or contractor, HFG will ensure that they adhere to HFG's Privacy Policy.
Openness
We will make our policies and practices relating to the management of your personal information readily available to you.
Access
Upon request in writing from you, you will be informed of the existence, use and disclosure of your personal information and you will be given access to that information. We will assist any participant who informs us that they need assistance in preparing a request concerning personal information.
You may challenge the accuracy and completeness of the information and have it corrected as appropriate.
Accessing Your Personal Information
If you wish to review or verify the personal information that HFG holds about you, or find out to whom we have disclosed it, you HFG do so by writing to us.
HFG will normally respond within thirty (30) days to a request for access to your personal information.
HFG may refuse access in certain circumstances.
Accuracy of Your Personal Information
You can ask to correct any of your personal information.
The request for correction must be made in writing to us, either by mail, fax or e-mail at the above-mentioned address.
Challenging Compliance
You can address any challenge concerning our compliance with this Policy to our Privacy Officer.
HFG has established an internal complaint resolution procedure for privacy and information matters.
Complaints are reviewed by the Privacy Officer, who will consult with the Project Manager, board members or other advisors, as appropriate.
A written response will be provided to the individual, usually within thirty (30) days.
