JAPANESE CANADIAN CULTURAL CENTRE
GUIDELINES FOR THE PROTECTION OF MEMBER INFORMATION
Purpose of the Policy
The Japanese Canadian Cultural Centre (the “JCCC”) and its agents take the issue of privacy
seriously. As a not-for-profit organization new PIPEDA (Personal Information Protection andElectronic Documents Act) regulations do not specifically apply the JCCC. However, in responseto heightened concern around matters of personal privacy, the JCCC has developed a set ofguidelines to formalize procedures necessary to ensure the privacy of personal member
information (current and potential ticket buyers and donors), and to communicate theseguidelines to members, staff, appointed representatives and business associates.
Principles
There are 10 principles to which the JCCC aspires. These principles form the basis of the“Personal Information Protection and Electronic Documents Act” (formerly known as Bill C-6).
Principle 1 – Accountability
The JCCC has a designated a member of its staff as the Privacy Officer. This individual is
responsible for the protection of JCCC member information.
Principle 2 – Identifying Information and Purposes
Personal information on JCCC members may include:
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Home and business address, telephone numbers, e-mail address
Age and birth date
Personal and public financial information
Purchasing and donating history
Medical information (related to martial arts and other special event waivers)
Professional and personal relationships, affiliations and activities
Artistic preferences and other personal interests
Donation preferences
Member communications such as letters or verbal feedback.
Methods and preferences of JCCC communications
Any new purpose is subject to approval by the Privacy Committee and Executive Director.

How we use this information:
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To communicate with and maintain a responsible professional relationship with JCCCmembers
To understand the needs and desires of members, and to develop sales, service anddonor programmes suitable to JCCC members
To meet legal and regulatory requirements
On occasion, we exchange names from our mailing lists with other cultural organizations
we feel our members would be interested inSponsorship plays a vital role in funding our operations. On behalf of our sponsors, wemay occasionally share special promotions with our members.

We do not sell our list or member information under any circumstancePrinciple – 3 Consent
Consent for the collection, retention and use of personal member information is implicit whenmembers provide such information. JCCC member information is never sold, but on occasion theJCCC exchanges names and addresses from its database with other organizations that the JCCC
believes would be of interest to its members. Members may request that the JCCC limit its
communications with them, or specify that their names not be exchanged with otherorganizations, by contacting the JCCC. These requests will be implemented immediately although
due to the extensive lead-time for printing and processing of our mailings, communications may
not cease for a one-month period.
Principle 4 – Limiting Collection
All information collected is used by the JCCC for communicating with members, for member
service and for member analysis. Information that does not validly serve these purposes will not
be collected or retained.
Principle 5 – Limiting Use, Disclosure and Retention
Personal information shall not be used, stored or disclosed for purposes other than those forwhich it was collected, except with the consent of the individual or as required by law. Personal
information shall be retained only as long as necessary for the fulfillment of those purposes.
Principle 6 – Accuracy
The JCCC makes every effort to create and maintain accurate electronic-data and hard-copy files.
The JCCC updates all files when new information becomes available or is provided
Principle 7 – Safeguards
The JCCC has processes and procedures in place to ensure security safeguards for member
information. Only authorized JCCC staff, or its agents, may have access to member information.
These agents are bound by contract to the JCCC privacy policies and procedures.
Principle 8 – Openness
This Policy shall disclose the principles that the JCCC will strive to maintain. Inquiries orcomplaints regarding any aspect of this Policy should be directed to the Privacy Commissioner.
Principle 9 – Individual AccessUpon request, a JCCC member shall be informed of the existence, use and disclosure of his or
her personal information, and shall be given access to that information. The accuracy orcompleteness of such information will be amended as appropriate.
Principle 10 – Challenging Compliance
All inquiries or complaints regarding the JCCC’s compliance with these guidelines should bedirected to the Executive Director.

In certain cases the Toronto Japanese Film Festival may request audience
member information in order the gather votes for our Kobayashi Audience Choice
Award ballots or to inquire if audiences wish to receive information on upcoming
screenings at the Japanese Canadian Cultural Centre. This information are used
only for their designated purpose and will not be shared with a third party.