Transcend IT values the privacy of our constituents, volunteers, staff, and supporters. Transcend IT collects information only to better serve our constituents. We do not share personal information and only collect and store personal information that is knowingly provided to us.
Why this policy exists
- Clearly states the information that will be gathered
- Protects the rights of constituents, staff, and supporters from which we collect information from
- Is open about how we store and process individual's data
- Displays precautions Transcend IT takes to protect from risks of a data breach
Personal Information Collected
Through Transcend IT's database, personal information that is knowingly provided to us is stored; including email addresses, personal contact information, and other shared demographic information. Transcend IT does not distribute personal information or email addresses to third parties. We use this information to contact individuals by mail and email with information that is previously agreed upon. Any individual can opt out of any communications or choose not to share any information requested. The following are examples of personal information one can choose to provide and examples of how we use such information.
- Email Addresses - Transcend IT collects email addresses from constituents, volunteers, staff, and supporters. Transcend IT may use this email address to send emails from Transcend IT, including marketing emails, updates, or email newsletters. To unsubscribe to any or all Transcend IT emails, contact email@example.com with your preferred method of contact. Transcend IT does not distribute email addresses to third parties.
- Mailing Addresses - Transcend IT collects mailing addresses of those that register for events, attend events, or donate funds. Transcend IT may send newsletters, thank you letters, or other promotional items. To opt out of any mailings, contact firstname.lastname@example.org. Transcend IT does not share mailing addresses of any kind to third parties.
- Telephone Numbers - Transcend IT collects telephone numbers from constituents, volunteers, staff, and supporters. Transcend IT may use telephone numbers to contact an individual from Transcend IT, including marketing calls, updates, or requests. To opt out of any phone contact from Transcend IT, contact email@example.com with your preferred method of contact. Transcend IT does not distribute telephone numbers to third parties.
- Demographic Information - Transcend IT collects knowingly shared personal demographic information from constituents. This information is only utilized once anonymized. This information is utilized to report internally to staff and the Board of Directors. This information is also utilized to report to funders and to supporters through annual reports and the Transcendit- mn.org webpage. Transcend IT does not share non-anonymized data with any third party.
Financial Data Security
Transcend IT does not disclose credit card, or any account information provided by any supporter, volunteer, or constituent. When one chooses to pay by credit card, Transcend IT submits this information directly to a secure credit card processor.
Transcend IT takes photographs during events, and requests photographs from constituents and volunteers at Transcend IT activities. These photographs are distributed via website, social media, and other online and print means. Some photos are taken at public events. If you are included in any photographs that you would prefer to no longer be distributed, notify firstname.lastname@example.org and let us know what the photo is and where you saw it and we will take it out of circulation as best and quickly as we can. Photos taken in Transcend IT closed events, you will have the option to opt out of the taking and utilization of photos.
Choice or Opt Out
Transcend IT provides all individuals the opportunity to opt out of having any personal information used for certain purposes. If you are receiving any communication that you no longer want to receive, email email@example.com with your preferences and we will update your profile.
Data protection risks
This policy helps protect Transcend IT from data security risks such as:
- Breaches of confidentiality. For instance, information being given out inappropriately.
- Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage. For instance, the organization could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with Transcend IT has some responsibility for ensuring that data is collected, stored and handled appropriately.
All within the organization that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
The following individuals have increased responsibility as follows.
The Board of Directors is ultimately responsible for ensuring that Transcend IT meets its legal obligations.
- The Director of Advancement, Kathryn Nordhagen, is responsible for:
- Keeping the Board updated about data protection responsibilities, risks, and issues
- Reviewing all data protection procedures and related policies periodically
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone covered by this policy
- Dealing with requests from third parties to see the data Transcend IT holds
- Checking and approving any contracts or agreements with third parties that may handle the company's sensitive data
The CEO acting as the IT Manager, Adrian Ratnayake, is responsible for:
- Ensuring all systems, services, and equipment used for storing data meet acceptable security standards
- Performing regular checks and scans to ensure security hardware and software is functioning properly
- Evaluating any third-party services the company is considering using to store or process data
General Staff Guidelines
- The only people able to access data covered by this policy should be those who need it for their work
- Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers
- Transcend IT will provide training to all employees to help them understand their responsibilities when handling data
- Personal data will not be disclosed to unauthorized people, either within the company or externally
- Data will be regularly reviewed and updated if it is found to be out of date. If no longer needed, it will be deleted and disposed of