Encrypt means to secure data by making it unreadable unless you have the key.

Digital/electronic records include all information recorded by a computer such as email messages, word processed documents, images, spreadsheets, and databases.

Limit access means only allowing certain people to look at paper records. At minimum, “limit access” means securely storing paper records behind a locked office door. More sensitive personal information, such as medical and financial records, should be kept in a locked cabinet. Only authorized persons should have access to the keys.

Paper records include all records in a physical (non-electronic) form such as printed documents and emails and hand-written notes.

Collection means gathering personal details from different sources in a variety of ways. Methods of collection include phone, fax, mail, email, social media, online, and in-person.

Personal information is that which is unique to an individual. Some examples include: name, address, email address, birthdate, SIN, gender, medical information, educational history, employment status, IP address, family status, and income.

Personal information is unique to an individual. Some examples include: name, address, email address, birth date, SIN, gender, medical information, educational history, employment status, IP address, family status, and income.

A privacy policy is a document that describes how your non-profit deals with personal information. Dealing with personal information includes its collection, use, disclosure, and retention (storage).