Confidentiality Policy

Confidentiality Policy
Canadian Wool Collective

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1. Purpose

The purpose of this confidentiality policy is to ensure that all individual and organizational information collected, reviewed, and analyzed by the Canadian Wool Collective (CWC) for certification purposes is handled securely, with respect for privacy and in accordance with applicable laws. This policy governs the protection of sensitive information and operational data obtained from internal sources, applicants, certified entities, or third parties.

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2. Scope

This policy applies to all employees, volunteers, contractors, board members, and any other representatives associated with the CWC. It covers all types of information collected during the certification process, including but not limited to personal data, financial details, operational documents, and any proprietary information.

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3. Use of Information

All information collected, reviewed, or analyzed by the CWC for certification application or compliance purposes shall be used exclusively for internal purposes. The information will only be accessed by authorized individuals directly involved in the certification process and related operational tasks. No information will be disclosed, shared, or used beyond what is necessary for compliance with the certification requirements.

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4. Third-Party Information

The CWC ensures that any information obtained from third parties, as well as operational data and documents related to certified entities or applicants, will be handled confidentially. All efforts will be made to protect such information from unauthorized access, misuse, or disclosure. This includes:

• Respecting non-disclosure agreements with third parties.

• Storing third-party information securely.

• Ensuring that sensitive data is not shared outside of the CWC without explicit consent or legal requirement.

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5. Information Security and Storage

The CWC will employ appropriate technical, administrative, and physical safeguards to protect the confidentiality and integrity of collected data. This includes:

• Limiting access to sensitive information to authorized personnel only.

• Implementing secure methods for storing physical and digital records.

• Regularly reviewing and updating security protocols to mitigate risks.

 

 

6. Disclosure of Information

Information collected by the CWC or provided to it by third parties will not be shared with any external party unless:

• It is required by law or legal proceedings.

• Consent has been obtained from the individual or organization concerned.

• It is necessary for audit, compliance, or regulatory oversight by relevant authorities.

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7. Employee and Volunteer Responsibility

All individuals working with or on behalf of the CWC must adhere to this policy and maintain the confidentiality of information. Any breach of confidentiality, whether intentional or accidental, will be subject to disciplinary action, up to and including termination of employment or affiliation.

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8. Review and Compliance

The CWC will periodically review this policy to ensure compliance with evolving legal requirements and best practices in data security. All employees, volunteers, and contractors will be informed of any updates or changes to the policy.

 

Acknowledgment
All individuals involved with the CWC must acknowledge and agree to adhere to this confidentiality policy as a condition of their employment, volunteer role, or contractual relationship.

 

 

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Effective Date: January 7th, 2025
 

This policy reflects the CWC’s commitment to maintaining trust, ensuring data protection, and upholding the integrity of the certification process.