Data Protection Policies for Peace Magazine

a) the name or title, and the address, of the person who is accountable for the organization's policies and practices and to whom complaints or inquiries can be forwarded

Policy and practice queries to: Ken Simons, office manager, Peace Magazine, PO Box 248, Stn P, Toronto ON M5S 2S7

(b) the means of gaining access to personal information held by the organization

A paper copy of an individual subscriber's subscription record(s) can be sent to that person (or their legal representative)

(c) a description of the type of personal information held by the organization, including a general account of its use

Supplied by subscriber: name, address, postcode, telephone if given, email address if given;
Payment amount and method of payment (cheque, credit card or bill) are recorded as received. Cheque numbers are not recorded for individuals or institutions, but are recorded in the case of subscription agencies. Credit card details are retained only in paper format, and never electronically -- they are only disclosed to CIBC Visa, our transaction agents;
Subscription periods, annotations concerning subscription or address changes, subscription types, and other information necessary for the output of magazine mailing labels, reminder letters, and related correspondence;
An indication of whether or not the subscriber's address can be shared with other organizations is indicated in a data field labelled "mailing type";
Expired subscriptions are retained on the electronic database for a three-year period, during which time we may send invitations to re-subscribe. Subscribers who have explicitly cancelled their subscriptions, either upon renewal or partway through the term of their subscription, are retained on the database but are flagged not to receive reminders
Deceased subscribers' names are deleted from the database immediately, except where the next of kin have requested continuation of the subscription in their name.

(d) a copy of any brochures or other information that explain the organization's policies, standards, or codes

The document you are now reading is available via the menu on the www.peacemagazine.org start page or by mail/email.

(e) what personal information is made available to related organizations

From time to time, Peace Magazine trades or sells relevant portions of its list to groups or publications with a compatible purpose or philosophy, strictly on a single-use basis and with prior approval by Peace Magazine staff of the contents of the target mailing. Addresses marked 'no exchange' are always excluded from these transactions. Mailing houses are generally used for these direct mail campaigns, but we may grant permission to smaller organizations to carry out in-house mailings with portions of our list (again, under a strict single-use agreement).
Science for Peace, with whom Canadian Disarmament Information Service has a publishing agreement, does not have access to the Peace Magazine database except under the same single-use list exchange provisions which apply to other organizations or publications.

Ken Simons, office manager, 27 January 2004