1. The Foundation
The Children’s Hospital of Eastern Ontario Foundation (the “Foundation“) raises, manages and disburses funds to support the Children’s Hospital of Eastern Ontario (the “Hospital“). The Foundation raises funds by soliciting donations, receiving planned gifts, bequests and grants, and by organizing special events and lotteries. Funds raised by the Foundation are used to: fund research, purchase new equipment, enhance the paediatric nature of the hospital, train staff, and assist families in crisis.
2. Commitment to Privacy of Personal Information
The Foundation is committed to protecting the privacy of our donors and prospective donors. This Personal Information Protection Policy (the “Policy“) is destined to be compliant with applicable legislation, as well as established guidelines for charitable organizations, including the Foundation’s Donor Bill of Rights and Ethical and Financial Accountability Code which are available on the Foundation’s website or by contacting the Vice President, Finance, CHEO Foundation.
This policy may be updated from time to time with updates approved by the Board of Directors of the Foundation to reflect developments in our practices, new technology or in the law. Updates will be made available in the same ways as the Policy.
3. Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about or related to the individual. Business contact information and certain publicly available information, such as names, addresses and telephone numbers published in public telephone directories are not considered personal information.
The Foundation is responsible for all personal information under its custody or control, including information which it may transfer to a third party for processing. The Vice President, Finance, of the Foundation has been appointed as Privacy Officer for the Foundation. The Privacy Officer may delegate day-to-day responsibility for administration of this Policy to other employees but the Privacy Officer remains accountable for the Foundation’s handling of personal information. The Privacy Officer may be contacted at:
The CHEO Foundation
415 Smyth Road Ottawa, Ontario
Tel: (613) 737-2780 or 1-800-561-5638
The Foundation is responsible for personal information sent to third parties for processing on behalf of the Foundation or to service providers who provide services to the Foundation. The Foundation requires any such third parties to use the personal information only for the purposes for which it is provided to them and to protect the security of the personal information in accordance with privacy laws.
5. Purposes for Collecting, Using and Disclosing Personal Information
The Foundation collects and uses personal information of donors only for the following purposes:
- to process donations and issue tax receipts;
- to keep donors informed about the activities of the Hospital and the Foundation;
- to ask individuals and organizations for their support for the Foundation’s mission
- to improve children’s health;
- to process orders for promotional products, lottery tickets and special fundraising events and to provide the purchased products and services;
- to send an acknowledgement to the designated recipient of an in memoriam or in honour gift;
- for internal analysis to assist the Foundation with planning for future fundraising activities.
When contacting donors, the Foundation respects their express preferences concerning matters such as method and frequency of solicitations and public recognition of donations.
Individuals collecting personal information on behalf of the Foundation will be able to identify the purposes for which the information is being collected. If information is to be used for a purpose not previously identified, the Foundation will identify this purpose prior to use and provide individuals with an opportunity to opt out of this activity.
Except as otherwise permitted or required by law, the Foundation collects, uses and discloses personal information only with the consent of the individual.
In obtaining consent, the Foundation will advise the individual orally or in writing of the purposes for the collection, use or disclosure of personal information. When making a donation, individuals will be asked to consent to the use of their personal information for the purposes set out in this Policy. The Foundation will seek consent either at the time information is collected or after collection but before the information is used.
An individual may withdraw consent to use of his or her personal information for any purposes at any time by contacting the Foundation at the address set out above. The Foundation will explain the consequences of withdrawing consent. Please allow us a reasonable time to process any request to withdraw consent.
7. Consent to the Collection of Information from the Website
Donations to the Foundation may be made via the website. Also, individuals may sign up for services or order goods over the website. Any personal information provided by an individual over the website will be treated in accordance with this Policy. Credit card information is processed via a secure encrypted Secure Sockets Layer (SSL) session.
The Foundation seeks to ensure that the personal information it uses is accurate and up-to-date. Please assist us by advising us of any inaccuracies you notice and we will make appropriate corrections.
9. Limiting Disclosure and Retention of Personal Information
The Foundation limits the collection of personal information to that which is necessary for the purposes for which it is collected.
The Foundation does not sell, barter, rent or lease donor lists.
Only employees, authorized volunteers and agents with a need to know for Foundation business purposes or whose duties reasonably so require are granted access to personal information.
The Foundation retains personal information only as long as necessary for the specified purposes. Subject to other legal requirements to retain information, the Foundation retains a donor’s personal information only as long as the relationship between the individual is being maintained and cultivated.
The Foundation protects personal information against such risks as loss or theft, unauthorized access, disclosure, copying, modification and destruction by using appropriate security measures. The Foundation is committed to protecting the information regardless of the format in which it is held.
The Foundation’s employees, authorized volunteers and agents with access to personal information are required to respect the confidentiality of that information by signing a Confidentiality Agreement, participating in privacy training and implementing methods of protection that include:
- physical measures such as locked filing cabinets and restricted access to offices;
- organizational measures such as limiting access to a “need to know” basis; and
- technological measures such as passwords, encryption and audits.
Upon request, the Foundation will inform an individual of the existence, use and disclosure of his or her personal information. Requests may be made by contacting the Privacy Office, CHEO Foundation, 415 Smyth Road, Ottawa, Ontario K1H 8M8. On receiving a request, the Foundation may require sufficient information to confirm an individual’s identity before releasing personal information. Upon receiving a request, the Foundation will disclose:
- whether or not it holds personal information about the individual;
- the source of the information; and
- an account of third parties to whom the information has been disclosed.
The Foundation will also allow the individual to view the information or receive copies of it. There may be some circumstances where the Foundation cannot provide access to all the information requested. This includes information about third parties and information that cannot be disclosed for legal or security reasons. The Foundation will explain its inability to provide access to the information in those circumstances.
Subject to applicable legislation, the Foundation will endeavour to provide this information within 30 days of receipt of a request. The Foundation may seek to extend this time period as permitted by law.
The Foundation will correct or amend any personal information that is shown to be inaccurate or incomplete.
Questions and Complaints
For further information about the Foundation’s information handling practices, or to make a complaint, please contact the Privacy Officer, Kim Leblanc at (613)737-2788 or by email at [email protected].
The Foundation will investigate all complaints and take appropriate action of the result of the investigation.