Privacy policy

1. Overview | Preamble

The confidentiality and security of your personal information is a priority for us. The Wales Home, CHSLD Wales, and the Wales Foundation are committed to protecting your personal information and privacy.

Whether obtained through our web platform or in a face-to-face exchange, the personal information communicated will only be used to carry out our organization's mission and in compliance with applicable laws. 


Here are the details of our privacy policy.

 

2. Objective

This policy describes how we collect, use, protect and disclose your personal information. It also explains how you can request access to this information or have it amended. In addition, at the end of this policy, you will find various tools enabling you to limit the use we may make or allow to be made of your personal information, in the context of our activities, notably the solicitation of donations.

 

3. Scope

This policy applies to our donors, employees, volunteers, board members or any other person from whom we obtain personal information in the course of carrying out our mission or a mandate entrusted to us by a duly authorized representative.

This privacy policy applies to all of our activities, including those on our website at https://waleshome.ca/ (for example, when you make an online donation, register for an event or browse or view information on our site). However, this policy does not apply to websites operated by third parties over whom we have no control. If you follow a link to a third-party site (for example, if you go to a partner's site), the privacy policy of that third-party site will apply. We are not responsible for their privacy policies, procedures or practices. We encourage you to review these policies before submitting any personal information to these third-party sites.

By providing us with your personal information, registering for one of our activities, using our web platform or voluntarily interacting with us, you consent to our collection, use and disclosure of certain of your personal information as described in this Privacy Policy.

 

4. Types of personal information and their use

4.1 What is personal information

Personal information is defined by the Act as any information that relates to a natural person and makes it possible, directly or indirectly, to identify that person. For example, a name, postal address, e-mail address and banking information may constitute personal information.

Only the personal information necessary to fulfill our mission and communicate with you is collected. Under no circumstances, except as may be required by law, will we disclose your personal or donation-related information to any person, company or other organization, unless it is one of our suppliers and the information is provided in the course of carrying out our activities and mission. For example, we may collect the following information:

4.1.1 Identity information

In reference to our governance policy, identity information includes identity and contact data:

  • Mandatory | This data is required to fill in the forms on the platform:
    • Full name
    • E-mail address
    • Postal address
    • Greeting
    • Gender
  • Optional | This data is not collected if it is not mandatory:
    • Phone number(s)
  • If applicable | This data is collected only in specific cases:
    • Login (username for login area)
    • Professional experience and references (if applying via our platform)
    • Any information requested by the organization via dynamic forms
    • All comments submitted to the organization

Here are the reasons why we collect this data:

  • Process your donations and issue tax receipts;
  • Provide you with the requested information;
  • Create, complete or modify your file at your request;
  • Respond to comments or questions;
  • Communicate with you in the right way;
  • Evaluate your application for a job or volunteer position;
  • Invite you to participate in our events, campaigns and other events related to the organization's mission.

4.1.2 Transaction information (donations and orders)

Transaction information is required to process your donations and orders placed on our web platform. Here is the data collected for this purpose:

  • Mandatory | This data is required to complete any transaction:
    • Mandatory data for the above-mentioned identity information;
    • Transaction amount (donation and order);
    • Payment method (credit card, check, etc.);
    • Financial information: Credit card: type of card, last 4 digits, expiry date and name of cardholder;
    • Destination of donation (campaign) or distribution of donation (if applicable);
    • Type of donation (monetary, in-kind, etc.);
    • Product(s) purchased.
  • If applicable | This data is collected only in specific cases or on an optional basis:
    • Comment linked to a donation;
    • Details of persons to be notified in the case of an "In honour of" or "In memoriam" donation.

Here are the reasons why we collect this data:

  • Complete your transaction (donation or order);
  • Issue tax receipts;
  • Track the evolution of recurring donation commitments;
  • Process your payment information through our payment gateway;
  • To enable us to notify the right person of donations made to "In honour of" or "In memoriam".

4.1.3 Web browsing information

When you visit a web site, whether the organization's own or another, computer systems automatically record certain information. In some cases, it is possible to opt out of information collection, and in others we have no way of doing so. Here's what kind of information is collected and why:

  • Connection (IP) address;
  • Information about your device;
  • Date and time of actions taken on the platform;
  • Information collected by cookies. To learn more about the use of cookies, consult our Cookie Policy.

4.2 How is personal information collected?

Personal information is collected when the following actions are taken:

  • Make a donation or purchase.
  • Subscribe to a newsletter to receive information;
  • Participate in a fundraising event or campaign;
  • Become a volunteer, employee or partner of the organization;
  • Apply for a job or volunteer position;
  • Communicate with the organization by phone, email or social media;
  • Create an account or log in via the web platform;
  • Enter information on the web platform.

4.3 To whom is personal information disclosed?

As part of the operation of our web platform, we may authorize one of our suppliers to use your personal information, strictly for the purposes of helping us carry out our operations. In such cases, we take steps to ensure that the rules set out in this privacy policy are respected and require such suppliers to maintain the confidentiality and security of your personal information. We also require them to use your personal information only for the purposes for which it was provided. At the end of their mandate, when our suppliers no longer need your personal information for these limited purposes, we require that they destroy it.

Rest assured that your personal information is not sold or exchanged with other organizations or companies. Please find below a non-exhaustive list of our suppliers:

Suppliers

Their role in the web platform

Bambora 

Payment gateway 

Serviops

IT Supplier 

OVH ou AWS

Hosting and servers

AWS-SES

Messaging service

Courrielleur

Newsletter

 

5. Data hosting

The servers hosting the Donna solution and its databases are located in Quebec or France, depending on our customers' place of origin. Only the payment gateways and acquirers (Bambora and Stripe) are located outside Quebec, while remaining in Canada or France for European customers. However, personal information remains governed at all times by Bill 25 in Quebec and the RGPD in France.

 

6. Retention of personal information

Personal information and other information obtained via the web platform (donations, purchases, contact, etc.) are kept for the time necessary for the purposes described in this policy and in the data retention, destruction and anonymization policy in compliance with legal obligations.

 

7. Protection of personal information

Granular access to personal information is provided on a need-to-know basis only. Thus, only authorized and qualified personnel who need to consult your personal information in the performance of their duties have access. However, no security measure is absolute or fully guaranteed. If you have reason to believe that access to your personal information is not secure, contact us immediately at the coordinates in the "How to contact us" section.

7.1 Rights concerning personal information

You can access the personal information we hold about you free of charge and, if applicable :

  • Ask for them to be modified, as permitted or required by law;
  • Request deletion of out-of-date or unjustified information;
  • Provide written feedback.

To do so, please contact us. However, in the event of abuse, the organization reserves the right to impose an administrative fee.

To update your personal information, please contact us as soon as possible.

7.2 Withdrawing your consent

You may at any time withdraw your consent to the use, disclosure and retention of personal or other information collected about you by the organization in connection with our exchanges or actions on the web platform. This withdrawal may be total, but we may no longer be able to offer you certain services, such as issuing tax receipts, or it may concern certain types of transactions or their frequency. To do so, please contact us.

 

8. Policy update

If we make material changes to this policy, for example, to comply with new legal requirements, we will notify you in advance so that you can make an informed choice about your use of our services. We will make the new version of the policy available to you on the website or otherwise, indicating the date of the last update. If you have provided us with your contact details, we will send you a notice of the change.

 

9. How to contact us

If you have any questions or comments about this policy or the protection of your personal information, please contact our Privacy Officer at cclifford@waleshome.ca.

Our Privacy Officer is responsible for responding to requests for access or modification, information and any complaints you may have regarding our practices in respect of your personal information.