- Our Privacy Philosophy
- Our Privacy Principles
- Limiting the Collection, Use and Disclosure of Your Personal Information
- Protecting Your Personal Information
- Addressing Your Inquiries and Concerns
- Governing Law
Our Privacy Philosophy
This Policy explains how we collect, use, disclose and safeguard the personal information that you or a third party provide. Providing personal information or authorizing a third party to disclose personal information to us signifies your consent to Earth Day Canada’s collection, use and disclosure of your personal information in accordance with this Policy.
For the purposes of this Policy, “personal information” means information that can identify an individual directly or through other reasonably available means. The meaning of “personal information” shall be interpreted in a manner that conforms with the minimum requirements of applicable provincial and federal privacy legislation.
Our Privacy Principles
Identifying Purposes and Obtaining Your Consent
We identify the purposes for collecting your personal information at or before the time it is collected. We will not collect, use or disclose your personal information without your informed consent, unless required or permitted to do so by law.
At Earth Day Canada, we collect, use and disclose personal information about you so we can:
- Permit registration for, participation in or application to an EDC program, campaign, initiative, event, competition, contest, award, fund/grant/scholarship, survey or information alert;
- Process donations, including those made via a secure, third party provider;
- Deliver information, newsletters, alerts, announcements, awards, grants, prizes, guest passes/tickets or vouchers;
- Respond to requests for information, materials or resources;
- Invite participation in or an application to an EDC program, campaign, initiative, event, competition, contest, award, fund/grant/scholarship, survey or fundraising effort;
- Aggregate and analyze data for statistical, evaluation and reporting purposes;
- Manage and administer our relationships; and
- Satisfy requirements of the Canada Revenue Agency.
We may also use your personal information to communicate with you for purposes consistent with the terms of this Policy.
Should we require your information to fulfill a purpose that is not identified in this Policy, we will obtain your consent before proceeding.
Limiting the Collection, Use and Disclosure of Your Personal Information
The information we collect
We collect personal information by fair and lawful means and limit collection to that information which is necessary for the purposes identified in this Policy. The type of personal information that we may ask for includes:
- Signature (original and digital versions)
- Postal Code
- Email address
- Telephone number
- Mobile telephone number
- Social media contact
- Age/Date of birth
- Donation information—e.g., date of gift, amount of gift, designation of gift, payment method
The choice to provide us with your personal information, either directly or through a third party, is always yours. However, your decision to withhold particular information may limit our ability to provide you access to an EDC program, campaign, initiative, event, competition, contest, award, fund/grant/scholarship, survey or information alert.
How your information is collected
Personal information may be collected in a number of ways, including: in person, over the phone, by mail, by fax, over the Internet, through mobile devices, through social media and from third parties who you have authorized to disclose personal information to us.
We make every reasonable effort to ensure that those third parties that disclose your personal information to us have first obtained your consent. If you believe that a third party has inappropriately disclosed your personal information to us, please contact that third party directly. If the third party does not sufficiently respond to your inquiries, please let us know immediately.
Your personal information will only be used or disclosed in accordance with the purposes for which it was collected, unless you have otherwise consented or except where required or permitted by law.
Disclosure to third parties
You understand and agree that we may use your personal information and disclose your personal information to third parties that EDC engages to process donations, provide technical support, to host website and online properties, and to fulfill orders. Otherwise, we will only disclose your personal information to third parties if you have so consented or if required or permitted by law.
The type of information we are legally required to disclose may relate to criminal investigations or government tax reporting requirements. In some instances, such as a legal proceeding or court order, we may also be required to disclose your personal information to authorities. Only the information specifically requested is disclosed and we take precautions to satisfy ourselves that the authorities that are making the disclosure request have legitimate grounds to do so.
Your personal information may be disclosed in situations where we are legally permitted to do so, such as in the course of employing reasonable and legal methods to enforce your rights or to investigate suspicion of unlawful activities. We may release certain personal information when we believe that such release is reasonably necessary to protect the rights, property and safety of ourselves and others.
Except as specifically provided for in this Policy, we do not disclose any personal information to third parties.
Keeping your information accurate
We make every reasonable effort to keep your personal information as accurate, complete and up-to-date as necessary. If desired, you may verify the accuracy and completeness of your personal information in our records.
Despite our best efforts, errors sometimes do occur. Should you identify any incorrect or out-of-date information in your file, we will remedy any such errors on a timely basis. In the event that inaccurate information is mistakenly sent to a third party, we will communicate relevant changes to the third party where appropriate.
Protecting Your Personal Information
Access to your information within Earth Day Canada
Access to private, sensitive and confidential information, including your personal information, is restricted to authorized employees with legitimate business reasons. For example, when responding to participant enquiries, employees will need to access your information to verify your identity and to properly assist you.
We require all of our employees to abide by Earth Day Canada’s privacy standards. Our employees understand the importance of keeping your information private. For this reason, our employees are required to agree to confidentiality provisions that prohibit the disclosure of any participant information to unauthorized parties.
Employees are strictly prohibited from accessing or disclosing personal information without authorization. All employees are expected to maintain the confidentiality of personal information at all times and failure to do so will result in appropriate disciplinary measures including dismissal.
Disposal and Retention
Except as otherwise permitted or required by law, your personal information will be retained for so long as is reasonably necessary to fulfill the purposes for which it was collected. Disposal of personal information will be conducted securely.
Safeguarding your information
To ensure that your personal information is protected, we utilize security safeguards that are on par with the industry standard. We use modern technologies to help protect your confidential information. Our server environment and firewall infrastructure are well-maintained and our security practices are reviewed on a regular basis.
We keep electronic participant files in a highly-secured environment with restricted access. Paper-based files are stored in locked filing cabinets to which access is also restricted. When you call our office staff, you will be required to verify your identity.
Our online donation processing provider, CanadaHelps, uses Secure Sockets Layer (SSL) technology to help ensure the safety and security of online donations. SSL technology enables encryption (scrambling) of sensitive information, including passwords and credit card numbers, during your online transactions. SSL protects and maintains the security of messages transmitted over the Internet. SSL scrambles your data into an unreadable format, preventing unauthorized access by others.
Addressing Your Inquiries and Concerns
We are happy to provide you with a copy of this Policy and to discuss any of its content with you.
Upon request, we will also inform you of: the type of personal information we have collected; how your personal information has been used; and any third parties to whom your personal information has been disclosed.
Please direct all questions or enquiries about this Policy to:
Finance and Operations Manager
111 Peter Street, Suite 503
Toronto, ON M5V 2H1
Phone: 416.599.1991 Ext. 115
Any changes to our privacy standards and information handling practices will be reflected in this Policy in a timely manner. Earth Day Canada reserves the right to change, modify, add, or remove portions of this Policy at any time. Please check this page periodically for any modifications. To determine when this Policy was last updated, please refer to the modification date at the bottom of this Policy.
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Our websites (www.earthday.ca, www.ecokids.ca, www.ecomentors.ca, www.earthday.ca, www.eded.ca) are governed by the provisions and practices stated in this Policy. Our website may contain links to third party sites that are not governed by this Policy. Although we endeavour to link only to sites that share our commitment to your privacy, please be aware that this Policy will no longer apply once you leave our website and that we are not responsible for the privacy practices of third party sites. We therefore suggest that you closely examine the respective privacy policies of third party websites to learn how they collect, use and disclose your personal information.
This Policy and all related matters are governed solely by the laws of Ontario and the applicable federal laws of Canada.
EDC’s www.ecokids.ca website is hosted by Hostek in the United States of America and governed by applicable laws of the United States of America. You agree and acknowledge that, as a result, your personal information may be processed, used, stored and accessed in the United States of America and may be subject to the laws of that country, which laws may be different than the laws of Canada, including access to information rights given to US government authorities under certain circumstances.
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Last revised Tuesday, April 21, 2015