Our Commitment to Privacy
The Stop Community Food Centre is committed to protecting the privacy of the personal information of our donors, prospective donors, board members, program participants, staff, volunteers, and other stakeholders in accordance with existing federal and provincial government privacy legislation and has established privacy practices for this purpose.
What is personal information?
“Personal information” includes information about an identifiable individual, including race, ethnic origin or colour, age, marital status, religion, education, medical, criminal, employment or financial history, address and telephone number, numerical identifiers such as Social Insurance Number, and views and personal opinions. Business contact information and certain publicly-available information, such as names, addresses, and telephone numbers as published in telephone directories, are not considered personal information.
Information in the public domain is not subject to privacy legislation and as such is not included in this policy. We consider donor and volunteer information to always be personal information, and do not disclose information about donors or volunteers without consent.
What personal information do we collect?
We collect and maintain different types of personal information about individuals with whom we interact in order to administer and manage a supporter-charity relationship. This includes:
- Contact and identification information, such as your name, address, telephone number, mobile number, and email address.
- Donation information, such as date of gift, amount of gift, appeal (the campaign to which you contributed), name of spouse or partner if it was a joint gift, and receipt number.
- Financial information, such as your payment methods and preferences, billing and banking information (credit card number and expiry date or chequing account transit numbers, whichever payment type you prefer in order to process your donation).
Why do we collect personal information?
The Stop collects, uses, and discloses personal information from our donors to process their donations, provide tax receipts, direct their gifts in the manner in which they choose, keep them informed about gift-giving opportunities and The Stop’s activities, and comply with federal and provincial legal and regulatory guidelines and reporting requirements.
How do we obtain your consent?
We obtain your consent for collecting, using, and disclosing personal information for the identified purposes before such information is collected for the first time. Consent can be either express or implied and can be provided directly by the individual or by an authorized representative. Express consent can be given orally, electronically, or in writing. Implied consent is consent that can reasonably be inferred from an individual’s action or inaction. Once this consent has been obtained, we do not seek your consent again, unless the purpose, use, or disclosure of your personal information changes.
How do we control and protect your personal information?
We only collect and use personal information that is necessary for the intended purpose. We keep your information for only as long as necessary, and maintain its confidentiality when it is destroyed. We make sure that your personal information is kept accurate, complete, and up-to-date. We protect your information from unauthorized access or use through physical and electronic security safeguards and limit access to only authorized persons and only when necessary. Essentially, this means that personal information is protected:
- Physically, by building security measures and physical barriers.
- Organizationally, by our policies, procedures, and access levels.
- Technologically, by, for example, where appropriate, the use of passwords, encryption, firewalls, and anti-virus software.
Access to donor, financial, and volunteer records is limited to those who require such information to fulfil their job responsibilities. Special protection is given to all records pertaining to anonymous donors. The confidentiality of donor and volunteer records continues after the relationship with the individual has ended. All of our board members, staff, volunteers, and the other people working at The Stop sign confidentiality agreements that require the safeguarding and proper use of your personal information.
How can you be sure that your personal information is accurate?
Upon written request and with reasonable notice, you can access your own personal information, challenge its completeness and accuracy, and seek to have it amended.
If you have any questions or concerns, please contact Leigh Godbold, Director of Development & Communications, at firstname.lastname@example.org.