At The Ottawa Mission (TOM), we are committed to protecting the privacy of our donors, volunteers and employees. By being transparent and accountable in how we treat the personal information individuals choose to share with us, we honour and keep the trust of those we serve.
Personal information is any information that can be used to identify, contact or distinguish a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Business information and publicly available information, such as names, addresses and telephone numbers available in directories, are not considered personal information.
We collect and use personal information about donors and potential donors, such as names, titles, contact information, and past donations. We use this information for the purposes of receipting donations, keeping donors informed about the activities The Ottawa Mission, providing donors with appropriate recognition and stewardship, and requesting support.
We may also collect information donors provide to us about their interests and other related facts, in order to assist them in meeting their philanthropic goals.
We collect personal information about staff and volunteers, such as names, contact information, if they need accommodations to perform their role, and related banking and social insurance information (for staff). This information is used to screen, place, support, train, remunerate and recognize staff and volunteers. Included in this is information from staff that is required by law.
Our employees, directors and volunteers are required to follow Codes of Conduct, which state that they must, at all times, respect the confidentiality of personal information obtained during the course of their service.
Other safeguards are in place to ensure that the information is not accessed, disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered.
We use password protocols to protect personal and other information we receive or store electronically. Our software is routinely updated to maximize protection of this information.
We adhere to the Donor Bill of Rights, as set out by the Canadian Centre for Philanthropy and additional standards of conduct as set out by the Association of Fundraising Professionals and the Canadian Association of Gift Planners. Numerous privacy options are offered to donors and prospective donors, including the option to limit or opt out of future contact.
Information is kept only as long as necessary to meet the original purpose for which it was collected or to comply with legislation. Material recording personal information will be disposed of in a manner which ensures the security of personal information (i.e., it will be shredded).
Access to personal information is limited to those who need it to perform their duties with the Foundation. File cabinets, office doors and computer desk tops are locked when not in use and have security passwords or keys for access.
Personal Information collected by TOM is kept in confidence and is only disclosed to meet the purposes stated above and below.
WHAT INFORMATION WE COLLECT
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:
- “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
- “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
- “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.
Additionally when you make a donation or attempt to make a donation through the Site, we collect certain information from you, including your name, billing address, payment information (including credit card number, email address, and phone number. We refer to this information as “Donor Information.”
HOW WE USE YOUR PERSONAL INFORMATION
We use the Donor Information that we collect generally to fulfill any donations placed through the Site (including processing your payment information, and providing you with a receipt for your donation).
Additionally, we use this Donor Information to:
- Communicate with you;
- Providing you with appropriate recognition;
- And requesting support
We use the Device Information that we collect to help us screen for potential risk and fraud (in particular, your IP address), and more generally to improve and optimize our Site (for example, by generating analytics about how users browse and interact with the Site, and to assess the success of our marketing and advertising campaigns).
We share your Personal Information with third parties to help us use your Personal Information, as described above. For example, we also use Google Analytics to help us understand how our donors use the Site–you can read more about how Google uses your Personal Information here. You can also opt-out of Google Analytics here.
Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.
Be aware that your Personal Information may be sent to another jurisdiction for processing, and that while in another jurisdiction it may be accessed by the courts, law enforcement and national security authorities.
As described above, we use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page.
You can opt out of targeted advertising on various networks here::
- FACEBOOK – https://www.facebook.com/settings/?tab=ads
- GOOGLE – https://www.google.com/settings/ads/anonymous
- BING – https://advertise.bingads.microsoft.com/en-us/resources/policies/personalized-ads
Additionally, you can opt out of some of these services by visiting the Digital Advertising Alliance’s opt-out portal.
Please note that we do not alter our Site’s data collection and use practices when we see a Do Not Track signal from your browser.
If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.
Additionally, if you are a European resident we note that we are processing your information in order to fulfill contracts we might have with you (for example if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Europe, including to Canada and the United States.
When you donate through the Site, we reserve the right to maintain your Donor Information for our records unless and until you ask us to delete this information.
Device Information is kept only as long as necessary to meet the original purpose for which it was collected or to comply with the law.
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at firstname.lastname@example.org or by mail using the details provided below:
The Ottawa Mission, Development Office: 46 Daly Avenue, Ottawa, ON, K1N6E4, Canada