HHLT is fully committed to protecting the privacy of personal information of its employees, volunteers, members, donors and many other stakeholders and supporters. During the course of our various projects and initiatives, HHLT may frequently gather and use personal information. Anyone from whom we collect such information should expect that it will be carefully protected and we will only use the information for the reasons it was collected and not share beyond this consent.
Defining 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. Exceptions, such as, business contact information and certain publicly available information, such as names, addresses and telephone numbers that are published in telephone directories, are not considered personal information. Information in the public domain is not subject to privacy legislation and as such this is not included in this policy. Where customers and clients use their home contact information as business contact information, HHLT considers the contact information as public information, and is therefore not subject to our policy protection as personal information.
We consider donor, funder and volunteer information always to be personal information, and do not disclose information about donors, funders or volunteers without their consent to permit a disclosure.
Consent for Information
An individual’s consent is required regarding the collection and proposed use of personal information when the information is collected. Consent can be either expressed or implied and can be provided directly by the individual or by an authorized representative. Expressed 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 to the request for use of personal information for a described purpose. An individual’s expressed consent is required before any confidential personal information is released to outside parties
Cookies and Analytics
Our HHLT website may use persistent or non-persistent cookies within visiting browsers to enable the functions of the website and for tracking performance. By way of example, cookies may be used in the following ways:
- Preserving or expiring visitor sessions on the site (e.g. preserving data between steps of a process or ending after a period of inactivity). Storing font size preferences on the site
- Enabling web analytic tools (such as Google Analytics, Clicktale, and iPerceptions. Cookies are used anonymously and without storing Personally Identifiable Information (PII). Visitors that wish to opt-out of cookies should review the help documentation in their browser software to decline or partially decline cookies. Declining cookies may impact on website performance.
Limited Collection of Information
The collection of personal information is limited to that which is relevant and necessary for our defined programs and fundraising efforts. HHLT will not make unwarranted or intrusive inquiries into a donor or prospect’s gift history or personal life. All data collected is attributed to defined use.
Limited Use, Disclosure and Retention
Personal information shall not be used or disclosed for any purposes other than for which this data was collected, except with the consent of the individual or as may be required by Canadian law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes.
Personal information shall be as complete, accurate and up-to-date as possible. Donors are encouraged to review, correct and update personal information from time to time, if they wish HHLT to have current data. For ongoing use in the same purpose, HHLT may ask for confirmation of accuracy.
Personal information gathered by HHLT shall be kept in strict confidence. HHLT personnel (staff or volunteers) shall be authorized to access personal information based only on their need to have information for the reason(s) and purpose(s) for which it was obtained. Appropriate physical and electronic measures shall be used to ensure personal information is secure. Access to donor and volunteer records shall be limited to those who require such information to actually fulfill their job responsibilities. Special protection shall be given to all records pertaining to anonymous donors. Confidentiality of donor and volunteer records continue after relationships with the individual are completed.
Donors and funders who request that their name and/or the amount of the gift not be publicly released shall remain anonymous.
Upon request, individuals shall be given access to their own personal information. Further information on your privacy and your rights in regard to your personal information may be found on the website of the Privacy Commissioner of Canada at www.priv.gc.ca.