Print Trait d'Union Outaouais Inc. (TUOI) takes the privacy of your personal information very seriously. Within this privacy policy, we will inform you about how our organization collects, uses and shares the personal information you may provide to us throughout your use of our website and services, including electronic tools, applications, forums, event registration pages, publications, electronic newsletters, ticket purchases and online or postal donations.
This Privacy Policy is an essential part of our Terms of Use, which set out the rules you agree to respect when using our services. We undertake to collect, use and share your personal data in accordance with this privacy policy, without exception. By using our services, you confirm that you have read the privacy policy, understand its provisions, and consent to the collection, use and disclosure of your personal data in accordance with this policy.
Objectives
This policy aims to:
- Present the principles governing the protection of personal information.
- Define the roles and responsibilities of the different parties involved in the protection of personal information.
Scope of Application
This policy applies to all members, partners, donors, volunteers, and employees. This policy applies to personal information collected, held, retained, communicated, used, or destroyed by Trait d'Union Outaouais Inc.
Principles Relating to the Protection of Personal Information
TUOI is committed to respecting and applying the principles relating to the protection of personal information. The detailed expectations of the various parties responsible for applying the policy are more fully described in the directives and procedures which stem from this policy.
Responsibility
TUOI is responsible for all personal information under its care, including that entrusted to a third
party for processing.
- What personal information do we collect?
Personal information is as follows: Any information concerning a natural person that enables that person to be identified, directly or indirectly, is personal information.
Examples:
- Name;
- Date of birth, age, sex, citizenship;
- Telephone number;
- Home address;
- E-mail address;
- Participant's complete file;
- Banking information for donors who make monthly donations via automatic bank transfers or other methods;
- Answers to questions about registering for a particular program;
- Any other personal information we have not requested (such as personal information you voluntarily provide in an e-mail); or
- Any other information required for TUOI's activities.
- Purpose for which your personal information is collected
TUOI may use your personal information for the following purposes:
- To provide you with our services and programmes;
- To manage our relationship with you and the provision of our customer service;
- To identify you in our computer system;
- To manage our organization and its activities;
- To answer questions you send via Yapla, by e-mail or by phone;
- To contact you for fundraising or other purposes;
- To facilitate and process your registration for certain activities, courses, events and
- programmes;
- To identify you when you log in to your Yapla account;
- To communicate with you by e-mail about our mission, programmes and events;
- To deliver and evaluate the programmes for which you are registered;
- To collect payment for your activities, donations, or purchases of articles or online
- tickets;
- To issue tax receipts, if applicable;
- To follow-up on communications with you;
- To improve and facilitate the development of new services; and
- Any other purpose permitted or required by law.
- When do we collect your information?
We may collect your personal information when you use our programmes and provide it
voluntarily. For example, we may ask you to provide personal information if you:
- Use our programmes or activities;
- Create a user account (membership);
- Log into your account;
- Make a donation;
- Use our online tools;
- Send a question or comment to our organization by e-mail, phone, fax or via our
- website;
- Contact an employee, by phone or in person;
- Take part in an event organized by TUOI;
- Subscribe to electronic communication; or
- Use form features on the member platform that require personal information.
Personal information posted, used or disclosed through a LinkedIn page, Facebook page or any other social networking site is subject to the privacy policies of those websites and is not covered by this Privacy Policy.
- Limiting Collection of Personal Information
TUOI determines the purposes for which it collects personal information and will inform the individuals concerned of the use that will be made of this information. The collection of personal information is limited to that which is necessary for the purposes identified in this Privacy Policy and we will collect, use, and disclose your personal information in accordance with this Privacy Policy.
Consent
TUOI will inform concerned individuals and obtain their consent for the collection, use or
disclosure of their personal information, subject to certain exceptions provided by law.
Consent may also be given by an authorized representative.
Consent must be explicit, free, informed and given for specific purposes, and must not be
obtained by subterfuge.
- Use, Disclosure and Retention of Personal Information
Your personal information will not be used without your consent for purposes other than those for which it was collected or in accordance with applicable law. From time to time, we may use personal information collected for new or additional purposes and, if so, we will amend this Privacy Policy to include such new or additional purposes and will obtain your consent.
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to meet our legal obligations.
TUOI may use or disclose personal information for other purposes with the consent of the individual or as required by law.
- Data Processing in Other Countries
To provide you with programs and services, we may use service providers, data processors, and other third parties to perform certain services on our behalf. These third parties may store, process, and transmit personal information on servers located outside Canada, in jurisdictions whose privacy laws may differ from those of Canada, which may include the United States of America. As a result, personal information may be subject to access requests by governments, courts, or local legal authorities in those jurisdictions, in accordance with the laws of those jurisdictions. For example, we may share information in response to valid requests from government authorities, courts, and legal authorities in those countries. Subject to applicable laws in these other jurisdictions, we will make every reasonable effort to ensure that adequate safeguards are in place with our third parties, requiring them to maintain a level of protection for personal information equivalent to that which applies in Canada.
- Links to Other Websites
Our website may contain links to other websites or Internet resources, including those owned by our sponsors, partners, or collaborators. When you click on one of these links, you are connecting to another website or Internet resource that may collect information about you voluntarily or through the use of cookies or other technologies. We are not responsible for the privacy practices, or the content of any sites owned and operated by third parties. As these other sites may collect and process the information they collect differently, we encourage you to review and carefully read the privacy policy of each site you visit.
- Providing Your Credit Card Details
If you make a credit card payment through our organization, we will request such information as is reasonably necessary to complete the transaction. The information you provide for a one-time payment, such as credit card numbers and security codes, credit card names and expiration dates, is transmitted directly from you to the credit card processing company; TUOI does not store any data. TUOI will send you an e-mail confirming that the credit card transaction has been completed.
- Security
In order to protect your personal information, TUOI uses security safeguards appropriate to the sensitivity of the information.
We maintain reasonable technical, physical, and administrative safeguards to protect your personal information against loss, theft, and unauthorized access. All personal information you provide to us is exchanged via a secure server (SharePoint). Unfortunately, the security of any data transmission over the Internet cannot be fully guaranteed; therefore, while we are fully committed to protecting your personal information, we cannot ensure or warrant the security of any information or personal information you provide to us.
We take all reasonable steps to verify your identity before granting you access to your Yapla account; however, it is your personal responsibility to maintain the confidentiality of your username, password, and any other information related to your account. We also take reasonable steps to ensure that TUOI employees understand the importance of maintaining the confidentiality of personal information and that unauthorized persons should not have
access to personal information that we have disposed of or destroyed.
- Accessibility and Accuracy of Your Personal Information
You may request access to the personal information we retain about you by contacting us using the contact information provided below, and we will respond to your request within the timeframes provided by applicable law. We will verify your identity before providing you with the personal information we hold about you. There is no charge for such a request. Please note that we cannot authorize access to your personal information when it cannot be separated from information about other individuals, cannot be disclosed for security reasons, or is protected by legal privilege. If we are unable to provide you with access to your personal information, we will notify you of the reasons for denying access.
You may request updates or changes to your personal information by contacting us using the contact information provided below. We will endeavour to correct or update personal information that you identify as inaccurate or incomplete. Where appropriate, changes will also be forwarded to relevant third parties having access to such information.
- Electronic Communications
TUOI complies with Canada's Anti-Spam Legislation (CASL) and will not send you electronic communications that contravene this legislation.
We will ensure that each of our emails provides the necessary option and opt-out instructions if you do not wish to receive future emails from TUOI. You can unsubscribe by clicking on the link provided in the e-mail, by sending an e-mail to admin@traitdunionoutaouais.com, or by calling us at 819-595-1290 ext. 23. If we do not have your express consent to send you electronic communications, we will only contact you for the limited purposes permitted by law.
12. Changes to this Privacy Policy
TUOI may, from time to time and at its sole discretion, change this Privacy Policy without prior notice to you. TUOI's collection, use, and disclosure of your personal information will be governed by the version of this Privacy Policy in effect at the time. We will post the most current version of this Privacy Policy on our web site, indicating at the bottom of this page the date this Privacy Policy was revised. Please check this Privacy Policy periodically to
ensure that you are aware of any updates or changes.
Your Consent to the Provisions of this Privacy Policy
When you use our services, programs and activities and provide us with your personal information, you consent to the collection of your personal information by TUOI, and you knowingly consent to the collection, use, disclosure and transfer of your personal information in accordance with this Privacy Policy. If you do not understand the nature, purpose and consequences of the collection, use and disclosure of your personal information to TUOI, please contact us as specified below so that we may address any questions or concerns you may have.
Subject to legal and contractual requirements, you may refuse or withdraw your consent to certain of the purposes identified in this Privacy Policy at any time by contacting us using the contact information provided below. If you refuse or withdraw your consent, you acknowledge that TUOI may not be able to provide or continue to provide you with certain services, programs and information that may be of value to you.
Roles and Responsibilities
Board of Directors
- Approves the present policy and any modifications made to it; and
- Designates the person responsible for the application of this policy.
Privacy Officer
- Acts as the person responsible for this policy;
- Manages the application of this policy and the directives arising from it;
- Is responsible for managing any incident related to the protection of personal information in accordance with applicable laws.
- Reports to the Board of Directors on the management of this policy; and
- Acts as respondent for any question relating to the protection of personal information.
Opportunity to File Complaints Regarding Non-compliance with these Principles
TUOI offers the opportunity to file a complaint in the event of non-compliance with the principles relating to the protection of personal information, by establishing policies and guidelines relating to the handling of complaints and the resolution of disputes, which it makes available to the persons concerned.
How to Contact Us
We welcome your feedback. If you have any questions, comments, or concerns about this Privacy Policy, or if you would like to pursue any of the following options:
- Consult the personal information you have provided to us to verify its accuracy, update it, or delete it from our files;
- Request that we stop sending electronic communications or contacting you in any other way; or
- Report any violation of this Privacy Policy.
Please contact the Privacy Officer:
Mr. Federico Gauchat, Director General
E-mail address: Federico@traitdunionoutaouais.com
Telephone : 819-595-1290, ext. 22
Revision
This policy will be revised from time to time, without exceeding a period of 3 years from the date
of its adoption or last revision.
Entry into Effect and Revision
This Privacy and Data Protection Policy takes effect on September 19, 2023.
