Ottawa Community Foundation – Feedback Form

Privacy Policy
The Ottawa Community Foundation ("the Foundation") is committed to protecting the privacy of the personal information of its donors, employees, volunteers, and all stakeholders. We value the trust of our stakeholders and recognize that maintaining this trust requires discipline, transparency, and accountability.

The Foundation may collect information through various means, including but not exclusively our website, email, telephone, and in-person correspondence. To ensure the balance between an individual's right to protect their personal information and our need to collect, use or disclose personal information for reasonable organizational operations, the Foundation follows the guiding principles in Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

This Privacy Policy explains how the Foundation collects, uses, and discloses personal information in alignment with PIPEDA's Fair Information Principles.

Discipline
The Foundation aligns its privacy practices with the Fair Information Principles outlined in PIPEDA.

Accountability
The Foundation is responsible for personal information under its control, including personal information shared with a third party. Third parties must safeguard information entrusted to them in a manner consistent with this Policy. The Foundation has appointed a designated Privacy Officer to support the compliance of privacy practices outlined in this Policy

Identifying Purposes
The Foundation identifies the purposes for which personal information is being collected before or at the time of collection. The purposes will primarily be limited to those related to the Foundation's programs and activities. In the course of our work, we may collect information to:
• comply with CRA requirements to process donations
• inform stakeholders of the Foundation's activities
• promote opportunities to support the Foundation

Consent
The Foundation obtains meaningful consent for the personal information it collects. The Foundation will strive for Express Consent, which occurs when someone has agreed verbally or in writing. The Foundation, in some cases, may rely on Implied Consent in limited circumstances. Implied Consent occurs when there is an existing business or non-business relationship but is only valid for two years following the last interaction. For example, an instance in which a person has donated to the Foundation satisfies implied consent. A person may withdraw consent of any kind by contacting the Foundation.

Collection
The Foundation limits the collection of personal information to the minimum required for the purposes identified by the organization.

Use, Disclosure, and Retention
The Foundation will use personal information only for the identified purposes for which it was collected. The Foundation may request consent for new purposes other than those given at the time of collection. Personal information will not be rented or sold to any third party. The Foundation will only disclose information to third parties when there is an agreement that outlines the third party's adherence to the terms of this Policy. The Foundation will retain Personal information for as long as the identified purpose for which the Foundation originally collected remains or as required by law.

Accuracy
The Foundation strives to ensure personal information held is accurate and up to date. Individuals who wish to request corrections to personal information may notify the Foundation in writing.

Protection
The Foundation protects the personal information of individuals by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure, or disposal. Security measures have been integrated into day-to-day practices through coordination with the Foundation's IT Services Provider and regular engagement with staff. Access to documents on the central server is segregated, with access granted only when necessary.

Openness
The Foundation will make this Policy and its privacy procedures readily available. The Foundation will strive to ensure the Policy is straightforward with minimal ambiguity.

Access to Information
Anyone may request confirmation of the existence, use and disclosure of their personal information and shall be given access to that information. The Foundation encourages individuals to request corrections and updates to their information to ensure accuracy and completeness.

The Foundation's designated Privacy Officer is available to address questions or complaints and inquiries related to this Policy or an individual's personal information. For valid complaints, the Foundation will take appropriate measures to rectify the situation to conform to the practices laid out in this Policy.

Contact the Privacy Officer
Address inquiries, complaints, or access requests to:
Privacy Officer, Ottawa Community Foundation
301-75 Albert Street, Ottawa ON K1P 5E7
Email: blam@ocf-fco.ca
Phone: 613-236-1616 x 306