United Way of Greater Simcoe County - Privacy Policy

United Way of Greater Simcoe County is committed to protecting the privacy of its donors and other individuals about or from whom we collect personal information.

The United Way of Greater Simcoe County embraces the principles of the Canadian Standards Association Model Code for the Protection of Personal Information to ensure that all personal information is properly collected, used only for the purposes for which it is collected and is disposed of in a safe and timely manner when no longer required.

United Way of Greater Simcoe County is a vital non-profit organization dedicated to supporting a network of social service agencies through fundraising and fund distribution. We rely on the support of generous contributors, and achieve our fundraising objectives by engaging with and understanding our donors. Because we deal with individuals and information about those individuals, it is essential that we protect the privacy of that information. (Although the Personal Information Protection and Electronic Documents Act ("PIPEDA") does not apply to most United Way activities, we always strive to embrace best practices, and are therefore following the principles of the CSA Model Code for the Protection of Personal Information upon which PIPEDA is based.)

The Privacy Principles

Our mandate is to maintain and enhance long-term relationships with our donors in order to support our funded agencies, and an important aspect of these relationships is knowing these donors. We also recognize that information is precious, and our donors trust us to treat that information appropriately: we are committed to protecting the confidentiality of this data. The following principles reflect our pledge to safeguard donors' personal information:

1. We are accountable for your personal information
   We are responsible for all personal information in our possession. Personal Information is any information that can be used to distinguish, identify or contact a specific individual. This information can include any individual’s opinions, beliefs, as well as facts about, or related to the individual.
   
   Exceptions: Business contact information and certain publicly available information, such as names, addresses, telephone numbers as published in telephone directories, are not considered personal information. If an individual uses his or her home contact information as business contact information, this information is not subject to protection as personal information.
   
   All employees, agents and authorized service providers of United Way of Greater Simcoe County are required to protect the confidentiality of your personal information.
   
   We take every precaution to ensure confidentiality of your information. The data you or your employer provides to us is used to assist in our campaign, process, receipt your donation and respond to any of your requests.
   
   * We keep your personal information and the business you do with us in strict confidence.
   
   
2. We collect, use and disclose personal information only for certain purposes that we identify to you
   
   • We collect, use or disclose personal information only to:
   • Help us in our fundraising campaign
   • Process and receipt your donation
   • Provide you with information about United Way
   • Respond to any of your information requests
   • With your consent, recognize you publicly for your donation if you give us permission
   • Share the information with another United Way or charity at your request
   • We obtain personal information about you lawfully and fairly.
   • Personal information collected will be limited to that required for the purpose or purposes identified by us.
   
   
3. We will obtain your consent
   We collect, use or disclose your personal information with your permission.
   Your permission may be expressed in writing or be implied, and you may give it to us verbally or electronically. You may withdraw your permission to collect, use and disclose your personal information at any time, subject to legal and contractual restrictions and reasonable notice. We will obtain your consent before making information available to third parties.
   
   Examples:
   
   • Designations - when a portion of your gift is directed to another United Way or another charity, we provide the amount of your donation, your name and the name of your employer to the recipient. If you do not wish this to occur, we ask you to indicate this in the appropriate section of your pledge form;
   
   • Leadership Donors - leadership donors may be publicly recognized by United Way. If you prefer to remain anonymous, please indicate this on the box on the form when making your pledge; and
   
   
4. We keep your personal information accurate and up to date
   We maintain appropriate procedures to ensure that personal information in our possession is accurate and up to date. You are entitled to seek a correction of your personal information if you believe that the information in our possession is not correct.
   
   • If you believe any of the information we have collected about you is incorrect or incomplete, you have the right to ask us to change it or delete it.
   • If your personal information is inaccurate or incomplete, we will make the necessary changes.
   
   
5. We do not sell your personal information
   • We do not sell your personal information.
   • We share your personal information with other organizations only in the following circumstances:
   • Workplace Donors - If you are a donor to your workplace campaign, your information is not shared with other organizations, unless a portion of your gift is directed to another United Way or another charity.
   
   
6. We will limit how long we keep information
   We will keep your personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as required by law.
   
   When we destroy personal information, we will use safeguards to prevent unauthorized parties from gaining access to that information during the process.
   
   
7. We safeguard your personal information
   The United Way of Greater Simcoe County will protect your personal information by safeguards that are appropriate to the sensitivity of that information.
   
   Access to your personal information is restricted to United Way of Greater Simcoe County employees who need it to do their jobs.
   
   We maintain appropriate technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification.
   
   We have developed security procedures to safeguard and protect personal information against loss, theft, unauthorized disclosure, copying, and unauthorized use or modification. We will maintain appropriate safeguards and security procedures that reflect the types of documents, including electronic or paper records, organizational measures including security clearances and limiting access on a "need-to-know" basis, and technological measures such as the use of passwords.
   
   We collect only the domain name (e.g., Sympatico, Hotmail, etc.) not the email address of visitors to our website, unless you choose to register on our website. Our site uses "cookies" – small files containing information that track a visit to a website – in a session limited way. These temporary files follow the flow through the site in order to improve service to visitors, do not remain on your computer at the end of your visit, and cannot be used to obtain any personally identifiable details.
   
   Your browser can be set to notify you before receipt of a cookie, so that you can decide whether or not to accept it. (You can also set your browser to turn off cookies, but if you do so, some areas of our site and others may not function properly)
   
   
8. We will be open about our privacy practices
   The United Way of Greater Simcoe County will make readily available to you specific information about our policies and practices re lating to the management of personal information.
   
   
9. We allow you to access your personal information
   You may ask whether we hold any personal information about you, ensure that it’s accurate and to see that information, as provided by law. You also have the right to know:
   
   • how we collected your personal information.
   • how we are using it.
   
   You also have the right to personally view the data, which can be arranged provided photo identification is produced.
   
   
10. You may register a complaint
    You may register a privacy-related complaint by contacting United Way Greater Simcoe County’s Privacy Officer. We will explain our procedure and inform you about other complaint procedures available. We will investigate all complaints. If an objection is justified, we will take all appropriate steps to repair the situation, including changing our policies and practices if necessary. Personal information relating to volunteers, job applicants and employees are subject to similar protocols.

United Way of Greater Simcoe County Statement
of Principles for Donors' Rights

The Donor participates in the very essence of our mission and purpose, exercises rights, prerogatives and fundamental privileges that must be recognized at all times and without reservation.

The right to be informed of United Way of Greater Simcoe County’s (UWGSC) mission and purpose and to become a member of the organization if the donor so wishes;

1. The right to know the identity of UWGSC’s officers and members of the Board of Directors and to expect that they act with the greatest transparency, integrity and discernment in implementing the organization’s mission and purpose for the best interests of the community;
2. The right to have access to UWGSC’s annual financial statements and to easily obtain a copy;
   
3. The right to know how donations, directly or indirectly contributed to UWGSC are distributed, and to be assured that donated funds are used as intended by the donor;
   
4. The right to be treated with consideration and respect by UWGSC and to receive appropriate acknowledgment and recognition;
   
5. The right to confidentiality regarding personal information about donors and facts about their donations;
   
6. The right to expect that all relationships between UWGSC’s representatives and the donor, will be professional in nature;
   
7. The right to be informed of the exact nature of the relationship which exists between fundraisers and the organization;
   
8. The right to expect that UWGSC will not share or sell a mailing list which includes the donor’s name, without providing the donor with a meaningful opportunity to decline;
   
9. The right to ask questions of the organization and to expect prompt, truthful and complete answers in an easy-to-understand manner.

Our Commitment to You

Our donors are the foundation of United Way and its support of a vital network of more than 28 health and social service agencies. Your generosity helps 150,000 people every year, strengthening communities across Greater Simcoe County.

Maintaining your trust and confidence through transparent financial and fundraising best practices has always been one of our utmost priorities. Our commitment to you has initiated a number of codes of conduct to protect your rights including our Privacy Policy and our Statement of Principles for Donors' Rights.

In March 2008, we took another step to ensure your valued trust and confidence. United Way of Greater Simcoe County is now a flagship member of the new Imagine Canada Ethical Fundraising and Financial Accountability Code.

The Code provides donors and the public with criteria to evaluate a charity's financial and fundraising practices. We are currently well aligned with the Code and in some cases exceed sector standards. Our voluntary adoption of the Code complements our history of good governance and will help us to continue to provide the highest possible degree of accountability and transparency to our donors at all times. Click below to view Code.