Privacy Policy
1. Introduction
InsightHeart Foundation (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at insightheartfoundation.org, use our services, or interact with our organization.
We are a registered Canadian charitable organization, and while nonprofits are generally exempt from PIPEDA (Personal Information Protection and Electronic Documents Act) for most activities, we voluntarily follow PIPEDA’s fair information principles as best practice to ensure your privacy is protected.
2. Contact Information
Privacy Officer: [Name]
InsightHeart Foundation
- Email: info@insightheartfoundation.org
- Phone: 1-844-467-4442
- Address: 2 Bloor Street East, Suite 3500, Toronto, Ontario, M4W 1A8
If you have questions about this Privacy Policy or how we handle your personal information, please contact our Privacy Officer using the above information.
3. What Personal Information We Collect
We may collect the following types of personal information:
3.1 Information You Provide Directly:
- Name and contact information (email, phone, address)
- Donation and payment information
- Volunteer application details
- Program service requests
- Communication preferences
- Emergency contact information (for volunteers/program participants)
3.2 Information Collected Automatically:
- Website usage data (pages visited, time spent)
- IP address and browser information
- Cookie data (see Section 8)
- Device information and location data (general geographic area)
3.3 Sensitive Information:
- Health information (only when necessary for program services like transportation)
- Financial information (for donation processing)
- Background check information (for certain volunteer positions)
4. How We Collect Personal Information
We collect personal information through:
- Online forms on our website (volunteer applications, contact forms, donation forms)
- Email and phone communications
- In-person interactions at events or program activities
- Third-party payment processors for donations
- Background check services for volunteers (with consent)
5. How We Use Personal Information
We use your personal information for the following purposes:
5.1 Core Operations:
- Providing requested services and programs
- Processing donations and issuing tax receipts
- Managing volunteer applications and activities
- Communicating about our programs and services
5.2 Administrative Purposes:
- Maintaining accurate records
- Meeting legal and regulatory requirements
- Improving our services and website functionality
- Ensuring safety and security of participants
5.3 Marketing and Communications:
- Sending newsletters and program updates (with consent)
- Sharing success stories and impact reports
- Promoting fundraising events and campaigns
- Acknowledging donors (unless requested to remain anonymous)
6. When We Share Personal Information
We may share your personal information in the following circumstances:
6.1 Service Providers:
- Payment processing companies (for donations)
- Background check services (for volunteers)
- Email marketing platforms (for newsletters)
- Website hosting and analytics services
6.2 Legal Requirements:
- When required by law or court order
- To protect the rights and safety of our organization and community
- With regulatory authorities as needed for charitable compliance
6.3 With Your Consent:
- When you specifically authorize disclosure
- For testimonials or success stories (with explicit permission)
We do not sell, trade, or rent your personal information to third parties for commercial purposes.
7. Data Retention
We retain personal information only as long as necessary to fulfill the purposes for which it was collected:
- Donation records: 7 years (for tax receipt and audit purposes)
- Volunteer information: Duration of volunteer relationship plus 2 years
- Program participant data: Duration of service plus 1 year
- Website data: 2 years maximum
- Marketing communications: Until you unsubscribe
8. Cookies and Website Tracking
8.1 What Are Cookies:
Cookies are small text files placed on your device when you visit our website to help us improve your browsing experience.
8.2 How We Use Cookies:
- Essential cookies for website functionality
- Analytics cookies to understand website usage
- Preference cookies to remember your settings
8.3 Cookie Control:
You can control cookies through your browser settings. Disabling cookies may affect some website functionality but will not prevent you from accessing basic information about our organization.
9. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Secure servers with SSL encryption for data transmission
- Access controls limiting who can view personal information
- Regular security assessments and updates
- Staff training on privacy protection
- Secure storage of physical documents
10. Your Privacy Rights
You have the right to:
10.1 Access: Request to see what personal information we hold about you
10.2 Correction: Request correction of inaccurate or incomplete information
10.3 Withdrawal of Consent: Withdraw consent for certain uses of your information
10.4 Portability: Request your information in a portable format
10.5 Deletion: Request deletion of your personal information (subject to legal retention requirements)
To exercise these rights, contact our Privacy Officer.
11. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
12. Children’s Privacy
Our programs may serve minors, but we do not knowingly collect personal information from children under 13 through our website without parental consent. For program services involving children, we obtain appropriate parental/guardian consent.
13. International Transfers
Your personal information may be stored and processed on servers located outside Canada. When this occurs, we ensure appropriate safeguards are in place to protect your information according to Canadian privacy standards.
14. Privacy Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with the revision date. For significant changes, we may provide additional notification.
15. Complaints Process
If you believe we have not handled your personal information appropriately:
- Contact our Privacy Officer using the information in Section 2
- File a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca
- Contact provincial privacy authorities if applicable to your situation
16. Consent
By using our website and services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. For certain activities, we may seek additional specific consent.
You may withdraw consent at any time by contacting us, though this may limit our ability to provide certain services.
This Privacy Policy demonstrates our commitment to protecting your privacy while enabling us to fulfill our charitable mission of serving our community.
This privacy policy follows PIPEDA principles and Canadian nonprofit best practices while being clear and accessible for website visitors.