[approved by Board of Directors November 2023]
Our commitment to privacy
Toronto Foundation (TF) is committed to protecting the privacy of the personal information of our fundholders, donors, prospective donors, Board members, staff, volunteers, and other stakeholders and has adopted privacy practices consistent with the National Standard of Canada Model Code for the Protection of Personal Information, which forms the basis of federal and provincial privacy legislation for this purpose.
Staff member, Board, and Committee members will annually sign a commitment to abide by this and other key policies.
Associate - refers to every staff member, or officer, regardless of full-time, part-time, permanent or term status. “Associate” includes any member of the Board and Committee of the Board. “Associate” also includes any contractors who are advised that this policy applies to them.
What is personal information?
“Personal information” means information about an identifiable individual, but does not include the name, title, business address, telephone number or email of a staff member of an organization. Personal information may include, for example: age, name, address, personal email address, telephone number, date of birth, income, numerical identifiers, gender, ethnic origin, financial information, employment information and credit card number.
Why do we need to collect personal information about fundholders and donors?
The Toronto Foundation (TF) collects, uses and discloses personal information from our fundholders to identify and help them meet their philanthropic needs, process their donations, provide tax receipts, direct their gifts in the manner in which they choose, keep them informed about gift giving opportunities and TF activities, recognize their philanthropic activities in the community, and comply with federal and provincial legal and regulatory guidelines and reporting requirements.
Where donors make gifts to a fund, unless donor anonymity is requested, the TF discloses donation-related information to the fund’s designated representative(s) (“fund representative”) to enable the fundholder to steward gifts and thank donors appropriately. All donors have the right to request anonymity and can do so prior to confirming their donation online, or by noting their request for anonymity when mailing or delivering a donation to the office.
The personal information disclosed to the fund representative, unless anonymity is requested, includes the donor’s name, mailing and/or email address and the donation amount. Prior to receiving donor’s personal information, the fund representative must agree in writing that the personal information received will be used solely for the purpose of acknowledging donors and stewarding donations, and that it will not be shared or used for any other purpose.
TF collects, uses and discloses personal information from our Board members and other volunteers to keep them informed about our activities, assist them in performing their roles in the organization, and comply with federal and provincial guidelines and reporting requirements.
TF collects, uses and discloses personal information from our staff to assist in administering employee benefit programs, accommodate disabled individuals in the workplace, assist staff with illnesses or injuries in returning to work, support their ongoing training and development, and comply with federal and provincial guidelines and reporting requirements.
How does Toronto Foundation (TF) obtain consent?
TF obtains consent for collecting, using and disclosing their name and the name of their personal/family fund in TF’s publications and reports. Once this consent has been obtained, TF will not seek consent again, unless the purpose, use, or disclosure of the personal information changes.
How does Toronto Foundation (TF) control and protect the personal information of its fundholders?
TF only collects and uses personal information that is necessary for the intended purpose. Fundholder information is kept for only as long as necessary and its confidentiality is maintained when it is destroyed. Fundholder personal information is kept accurate, complete and up-to-date for required purposes. TF protects fundholder information from unauthorized access or use through physical and electronic security safeguards and limits access to only authorized persons and only when necessary. All TF Board members, staff, volunteers and the other people working at TF sign confidentiality agreements that require the safeguarding and proper use of fundholder personal information.
How can donors be sure that their personal information is being properly collected, used and protected?
All donors can ask about TF’s privacy practices at any time. Upon written request and with reasonable notice, donors can access their own personal information, challenge its completeness and accuracy, and seek to have it amended.
Donors can also challenge our privacy policies and practices with TF’s privacy officer who will respond in writing, and may take appropriate action, including amending personal information or changing TF’s privacy practices. TF’s privacy officer is the Chief operating officer. The name and contact information for TF’s Privacy Officer can be obtained by calling (416) 921-2035.
If the Privacy Officer does not resolve a person’s complaint to their satisfaction, they can seek more information or file a complaint with the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada 112 Kent Street
Place de Ville, Tower B, 3rd Floor Ottawa ON K1A 1H3
This policy will be reviewed as necessary and at least every three years, and the Governance Committee of the Board, representative(s) of the non-management staff well as members of the senior management staff will be consulted about developing, maintaining, and implementing the policy. Staff members, Board, and Committee members will annually sign a commitment to abide by this and other key policies.
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