Revised September 28, 2018
WHO WE ARE
The Duke of Edinburgh’s International Award is a global program whose goal is to challenge, empower and recognize young people between the ages of 14 and 24. The Duke of Edinburgh’s International Award – Canada is the national entity (Charity Registration Number 12391 6751 RR0002) licensed in Canada; however this policy applies to its ten (10) Divisions as well.
The Duke of Edinburgh’s International Award – Canada and its Divisions (the ‘Organization’) are committed to protecting the privacy of the personal information of its employees, participants, leaders,
WHAT DATA WE COLLECT
‘Personal Information’ is any information that can be used to identify (or infer the identity of) a specific individual, including for example, your name, address, birth date, gender, etc. In some cases your computer’s IP address can be considered personal information, as it may give some indication of your geographic location.
We may ask you for personal information in a variety of ways, including website forms, surveys, mail-in forms, over the phone and in person. As a member of the Award Family (participant, alumni, Award Leader, Award unit personnel, volunteer, Award staff and/or donor) or if you contact us by email, phone, or on social media, we collect some of your personal information.
We may collect the following personal information:
- Contact information (such as your name, email address, phone number and address)
- Financial information, including billing, account and donation information
- Participation information, including information about your participation in Organization events or programs
- Self-declared medical information for health and safety concerns at specific events.
Cookies and data technology
In some cases, interacting with our web sites, social media accounts or emails provides us with ‘anonymous’ data, such as IP address, link clicks, page visits, the time spent on a page, etc. We use Google Analytics on our website to learn where you are, when you’re using our site and what content you find most interesting. This helps us stay relevant.
We may also use third party cookies, beacons and other storage technologies to understand what website content is most important to you so that we can measure our performance and target sponsored and unsponsored content to you on those third party platforms. For example, we use Facebook’s tracking pixel to learn what content you are interested in on our website so we can serve only our most relevant advertising to you on Facebook. You can opt out from such Facebook advertising by clicking ‘Why am I seeing this?’ on our Facebook ads, clicking ‘Options’ and then selecting ‘Hide all ads from this advertiser’.
It’s possible for the Organization to put anonymous data together with personal information you give us to find out more about you. This helps us respect what we know about you. For example, when we have events or activities that are meaningful locally, we try our best to send promotional materials about them to the affected communities and avoid sending irrelevant or too many emails.
Ways to prevent us from collecting ‘anonymous’ data
Donation and credit card information
In order to donate to us, you may need to provide your credit card information.
In the case of donations made online, the Organization does not collect your credit card information. Instead, this information is collected and processed by third-parties. We use third-party providers to collect your payment information, which is processed directly through those third-party providers who use and store it.
Donations made by credit card in person, through the mail or by phone are collected by the Organization and processed using third-party providers. Your credit card number is used only for the purpose of processing the donation and is not retained in our files.
Below is a list of third-party providers that we use:
- Global Payments Canada
- Donor Perfect
Where possible, and when collected, we will obtain express consent. However, by providing personal information to the Organization, you are providing ‘deemed’ consent to the collection, use and disclosure of your information in accordance with this policy.
We respect your right to control your personal information, including your right to revoke consent to the collection, use or disclosure of your personal information. If you wish to have your information removed from our database, please contact us at the address set out in the Accountability section of this Policy. We will fulfill your request in the timeliest way possible.
Upon reasonable request and notice, you may view and have corrections made to the personal information we hold about you, subject to any legal or contractual restrictions. If you are aware of any inaccuracies in the personal information we hold about you or you wish to remove all of your information from our databases, please contact our Privacy Officer at email@example.com.
Please note: In some cases, we may be required or authorized to collect, use, disclose or retain certain records in accordance with applicable law, including in accordance with Canada Revenue Agency rules. In those cases, we will retain personal information in accordance with or as authorized by applicable law.
Please also note: We may be unable to provide you with certain information or services if you do not give us specific personal information. For example, we cannot issue you a charitable tax receipt if you do not provide your address. Similarly, we are unable to send you an e-newsletter if you do not share your email address with us.
Updating your consent to receiving electronic messages from us
When you provide contact information to us for one purpose, we may contact you using that information for other areas of our work. For example, if you sign up for our notification of an Award Ceremony, we may email you about opportunities to support our work with a donation. Or, if you make a donation and provide us with your mailing address, we may also send a paper newsletter to your home in order to keep you up-to-date with work you’ve helped make happen.
If you would like to stop receiving email from us at any time, click the unsubscribe link at the bottom of any of our emails or email us at firstname.lastname@example.org and type ‘unsubscribe’ in the subject line.
If you would like to stop receiving mail solicitations or our paper newsletter from us, please email us at email@example.com. You can also reach us by telephone at 416-203-0674.
WHY WE COLLECT/USE/DISCLOSE
We collect, store, use and disclose personal information in order to:
- manage, administer, record and support participation in the Award
- verify your identity and personal information
- maintain and update our records
- assess and improve our services
- recruit, train and manage our people
- manage our relationships with stakeholders including Award participants, staff, volunteers and supporters
- deal with confirmed or suspected fraud, misconduct, disputes and illegal activity
- manage accounts and records related to donations and other transactions contact and communicate with you for enhancing and supporting involvement in the Award
- contact and communicate with you in regards to Award related activities and events
- fulfill a specific purpose identified to you at the time of collection
- comply with our legal obligations.
We also collect, use and disclose personal information to communicate with our stakeholders including providing information about the Award activities and events. If you do not wish to be contacted for promotional purposes, you may advise us byusing the contact details below.
We may not be able to do these things – or may not be able to do them effectively – without your personal information.
For example, we may not be able to communicate with you or consider your application for registration, employmentor event attendance.
HOW WE SHARE
Personal information may be shared between the various organizations and persons responsible for administering the Award in Canada including contractors and Award staff. This includes the National Organization and Provincial Award Operating Authorities (also referred to as Divisions), Award Units (e.g. schools and clubs who assist in delivering the Award), assessors, volunteers and Award Leaders (the contact persons and mentors for Award participants).
We exchange personal information with our contractors and service providers that assist in the operation or administration of the Award program from time to time (for example, our mailing house, internet, data storage, auditing, accounting, legal, business consulting, delivery, research, online store and technology providers).
If you apply for a position with us and if you provide us with your express consent to do so we may exchange your personal information with academic institutions, recruiters, screening check providers, health service providers, professional and trade associations, law enforcement agencies, referees and your current and previous employers.
We may also exchange personal information (including sensitive information) with Award organizations located outside of Canada such as The Duke of Edinburgh’s International Award Foundation (IAF) which grants us the licence to operate the Award in Canada (for example delegate details including health information for international exchanges/camps). The IAF may also access information on the Online Record Book (ORB) for the purpose of monitoring that the Award in Canada is meeting its licence obligations, for example by sampling Award Participants’ activity choices and activity hours logged.
We are responsible for overseeing personal information that is maintained for us by third parties who may be outside of Canada. Some of the third parties described above may be located in (but not limited to) the United Kingdom and European Union. In all cases, we ensure that any third party has written policies about not sharing or disclosing your personal information with any other third party without your consent.
HOW LONG WE KEEP YOUR DATA
We will retain your personal information only for as long as necessary to fulfill the purposes set out in this Policy, or as required or authorized by law. It will then be destroyed, erased or made anonymous.
However, if we use your personal information to make a decision that directly affects you, we will keep that information for at least one year after using it so you have a reasonable opportunity to obtain access to it.
HOW DO WE PROTECT THE SECURITY OF PERSONAL INFORMATION
We use both technological and physical methods to protect personal information from misuse, loss or unauthorized access, modification or disclosure. Depending on the circumstances, these methods may include electronic access controls, premise security and network firewalls. While we take reasonable steps to protect the personal information we hold, we are unable to guarantee the security of that information. Please be aware that there are inherent risks in transmitting information across the internet.
If you are concerned about sending information of a sensitive nature to us online, you may prefer to contact us by telephone or mail.
We hold personal information electronically and in hard copy form, both at our own premises and with the assistance of our service providers in Canada.
If you would like to access personal information that we hold about you, it is possible to make an access request by contacting us using the details below. You can also request to update and correct your information.
In some circumstances, we may not be required by law to provide you with access or to correct your personal information. In these circumstances, we will provide you with the reason(s) for refusal. If you disagree with our refusal to make a correction, you can request us to take reasonable steps to associate a statement with the information noting your disagreement.
Unless the above paragraph applies, we will provide you with the following upon your request:
- access to your personal information
- information on how we have used or are using your personal information, and the names of the individuals and organizations to whom we have disclosed your information and the situations in which we disclosed your personal information.
You can cancel or change your consent by giving us reasonable notice, as long as doing so does not break a legal duty or promise between you and the Organization.
We recommend that children up to the age of 18 ask their parents/guardians for permission before sending any information about themselves to anyone over the internet. All under 18 are required to obtain parental consent forms before they can be registered for the Award.
During the registration process, parents have the option to consent for the participant’s name and other information and/or photographs regarding the participant and their participation in the Award being used by The Duke of Edinburgh’s International Award – Canada and/or its Divisions in any future publication for the promotion of the Award Program.
If you have a question or complaint about how we handle personal information or want to access or correct your personal information, you can contact:
National Executive Director
The Duke of Edinburgh’s International Award – Canada
215 Niagara Street, Suite 100
Toronto, ON M6J 2L2
We have a duty to help individuals with their requests and to respond within 30 business days. We can extend the response time in certain cases.
If you are making a complaint, we may request additional details from you and may need to engage or consult with other parties in order to investigate and deal with your issue. We will keep records of your request and any resolution.
Privacy laws are rapidly changing, and as a result we may change this policy from time to time at our sole discretion and without notice. Changes will be reflected on this page. The collection, use and disclosure of your personal information by the Organization will be governed by the version of this policy in effect at that time.
To read the entire Policies of The Duke of Edinburgh’s International Award – Canada, please click here.