The QEII Foundation (the Foundation) recognizes its obligations to respect privacy and is committed to protecting the privacy of the Personal Information of its employees, volunteers, donors, potential supporters and other stakeholders.
The Foundation values the trust of those with whom it deals, and of the public, and recognize that maintaining this trust requires that the Foundation be transparent and accountable in how the information that is shared with the Foundation is treated.This policy meets all legislative requirements with respect to privacy and applies to all employees, volunteers, and Trustees of the Foundation.
All information regarding donors, volunteers, and other stakeholders of the QEII Foundation is kept in the strictest confidence by the Foundation, and will not be disclosed and/or sold, leased, or traded to anyone. The information will only be used by the Foundation for the purpose for which it was collected as disclosed to the individual. The QEII Foundation has adopted the Principles set out in the Canadian Standards Association’s “Model Code for the Protection of Personal Information”.
Guiding Principles and Values
The Foundation is committed to protecting the privacy of all Personal Information it collects, whether from donors, volunteers, or other stakeholders. The Foundation adheres to a Donor Bill of Rights which commits to the handling of Personal Information with respect and confidentiality. The Foundation recognizes that in limited circumstances it must ensure such protection is up to the standards required by the Personal Information Protection and Electronic Documents Act (PIPEDA).
Personal Information- Information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization.
1. Accountability for Personal Information
Information and Personal Information become part of the QEII Foundation’s database and files system when individuals have made a donation or participated in a Foundation program or event. However, names, addresses and telephone numbers which are published in telephone directories or other public records and are not considered personal may be used to acquire new donors for support. The QEII Foundation does not have access to patient records and medical information within the QEII or any part of the Nova Scotia Health Authority (NSHA). However with the express consent of the patient, the Nova Scotia Health Authority may share a patient’s name and contact information for the purposes of having the QEII Foundation contact the individual to provide information about its activities, events and fundraising opportunities.
Personal Information may have occasion to be transferred to a third party for processing. The Foundation shall use contractual or other means to provide a comparable level of protection while the Personal Information is being processed by a third party. The Foundation has a Privacy Officer who oversees compliance with this Policy and acts as the primary contact person on information privacy matters. The Privacy Officer’s contact information is provided at the bottom of this document.
2. Identifying Purposes for the Collection of Personal Information
The Personal Information collected at the time of a donation is collected for the following purposes:
- To comply with Canada Revenue Agency requirements;
- To provide donors with periodic stewardship information;
- To provide donors with appropriate recognition by the Foundation and QEII Health
- Sciences Centre;
- To provide donors and potential supporters with information about QEII Health
- Sciences Centre and Foundation activities, and
- To promote opportunities where donors and potential supporters may support the
- The name and contact information shared by the NSHA is collected for the following
- To initiate contact with potential supporters who provided express consent to be
- To provide potential supporters with information about QEII Health Sciences Centre and Foundation activities and events, and
- To promote opportunities where potential supporters may support the Foundation.
The Personal Information collected from volunteers is collected for the following purposes:
- To provide potential supporters with information about QEII Health Sciences Centre and Foundation activities, and
- To promote opportunities where potential supporters may support the Foundation.
3. Limiting Collection of Personal Information
The Foundation collects a limited amount of Personal Information about its donors and potential supporters. The collection of Personal Information is limited to that which is necessary for the purposes identified by the Foundation. Information will be collected by fair and lawful means. The Foundation does not collect information about a person’s health, other than that which may be volunteered by an individual.
The QEII Foundation gathers information about visits to the Foundation website for statistical analysis (number of visits, time spent on pages, etc.). Information collected will be used to improve the content and design of the website. Statistical information is not related to a particular individual.
The Foundation also collects analytical information, specifically user demographics and online behaviour, relevant to the Foundation website, as well as remarketing information to assist in connecting with potential donors and online development. Remarketing information is provided to the Foundation by Google Analytics and contains information based on a user’s online activity, demographics and tracking. Such information is not linked to an identifiable individual. A specific policy on this provided on the Foundation website and is attached hereto as Appendix A. Users can opt our of Google Analytics.
Staff inquiries/emails are tracked, however the content of such emails is not recorded by the above tracking system. The Personal Information provided when making an online donation is not recorded in the above tracking system nor will the Personal Information be linked to the tracking data. Any and all donation information is collected and moved into< the Foundation’s secure donor database.
Staff inquiries/emails are tracked, however the content of such emails is not recorded by the above tracking system. The Personal Information provided when making an online donation is not recorded in the above tracking system nor will the Personal Information be linked to the tracking data. Any and all donation information is collected and moved into the Foundation’s secure donor database.
4. Consent for the Collection, Use and Disclosure of Personal Information
In obtaining consent for the collection, use, and/or disclosure of Personal Information. In obtaining consent, the reasonable expectations of the individual are relevant. For example, the Foundation can assume that an individual's donation constitutes consent for specific purposes, such as the issuance of an income tax receipt., or subscription to the Foundation’s email list constitutes consent for sending marketing materials. However, an individual would not reasonably expect that Personal Information given to the Foundation would be given to another fundraising organization.
The form of consent sought by the Foundation may vary, depending on the circumstances and the type of Personal Information collected. In determining the form of consent to use, the Foundation will take into account the sensitivity of the Personal Information. The Foundation will generally seek express consent when the Personal Information is likely to be considered sensitive. Implied consent would generally be appropriate when the Personal Information is less sensitive. An authorized representative such as a substitute decision maker if the donor is not capable, a legal guardian or a person having power of attorney can also give consent.
Note: In certain circumstances Personal Information can be collected, used, or disclosed without the knowledge and consent of the individual. For example, legal or security reasons may make it impossible or impractical to seek consent. When information is being collected for the detection and prevention of fraud or for law enforcement, seeking the consent of the individual might defeat the purpose of collecting the information. In addition, if the Foundation does not have a direct relationship with the individual, it may not be possible to seek consent.
Periodic mailings or e-mails on QEII Foundation’s services or events may be sent to individuals. If individuals do not wish to receive these printed materials or emails they can let us know by unsubscribing to emails, placing a phone call or in writing.
Individuals, who supply telephone numbers on-line, by phone or by mail, may receive telephone contact from us if they have requested further information. If individuals do not wish to receive these calls they can let us know by sending an email, placing a phone call or in writing.
Whenever an individual withdraws their consent for the use of their Personal Information the Foundation will ensure all future contact is limited or discontinued according to the instruction of the individual.
5. Limiting Use, Disclosure, and Retention of Personal Information
Personal Information will not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information will be retained only as long as necessary for the fulfillment of those Foundation purposes.
If using Personal Information for a new purpose, the Foundation will document this purpose and seek consent for such use and/or disclosure.
The Foundation has developed guidelines and implemented procedures with respect to the retention of Personal Information. Personal Information that has been used to make a decision about an individual will be retained long enough to allow the individual access to the Personal Information after the decision has been made. The Foundation is subject to legislative requirements with respect to retention periods, therefore all information is retained for a minimum of seven years., with the exception of any information originating from the NSHA, which is retained, returned and/or destroyed in accordance with NSHA policies and any information sharing agreements between the Foundation and the NSHA. The Foundation respects all requests for anonymity and will further limit disclosure accordingly in such circumstances.
The Foundation respects all requests for anonymity and will further limit disclosure accordingly in such circumstances.
6. Accuracy of Personal Information
Personal Information will be kept as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used and/or disclosed. The extent to which Personal Information will be kept accurate, complete, and up-to-date will depend upon the use/disclosure of the Personal Information, taking into account the interests of the individual. Personal Information will be sufficiently accurate, complete, and up-to-date to minimize the possibility that inappropriate Personal Information may be used
to make a decision about the individual.
The Foundation will not routinely update Personal Information, unless such a process is necessary to fulfill the purposes for which the Personal Information was collected.
7. Safeguards for Personal Information
The QEII Foundation takes all possible measures to protect data from loss, misuse, unauthorized access, disclosure, alteration, or destruction.
Personal Information of donors (including title, name, address, telephone number, email address, giving history) is stored in a password protected database and manual filing system within the confines of the QEII Foundation offices. Further, access is limited to a “need to
All staff members agree to a confidentiality clause as part of their employment contract. Staff members with access to an NSHA hospital or any information originating from the NSHA are also required to sign the NSHA’s Confidentiality Pledge. In addition, volunteers with access to Personal Information must sign a Foundation Volunteer Confidentiality Agreement.
Website- All Personal Information provided by Foundation website visitors and donors is secure information. In order to prevent unauthorized access and ensure proper use of information, the Foundation uses password protocols and encryption software to protect personal and other information received when a donation is made online. The Foundation’s software is routinely updated to maximize protection of such information.
8. Openness Concerning Policies and Practices
9. Individual access to one’s own Personal Information
Upon request, an individual will be informed of the existence at, use, or disclosure of Personal Information by the Foundation. Individuals may access Personal Information at any time to ensure that it is correct and current or to edit if so desired.
Note: In certain situations, the Foundation may not be able to provide access to all of the Personal Information that it holds about an individual. Exceptions to the access requirement will be limited and specific. The reasons for denying access will be provided tothe individual upon request. Exceptions may include Personal Information that is prohibitively costly to provide, information that contains references to, or Personal Information about, other individuals, information that cannot be disclosed for legal, security, or proprietary reasons, and information that is subject to solicitor-client or litigation privilege.
10. Challenging Compliance
Phone number (902) 442-7149
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