The Kanata Food Cupboard is committed to protecting the privacy and personal information of our clients, volunteers, donors, employees, other stakeholders, and users of our website.  We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us.

This policy describes:

• How we collect, use, disclose, and protect the personal information that is provided to us
• The types of information we may collect from you, or that you may provide when you visit our website
• Our practices for collecting, using, maintaining, protecting, and disclosing that information

 

Defining Personal Information

Personal information is any information about an identifiable individual, such as information that can be used to distinguish, identify, or contact a specific individual.  This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual (e.g. name, address, phone number, and e-mail address).  Generally, personal information does not include most business contact information that is solely used to communicate with you in relation to your employment, business, or profession.

 

Privacy Practices and Protection of Information

The Kanata Food Cupboard is committed to the following 10 privacy principles described in the federal Personal Information Protection and Electronic Documents Act (PIPEDA) when collecting, maintaining, and using personal information:

1. Accountability

The Kanata Food Cupboard is responsible for personal information under our control.  We have designated a Privacy Officer who is responsible for our compliance with these privacy principles. There are other individuals within The Kanata Food Cupboard who are responsible for the day-to-day collection and management of personal information.

2. Identifying Purposes

The purposes for which personal information is collected shall be identified by The Kanata Food Cupboard at or before the time the information is collected.

3. Consent

The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information, except where inappropriate.

4. Limiting Collection

The collection of personal information shall be limited to that which is necessary for the purposes identified by The Kanata Food Cupboard.  Information shall be collected by fair and lawful means.

5. Limiting Use, Disclosure, and Retention

Unless the individual consents otherwise or it is required by law, personal information shall only be used or disclosed for the purposes for which it was collected.  Personal information shall be retained only as long as necessary for the fulfillment of those purposes.

6. Accuracy

Personal information shall be as accurate, complete, and up-to-date as possible to properly satisfy the purposes for which it is to be used.

7. Safeguards

Personal information shall be protected by appropriate security relative to the sensitivity of the information.

8. Openness

The Kanata Food Cupboard shall make detailed information about its policies and practices relating to the management of personal information publicly and readily available.

9. Individual Access

Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal information and shall be given access to that information.  An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

10. Challenging Compliance

An individual shall be able to challenge The Kanata Food Cupboard’s compliance with the above principles.  Their challenge should be sent via email to our Privacy Officer at privacy@kanatafoodcupboard.ca.

 

Personal Information We Collect

We may collect, use and disclose different types of personal information, depending on our relationship with you.  Generally, we collect the following types of personal information (not all of which may apply to you):

• Identity information, such as your first and last name
• Contact information, such as your e-mail address, billing address, and telephone numbers
• Financial information, such as your bank account number and payment card details
• Comments, opinions, or feedback you provide to us about our programs and services
• Event participation information, such as your enrollment and attendance at our events
• Marketing and communications information, such as your preferences for receiving communications from us

We also collect, use, and share aggregated and anonymized data for the purposes of analyzing the operation and use of our services.  Aggregated and anonymized data is not considered personal information because it cannot be used to identify you.

 

How Personal Information Is Used

The personal information we collect may be used for the purpose for which it was collected, as provided in this Privacy Policy, or for other purposes that are disclosed to you and to which you consent.

The Kanata Food Cupboard collects and uses personal information for the following purposes:

• To process your donations and issue tax receipts
• To respond to your questions or enquiries
• To send you informational, fundraising, or promotional communications
• To provide you with information, products, or services that you request from us
• To recognize you as a donor or volunteer
• To carry out other purposes that are disclosed to you and to which you consent, or
• To carry out any other purpose permitted or required by law.

The Kanata Food Cupboard is committed to protecting the privacy of children.  We will not use personally identifiable information from any individual known to be under the age of eighteen (18) for the purpose of solicitation without receiving consent from their legal guardian.

We will not share your personal information with any other party without your consent.  The Kanata Food Cupboard does not sell or share its mailing lists with any other businesses or organizations.  Whenever we require the support services of other organizations, we will require them to conform to our privacy standards.

Certain information submitted through electronic donation is shared with other parties necessary to complete credit card transactions, including, without limitation, credit card companies, credit card clearing houses and processors, and financial institutions.  These other parties are responsible for their own privacy policies and for maintaining privacy and confidentiality for all information provided to them.  If a user has any questions or concerns about the privacy policies of those parties, they must contact such parties.

 

Retention, Storage, and International Transfer of Personal Information

The Kanata Food Cupboard will retain your personal information for as long as necessary to fulfill the purposes for which we collected it, and as permitted or required by law.

We may transfer your personal information outside of Canada to fulfill the purpose for which we collected it, including for processing and storage by service providers.  While your personal information is outside of Canada, it is subject to the laws of the country in which it is located, which may have different data protection laws than Canada.  Those laws may require disclosure of your personal information to authorities in that country.

 

Information Security

The Kanata Food Cupboard has implemented physical, organizational, contractual, and technological security measures in an effort to protect your personal information from loss or theft, unauthorized access, use, or disclosure.  For example:

• We train our employees and agents on the importance of safeguarding personal information
• We restrict access to your personal information to those employees or agents who need access for authorized purposes
• We protect personal information in electronic form using technological means such as firewalls, access controls, and encryption.

Despite these measures, we cannot guarantee that our safeguards will always be effective.  A breach of security safeguards can result in such risks as phishing and identity theft.  In such cases, we will act to mitigate the risks and to inform you where there is a real risk of significant harm, or as otherwise required by law.

 

Links to Other Websites

The Kanata Food Cupboard website may contain links to other websites that are independently owned and operated by third parties.  These links are provided to you as a convenience only.  These other websites may have their own privacy policies and are not governed by this Privacy Policy.  We are not responsible for the privacy practices or the content of any website(s) owned and operated by any such third parties.  Other websites may collect and treat information collected differently, so we encourage you to carefully read and review the privacy policy for each website you visit.

 

Updating Your Personal Information and Access Requests

The Kanata Food Cupboard expects you to supply us with updates to your personal information, when required.  We will not routinely update your personal information unless such a process is necessary. You may make a request to review personal information about you that we have collected, used, or disclosed, in which case we will make reasonable efforts to comply with your request.  You may also dispute the accuracy or completeness of your personal information in our records.  We may require that you provide sufficient identification to fulfill your request to access or correct your personal information.

 

Changes to this Privacy Policy

The Kanata Food Cupboard reviews our privacy practices from time to time, and we reserve the right to modify or update our Privacy Policy.  When changes are made, they will become immediately effective when published on our website, unless otherwise noted.  The Privacy Policy was last revised as of the date that appears at the bottom of this page.

 

Contact Information

If you have any questions, comments or concerns relating to The Kanata Food Cupboard’s Privacy Policy and how this organization treats the personal information collected, please contact our Privacy Officer by email at privacy@kanatafoodcupboard.ca.

 

Revised May 2024