United Way of KFL&A
417 Bagot Street
Kingston, ON K7K 3C1
Tel (613) 542-2674 ext 1102
United Way is committed to protecting the privacy of all individuals. United Way will collect and use personal information necessary to process donations and payments; to redirect a donation or any part of a donation to another charity as instructed by a donor; to confirm renewal of giving and maintain a donation history; to issue tax receipts; to keep a donor informed about giving opportunities and the work of United Way; to acknowledge and recognize donations and to comply with federal and provincial regulatory guidelines and reporting requirements. Where United Way process donations on behalf of other United Ways, the information collected will be shared with your local United Way for these purposes. United Way appoints a privacy officer to handle all queries and concerns.
This policy outlines United Way of Kingston, Frontenac, Lennox & Addington’s (UWKFLA) commitment to respecting the privacy of personal information of individual persons and social identity data and explains how UWKFLA collects, uses, protects and discloses personal information. This includes the personal information of donors, prospective donors, board members, volunteers, individuals who engage with us on community initiatives, and our staff.
This policy governs the activities of UWKFLA. UWKFLA is an autonomous organization, legally separate from United Way of Canada and other United Ways. While all United Ways share a commitment and respect for personal information privacy, details on how each United Way does so can be obtained by contacting the United Ways individually.
Commitment to Protecting Your Privacy
UWKFLA recognizes a reliance on the support of thousands of individuals who engage in support of their community. It is recognized that information is precious, and supporters trust UWKFLA to treat their information with respect for their privacy and a commitment to protecting the confidentiality of data. It is essential to protect the privacy of the personal information individuals may choose to share with the organization or that may be gathered by other lawful means.
What is Personal Information?
Personal information refers to information about an identifiable individual, but excludes certain business contact information, specifically name, title, business address or telephone number of an employee of an organization. From time to time, UWKFLA may, acting reasonably, collect information about identifiable individuals from published or public sources for the purposes of developing relationships with individuals.
The areas in which UWKFLA collects and uses personal information in accordance with this policy are principally, but not limited to:
UWKFLA’s work to improve social conditions involves working with individuals acting on their own initiative or as representatives of community agencies, governments and other partner organizations that share common social objectives. UWKFLA gathers and uses personal information to keep individuals informed about relevant UWKFLA activities and work, and with permission may share personal information with others who share similar social objectives and a desire for networking. UWKFLA also gathers and uses personal information to provide professional development programs in the sector.
UWKFLA will collect and use personal information necessary to process donations and payments, redirect a donation or any part of a donation to another charity as instructed by the donor, issue tax receipts, confirm renewal of giving and maintain a donation history, keep donors informed about giving opportunities and the work of UWKFLA, acknowledge and recognize donations, and comply with federal and provincial regulatory guidelines and reporting requirements.
Workplace Campaign Participation
UWKFLA supports organizations (workplaces) who run internal employee giving campaigns. UWKFLA may be provided with employee names, business contact information and other employee-related information in order to provide personalized campaign pledge tools to carry out a workplace campaign. UWKFLA will work with organizations delivering workplace campaigns to determine data needs that ensure an optimal experience for employees and which also meets the organization’s personal data management policies. The data provided to UWKFLA is used only for the purposes of setting up the pledge tools. If the employee chooses to make a donation, UWKFLA will retain personal information provided directly by the donor and any associated workplace employment information required to manage the donation.
In some situations, the workplaces run campaigns that reach beyond employees to include other related individuals such as retirees or contractors. UWKFLA follows the same practices in working with these individuals as it does with workplace employees.
UWKFLA will collect and use personal information to establish and maintain the volunteer relationship, assist volunteers in performing their volunteering roles and responsibilities, and keep them informed about relevant UWKFLA activities and the work of UWKFLA.
UWKFLA will collect and use personal information necessary to communicate with individuals about events, contests and promotions in which they participate, communication concerning related transactions, information about UWKFLA and other events that they may be interested in, recognize participation and award prizes, and comply with federal and provincial regulatory guidelines and reporting requirements.
UWKFLA collects and uses personal information to establish, maintain, administer and, in some cases, terminate the employment relationship including ongoing obligations regarding benefits, medical history and group RRSPs.
United Way Kfl&A (Uwkfla) Privacy Principles
The following principles reflect our pledge to protect the privacy of your personal information:
UWKFLA is responsible for all personal information in our possession, including any personal information transferred to third parties for handling or administrative purposes,
UWKFLA collects, uses and discloses personal information only for certain purposes that we identify to you. The purposes for which personal information is collected will be identified at the time the information is collected.
With your consent, we collect information about you for various purposes, including the following:
- To establish and/or confirm your identity.
- To administer your involvements with us, including your donations, event participation, community engagements, volunteering, or employment, and contact you about your continued involvement.
- To know now who each of our donors, volunteers and other supporters is in order to manage and develop our resources to fulfill our mission to serve the greater good of the community.
- To respond to your information requests.
- To periodically, , send you literature on United Way or invite you to events or information sessions that are aligned with your interests.
- To thank you and, with your consent, publicly recognize your financial or non-financial contributions.
- To share information with other individuals or organizations only with your consent, including organizations which you redirect donations to, volunteer at on our behalf, or interact with on our behalf.
- To generate statistics and aggregate reporting to help us and our partner organizations understand where we can have greater impact on the community.
- To meet legal and regulatory requirements.
UWKFLA obtains personal information about you lawfully and fairly. We collect, use or disclose your personal information with your permission, except where otherwise required or permitted by law.
You may withdraw your permission to the use and disclosure of your personal information at any time. We will comply, subject to legal, contractual or technical restrictions. For example, if you ask to not receive any mail from us, steps are taken to suppress donation requests or general information, but UWKFLA will still mail you a tax receipt for a donation or send you a statement of your outstanding payments against your pledged donation. Due to printing and distribution schedules, you may continue to receive some communications that were in process before we received your request. If there are various options to how UWKFLA may handle your request, the options will be explained to you so that you can choose how you wish the organization to handle your request.
Personal information collected will be limited to that required for the purposes identified by us.
Limiting Use, Disclosure and Retention
We use your information for the purposes identified to you. When we intend to use your personal information for a purpose not identified to you when the information was collected, we will identify the new purpose and obtain your permission prior to use.
UWKFLA does not sell your personal information.
UWKFLA will disclose your personal information in the following circumstances:
- To collect and use personal information to process donations and payments, issue tax receipts, confirm renewal of giving, maintain a donation history, keep donors informed about giving opportunities and our work, acknowledge, recognize and thank donors, and comply with federal and provincial regulatory guidelines and reporting requirements.
- UWKFLA is respectful of the donor’s right to privacy and works with the individuals responsible for employee campaigns to limit with whom we share the information, and to only share information necessary for the purposes of the campaign. United Way respects and works within the requirements of your organization’s internal policies on access and use of employee personal information.
- To share information with other United Ways for donations designated to another United Way community. Your information is disclosed only to the specific United Way involved in your donation.
- UWKFLA may contract with carefully selected third parties to perform services for us or on our behalf. When the third parties are selected, we ensure that they use security and privacy standards comparable to our own.
- In all other situations, UWKFLA will disclose your personal information only with your consent, or as otherwise required or permitted by law.
UWKFLA will keep your personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as required by law. There are guidelines and procedures for the retention and destruction of personal information. When destroying personal information, UWKFLA will use safeguards to prevent unauthorized parties from gaining access to that information during the process.
UWKFLA maintains appropriate procedures to ensure that personal information in our possession is as accurate and up to date as is necessary for the purposes for which it is to be used. We rely on you to provide us with any changes to your personal information, and in particular to your contact information.
If you believe any of the information collected about you is incorrect or incomplete, you have the right to ask to change it or delete it. If your personal information is inaccurate or incomplete, we will make the necessary changes.
UWKFLA maintains appropriate technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification.
Access to your personal information is restricted to UWKFLA employees, agents and authorized service providers who need the information to fulfill the purpose for which the information was collected. UWKFLA will protect your personal information by safeguards that are appropriate to the sensitivity of that information and the format of the information, whether electronic or physical.
Procedures include physical security measures, organizational measures including security clearances and limiting access on a “need-to-know” basis, and technological measures such as the use of passwords and encryption. When it comes to the handling of electronic records, UWKFLA adheres to Payment Card Industry Data Security Standards (PCI DSS).
You may ask whether UWKFLA holds any personal information about you, see your information and ensure that it is accurate. UWKFLA may ask that you submit your request in writing. UWKFLA will need to confirm your identity prior to disclosing any information to you as a result of your request.
You also have the right to know how your personal information was collected and how it is being used. You will be informed of the specifics to the best of our abilities.
You may register a privacy-related complaint by emailing UWKFLA’s Privacy Officer. We will investigate all complaints. If an objection is justified, we will take all appropriate steps to repair the situation, including reviewing and changing our policies and practices if necessary.
If you have any privacy concerns, you may contact our Privacy Officer (John DiPaolo) by phone at 613-542-2674 extension 1102 or email firstname.lastname@example.org.
A note about our websites:
UWKFLA collects two basic types of information on our websites, personally identifiable information which you submit and information about your interaction with our websites using digital markers such as cookies and web beacons. We collect personally identifiable information when you provide it to us by participating in certain activities that require response, registration or donations.
When you visit our websites, we also automatically log information about your visit. The information collected about your visit includes, but is not limited to:
- The current Internet protocol (IP) address and the type of computer operating system you are using (e.g. Microsoft Windows or Mac OS)
- The type of browser you are using (e.g. Firefox or Internet Explorer)
- The referring website that brought you to the UWKFLA website
- Your UDID (for mobile devices)
- The domain name of your Internet Service Provider
- Your activities while visiting the Website (e.g. which of our Web pages you viewed)
UWKFLA may use third-party services, such as Google Analytics to process this information.
UWKFLA and its service providers use this information to analyze the performance and effectiveness of our website, for technical reasons to facilitate navigation through our website and to present personalized content. For example, in order to navigate through our online campaign tool, our Web server must recognize you in order to ensure that your donation is correctly applied and that you are able to navigate securely through the pages related to the campaign.
You may adjust your browser settings to reject digital markers, including cookies, if you so choose. Visiting our website with cookies disabled will have no significant impact on your ability to view our websites.
UWKFLA also uses technical methods for tracking purposes, including clear gifs (also known as web beacons) in HTML emails that we send to determine whether you have opened those emails and/or clicked on links in those emails. UWKFLA uses this information to analyze the performance and effectiveness of our emails.
You may be able to disable Web beacons in email messages by not downloading images contained in the message you receive (this feature varies depending on the email software you use).
Event registrants and donors on our websites are linked to secure servers. UWKFLA uses a secure payment service for credit card transactions.