Please read this policy carefully to understand how we collect, use and store your personal data.
To protect the personal information of WaterAid Canada’s clients and representatives (please see below for definition), while fostering WaterAid Canada’s reputation for integrity.
This policy applies to all WaterAid Canada representatives.
Personal Information: includes any information, such as names, addresses, and phone numbers that can be used to distinguish, identify, or contact an individual. It excludes information that is professional or already in the public domain; or personal information that an individual entered as professional/public.
Consent: can be expressed or reasonably implied through a completed transaction or ongoing relationship. Negative consent can be given through inaction (e.g.: client does not check box to opt-out of contact). Consent can be provided by an individual’s representative.
Commercial Activities: are defined by the Canadian Office of the Privacy Commissioner, in relation to non-profits, as “any particular transaction, act or conduct or any regular course of conduct that is of a commercial character, including the selling, bartering or leasing of donor, membership or other fundraising lists.” It does not include fundraising activities.
Representatives: includes all WaterAid Canada employees, volunteers, and members of the Board of Directors.
Clients: includes donors, customers, website visitors, and other stakeholders
WaterAid understands that you care how information about you is used and shared, and we appreciate you trust that we will do so with the utmost care. We take your privacy seriously and are committed to protecting your personal information.
WaterAid Canada protects the personal information of both its clients and representatives, which is collected through forms and on the WaterAid Canada website, used and transferred when conducting fundraising and commercial activities, or stored in paper and electronic files and databases.
WaterAid Canada, a Canadian registered charity, is the Canadian member of WaterAid, an international federation of international development organizations with members in the UK, America, Australia, Sweden and Japan (collectively “the WaterAid federation”). References to WaterAid and/or WaterAid Canada collectively apply to the WaterAid federation and WaterAid Canada as may be applicable.
COLLECTION OF DATA
WaterAid Canada collects personal information with an individual’s consent and knowledge of the purpose for collection. Therefore, WaterAid Canada will ensure its collection and storage processes clearly identifies the purpose for which the personal information was collected.
Clients can contact the Donor & Data Services Coordinator to view, contest, or correct their personal information. Alternatively, WaterAid Canada may contact clients to confirm their personal information is accurate and complete.
TYPE AND USE OF DATA
We collect two types of information, standard web server traffic pattern information, and information collected through our registration forms and when you make a donation via the website. Standard web server traffic pattern information is comprised of general traffic, site usage, and length of stay information which is collected and stored in log files. This type of information is shared externally, if at all, only on an aggregated basis.
Our registration forms require users to give us contact information that may include name, email address, format preference (HTML vs. Text), mailing address, phone numbers, interests, and similar information. We use this information to contact you should there be a question about your donation and we also use this information to personalize communications to you to keep you informed about our programs and progress.
We will use your email address to contact you about our programs only if you have specifically opted in, in accordance with this Policy. We do not request or store sensitive information from our visitors, such as credit card or social security numbers. WaterAid Canada may keep a record of which links you click within emails in order to gauge the effectiveness of email marketing.
Personal information is not used for the purposes other than those for which it was collected unless prior consent is received or when required by law. WaterAid Canada does not sell or otherwise provide your personal contact information to any other organization and will not do so in the future without obtaining your permission.
Clients have the right to withdraw consent or opt-out of any or all forms of communication from WaterAid Canada (e.g.: phone, mail, electronic, fundraising appeals). If you do not wish to receive these communications, or if you would like to change the frequency or types of communications you receive from us, simply click the unsubscribe link in any email or contact us and we will be pleased to respect your wishes.
SAFEGUARDING OF DATA
WaterAid Canada takes measures to safeguard print and electronic records against loss, theft, unauthorized access, or accidental disclosure.
Personal information is stored behind computer and cloud passwords or in locked cabinets, both of which are located in offices with restricted access. Higher levels of protection are given to more sensitive information (e.g.: encryption when transferring payments through online platforms). All information provided to WaterAid Canada is transmitted using SSL (Secure Socket Layer) encryption. SSL is a proven coding system that lets your browser automatically encrypt, or scramble, data before you send it to us. Access to personal information is also limited to staff members with a legitimate need.
Inactive records are deleted, shredded, or archived in compliance with legal requirements (e.g.: Income Tax Act).
In accordance with WaterAid International procedures, immediate action will be taken to prevent further loss or damage when personal information is at risk of being compromised due to unintentional disclosure (e.g.: misdirected communication), or due to loss, theft or unauthorized access to equipment that stores personal information.
INTERNET PROTOCOL ADDRESS
We collect an IP address from all visitors to our Site. An IP address is a number that is automatically assigned to your computer when you use the Internet. We use IP addresses to help diagnose problems with our server, administer our Site, analyze trends, track users’ movement, gather broad demographic information for aggregate use in order for us to improve the site, and deliver customized, personalized content. IP addresses are not linked to personally identifiable information.
USE OF 'COOKIES'
Upon request, we will provide you with the contact information we maintain about you so that you may request corrections or provide a change of address. This information will be sent via postal mail, which we believe is the most secure method of communication. Please contact us in writing at: 321 Chapel Street, Ottawa, Ontario, K1N 7Z2.
THIRD PARTY WEBSITES
Our Site may contain links to other Web sites which are not under the control of WaterAid Canada. Please note that when you click on one of these links, you are entering another Web site for which WaterAid America has no responsibility. Inclusion of these links is for your convenience only and to enhance your experience on the WaterAid Canada Web site. It does not imply an endorsement by WaterAid Canada. We encourage you to read the privacy statements on all such sites as their policies may be different than ours.
We respect your privacy and allow you to restrict internal and external sharing of your personal information. We recognize that you may wish to limit the ways in which we contact you and we offer the following options should you contact us and wish to opt out of receiving communications from us:
- Do not contact me by phone.
- Do not contact me by postal mail.
- Do not contact me by email.
- Do not contact me with fundraising requests supporting WaterAid Canada
- Do not contact me or share my information with anyone.
If you do not wish to receive any email communications from us in the future, please contact us or click the ‘Unsubscribe’ link at the bottom of any email you receive from us. If you contact us with an opt-out request, all reasonable efforts will be taken to ensure that you will not receive any of the selected communications from us in the future. If you do not wish to opt out at this time, you may do so at a later date should you so desire.
Director of Finance and Administration is responsible for safeguarding the personal information of WaterAid Canada’s representatives (e.g.: human resources files).
Donor & Data Services Coordinator, and the Fundraising Team at large, are responsible for safeguarding the personal information of donors and sponsors.
This Website and the materials on it are owned by WaterAid and/or WaterAid Canada. Reproduction of this material in other publications or on other websites requires the express written permission of WaterAid and/or WaterAid Canada. All rights reserved.
CONTACTING THE WEBSITE
321 Chapel Street
Ottawa, Ontario K1N 7Z2