1. Policy Objective
We are committed to protecting your personal information. This Personal Information Protection Policy (the “Policy”) outlines the YMCAs of Québec’s (the “YMCA”) current direction and practices regarding the personal information we collect directly from you or through our websites and other social media platforms (the “Service”).
It also describes how we use this information and the steps we take to ensure their security.
2. Applicable Laws
This policy is governed by and interpreted in accordance with the laws of the Province of Quebec (Canada) and the laws of Canada applicable to contracts entered into and performed by Quebec residents. Youhereby irrevocably submit to the jurisdiction of the courts of the District of Montreal in the Province of Quebec.
3. Personal Information We Collect
“Personal information” refers to the information about you, including your name, email address, mailing address and telephone number.
The personal information collected generally falls into one or more of the following categories:
- Identifying information: Last name, first name, mailing address, email address, telephone number, social insurance number.
- Technical or digital information: IP address, date and time of connection, pages visited.
- Financial information: Payment information, type and amount of a donation.
- Health information: Sex at birth, medical history, drug use, health insurance number.
- Demographic information: Age (date of birth), ethnicity, nationality, place of residence, passport.
4. How We Collect Your Personal Information
We only collect, use, disclose and retain your personal information with your consent, during your interactions with the YMCA, or when you fill out a form on our website. However, we may obtain your information from third parties, provided you have given your prior consent or we are authorized to do so by law, for example, in the case of a collection from government agencies, banks or other providers.
Generally, we collect, use and disclose your personal information with your consent. Nevertheless, there are circumstances where the law permits us to treat your personal data without your express consent, such as when a legal obligation requires us to disclose your information following a court summons or court decision.
When you contact us, voluntarily submit your personal information via a form, or visit our website, you accept that we may collect, use, and share your information in accordance with our Privacy Policy. If you provide us with personal information belonging to a third party, you state that you have obtained the necessary consent or that you are able to authorize us to collect, use and share this information in accordance with said policy.
5. Why We Use Your Personal Information
We use your personal information that is necessary to carry out our activities, for example, to process memberships and registrations to our services, process your donations, and answer your questions and information requests. We may also, with your consent, use your personal information to:
- provide you with information that may be of interest to you, including about our services and activities.
- contact you to thank and inform you of the impact of your donation or contribution.
- handle and resolve complaints and collect feedback to assess your level of satisfaction.
- produce anonymized statistics and develop and improve our services.
- fulfil any other purpose authorized by law.
We do not share, sell or distribute your personal information to unrelated third parties, except in the following limited circumstances:
- Your personal information may be transferred to third parties acting on our behalf in accordance with the information collection objectives to which you have consented. For example, a third party may have access to your personal information to process mailings on our behalf.
- We may share or transfer information contained in our databases to comply with a legal requirement for the administration of justice, to protect your interests, protect the security or integrity of our databases or the Service, take precautions against legal liabilities or in the event of a restructuring, dissolution or similar event.
Before disclosing personal information to a third party, we contractually require that they take the necessary steps to protect that information in accordance with the YMCA’s minimum requirements.
Only our staff and volunteers who need access to your personal information in the course of their duties will have access to it. They have been trained to handle this information appropriately and in accordance with our strict confidentiality standards.
That said, it is always advisable not to send us personal or confidential information that is not necessary to carry out our activities. The YMCA undertakes to process only the minimum amount of personal information necessary for the given or specified purpose.
6. How We Protect Your Personal Information
We take the appropriate steps in accordance with industry’s best practices to protect your personal information from unauthorized access, use or disclosure. An information security policy is in place to ensure the confidentiality and security of your personal information. Despite this, no security mechanism can guarantee perfect protection, and there will always be some residual risk.
Our organization uses secure file systems, effective identity and access management, and physical protection to protect your information, all in accordance with applicable laws and regulations.
We strive to ensure that the personal information in our databases remains reliable, accurate, complete and up to date, and to protect the confidentiality and security of our databases.
We retain your personal information only for the period necessary to achieve the purposes for which it was collected or until you withdraw your consent, and thus comply with our legal and regulatory obligations. After this time, we will securely delete or anonymize your data as required by the YMCA’s retention schedule.
The Service may include hyperlinks to websites that we do not operate or supervise. This policy does not apply to personal information collected on these websites, and we ask that you review any privacy policies posted on a website you visit before using it or providing your personal information.
The Internet is made up of many international connections. If you use the Service from a country other than the one in which the server is located (Canada), the various communications will necessarily ensure that the information will cross international borders. By using the Service, you accept these transfers.
7. Your Rights Regarding Your Personal Information
You have the right to:
- access your personal information.
- correct or update your personal information.
- revoke your consent to the use or disclosure of your personal information, where relevant.
- make a complaint about how your information is handled and used.
8. How to Contact Us
To exercise your rights, forward any information requests, questions, or make a complaint about your personal information, please contact our:
- Person in charge of the protection of personal information (PPPI) Vice-President – IT, Facilities and Real Estate Assets Management confidentialite@ymcaquebec.org
9. Policy Update
Our policy is subject to periodic change to reflect legislative or operational adjustments within our organization. Although update notifications may be sent, the publication of the updated Policy will be considered as adequate notification. By continuing to use our website, you implicitly accept this Policy and all its updates.
The current policy last update was October 15st, 2024.