Privacy Notice
- Why this notice?
This Privacy Notice (the “Notice”) outlines the privacy policies and practices implemented by Relief to safeguard personal information collected during its operations.
- What personal information do we collect, and for what purposes?
Relief only collects personal information necessary for its activities, including:
- Information related to your identity (first name, last name, gender identity);
- Contact information (phone number, email address, etc.);
- Recruitment-related information;
- Billing-related information;
- Information related to the services we provide to you;
- Information provided to us by Relief members or generated on their behalf in the course of service delivery;
- Website usage data and other technical information;
- Marketing information and communication preferences, including feedback and survey responses.
Relief collects, uses, and discloses your personal information for purposes you have consented to or as permitted by law. These purposes are specified at the time of collection, for example, when someone signs up for support services. You may also request to be informed of these purposes. Below is a non-exhaustive list of purposes for which Relief collects your personal information:
- To provide our support services;
- To manage subscriptions for membership;
- To manage and administer donation collection;
- To facilitate the use of our websites and ensure the content is relevant and displayed effectively for your device;
- To provide details on new services, information about service developments, and invitations to seminars and events if you have opted to receive such information;
- For research and development purposes (including security) – to analyze and better understand our members' service and marketing needs and develop our offerings;
- To manage relationships with volunteers;
- To manage relationships with job applicants;
- To communicate with you via mail or email and respond to any communications we receive from you;
- To send promotional and informational content;
- To manage the website and online services;
- To offer targeted advertising;
- To verify identity and the accuracy of personal information provided in requests or proposals and update it accordingly;
- To meet regulatory and legal obligations;
- To ensure the security of our communications and systems to detect and prevent security threats.
- How do we collect your personal information?
3.1. Directly from you
Most personal information we collect is provided directly by you, particularly when you:
- Communicate with us (in person, by phone, email, etc.);
- Subscribe to Relief services;
- Complete our donation forms;
- Make specific requests to Relief;
- Provide feedback or respond to surveys.
3.2. From third parties
Relief may also collect your personal information from third parties with your consent or as permitted by law.
3.3. Via our websites and online services
Relief may collect personal information when you visit our website.
Subject to applicable consent requirements for technological services or solutions, the IP address of your device used to connect to our website is automatically collected.
Relief and certain advertising network partners may also collect other information about your use of our website using cookies. These cookies help identify users and their navigation through the website. Relief, and potentially its advertising network partners, use these cookies to target advertising to individuals who have shown particular interest in certain web pages. Targeted ads, such as banners, may be displayed on other websites you visit.
- Under what conditions do we collect, use, and disclose your personal information?
Relief collects, uses, and discloses your personal information with your consent, as required by applicable laws, or without your consent in certain circumstances permitted by law, such as in the context of a criminal prosecution.
You may withdraw your consent at any time for the use of your personal information for personalized offers or secondary purposes. In such cases, Relief will cease using your information for those purposes.
For primary purposes, such as the management and administration of our services, it may not be possible to withdraw consent without terminating the contract where applicable.
Requests to withdraw consent must be communicated to the Privacy Officer using the contact details provided below.
- To whom do we disclose your personal information?
Your personal information is accessible only to Relief staff who require access as part of their duties.
Relief may disclose your personal information to partners or service providers to fulfill contracts or to public authorities as permitted by law. Categories of third parties may include:
- A person acting on your behalf with your consent;
- Service providers, including advertising service providers and technology solution providers;
- Law enforcement authorities in cases involving criminal or penal prosecution;
- Regulatory authorities, self-regulatory organizations, and financial intelligence entities as required by law.
- How long do we retain your personal information?
Relief ensures your personal information is securely stored to maintain its confidentiality.
Information is generally stored in Quebec, though technological solutions may involve transfers outside Quebec. In such cases, Relief evaluates applicable privacy laws in the jurisdiction and ensures contractual commitments to maintain adequate protection.
Personal information is retained for the time necessary to fulfill the purposes for which it was collected and for applicable legal retention periods. Secure destruction or anonymization is carried out when information is no longer needed.
- How do we ensure the security of your personal information?
Relief implements security measures proportional to the sensitivity of your information to protect against unauthorized access, disclosure, use, or modification. These measures include:
- Administrative measures: An information asset protection framework, ongoing monitoring of security threats, and regular employee training.
- Physical measures: Restricted access to facilities and two-factor authentication for systems.
- Technical measures: Restricted access on a need-to-know basis, alert systems for suspicious activities, and encrypted communications.
Despite these efforts, no system is entirely secure. If you suspect a breach, please contact the Privacy Officer.
- What are your rights regarding your personal information?
Relief recognizes your legal rights regarding your personal information, including:
- Access and correction: You may request access and correction of your information, subject to legal exceptions.
- Consent withdrawal: You may withdraw consent where permissible.
- Data portability: You may request a structured, commonly used format for computerized information.
- Complaints: Any complaints or questions should be addressed to the Privacy Officer.
- What should I do if I have a question or wish to file a complaint about my personal information?
Any questions regarding your personal information or complaints about non-compliance with the principles outlined in this Notice should be directed to the Privacy Officer, whose contact information is provided below.
- Who is responsible for ensuring the protection of my personal information at Relief?
The Privacy Officer is responsible for ensuring the protection of your personal information.
The contact information for the Privacy Officer is as follows:
Mailing Address: Privacy Officer
418 Sherbrooke Street East, Suite 300, Montreal, Quebec, H2L 1J6
Email Address: [email protected]
- Can this notice be modified, and will I be informed?
Relief may periodically update this Notice. Any changes will be communicated via our website or other communication channels.