Approved by the board on August 23, 2021
Ski for Light Canada is committed to protecting the privacy of our clients, donors, volunteers, members and other stakeholders. We value your trust and recognize that maintaining this trust requires us to be transparent and accountable in how we treat the personal information shared with us.
During the course of our various activities, we frequently gather and use personal information. This information may be obtained directly from you or collected from third parties that have the right to disclose this information to us. Our policy regarding how personal information entrusted to us is collected, used, disclosed or retained reflects the principles set forth in the Personal Information Protection and Electronic Documents Act (Canada).
What is Personal Information?
Personal information is any information that contributes to the identification of an individual and includes details that can be used to distinguish, identify or contact a specific individual.
Business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information in this context.
Personal information collected by Ski for Light Canada
Ski for Light Canada collects personal information to support program and service delivery, to establish, maintain and manage our relationship with our clients, donors, volunteers and members, and for fundraising purposes.
Ski for Light Canada collects personal information when an individual:
- Registers for an event
- Participates in any interactive feature of our websites
- Makes a donation online
- Becomes a volunteer
- Contacts us with an enquiry, comment or suggestion
- Subscribes to a mailing list or newsletter
Personal information collected may include:
- Contact information such as home address, telephone number, e-mail address (when e-mail message was sent to Ski for Light Canada through the website, the time the message was sent and the IP address from which it was sent is automatically collected)
- Demographic information such as age and gender
- Credit card or bank account information
- Language and communications preferences
- Service or event-specific information such as name and phone number of an emergency contact individual, relevant health information, dietary restrictions and accommodation preferences.
Use of personal information
Clients and Customers
Registering for a service or event
When a client or customer registers for a Ski for Light Canada service or event they may be asked for personal information such as name, email address, mailing address, phone number, emergency contact information, special dietary requirements, medical information and accommodation preferences.
We collect this information to facilitate participation in the event and to provide the services requested. We will use the emergency contact information only as required in the event of an emergency.
When registering online, the individual may choose to provide Ski for Light Canada with information about their personal interests. We use this information in order to send the individual information geared to their interests. An individual may change their personal interests at any time by updating their profile.
Ski for Light Canada may sometimes use e-mail addresses and phone numbers to investigate activity that may violate the terms of acceptable use associated with a particular Ski for Light Canada service offering.
Access by volunteer to their personal information
Access to personal information is restricted to authorized volunteers who have a legitimate reason to access it. A volunteer may access and verify his/her personal information subject to some exceptions, for example, the law requires that we refuse access to information that would reveal personal information about another individual. If access is refused, the reason for refusal will be provided.
Volunteers’ personal information
Ski for Light Canada uses personal information about volunteers for the purposes of recruiting volunteers, establishing and managing an effective volunteer program, and for other purposes identified when the information is collected. This includes:
- Personal information collected in the recruiting process including information on application forms (contact information, personal and professional history, qualifications) and information collected from references
- Information related to the volunteer’s services including availability, schedule, duties, and notes related to volunteer qualifications
Donors and other stakeholders
When a donation is made, Ski for Light Canada collects the donor’s name, address, and credit card or bank information for the purpose of processing the donation and issuing a tax receipt. As a form of appreciation, and to remind others of the ongoing need for support, Ski for Light Canada may publicly recognize the donor’s name, unless the donor indicates their preference not to be recognized in any way. The donor’s name may be published in association with the range of the dollar amount of the donation.
Donations may also be made in honour or in memory of someone, or to sponsor a participant in one of our events. Ski for Light Canada collects personal information about the recipient of the donation, or the family of the recipient in the case of a donation in memory, such as their name, addresses and contact information. We collect this personal information in order to notify the recipient of the donation. We do not use or disclose the recipient’s personal information for any other purpose unless they give us permission to do so. The donor has the option to decide whether they would like to be identified as the sender of the donation.
Mailing lists and newsletters
If an individual signs up for a newsletter, Ski for Light Canada uses their email and/or home address, as applicable, to send the newsletter and other information requested. Ski for Light Canada provides regular communications to its clients, donors, volunteers and other stakeholders through both regular postal mail and electronic mail. Any personally identifiable information provided by you will be used for the purpose of delivering the mailing item, research and/or marketing. An individual may opt out of receiving such communications at any time by contacting us as set out in the “Contact us” section below.
The “help” portion of the toolbar on most browsers shows how to prevent the browser from accepting new cookies, how to have the browser notify when a new cookie is received, or how to disable cookies altogether.
Disclosure of personal information
We will disclose an individual’s personal information internally only to volunteers who need to know in order to provide and support the services the individual has requested.
If a Ski for Light Canada participant wishes to limit the sharing of their personal information as permitted by law, the individual may submit a request to Ski for Light Canada specifying which items of personal information are to be limited and to whom these items are to be restricted. Ski for Light Canada will advise the individual whether the requested information can be restricted as requested.
Volunteer personal information
Ski for Light Canada may disclose personal information of a volunteer to others solely in connection with the purpose for which the information was collected, as consented to by the individual, or as required or permitted by law.
If a volunteer wishes to limit the sharing of their personal information as permitted by law, the individual may submit a request to Ski for Light Canada specifying which items of personal information are to be limited and to whom these items are to be restricted. Ski for Light Canada will advise the individual whether the requested information can be restricted as requested.
Social Media / Forums
If you voluntarily submit or post any information, photographs or other content to any Ski for Light Canada forums, Facebook pages or other social networking pages/sites, certain elements of your personal information may be automatically included in the posting, including your user name and email address, and this information may be collected and used by others. Ski for Light Canada has no control over and is not liable for the collection, use or disclosure of any posted user content by users of such forums and social media networking pages. Any personal information posted, used or disclosed via such sites is not subject to this Policy.
Ski for Light Canada may disclose your personal information to a government institution that has asserted its lawful authority to obtain the information or where we have reasonable grounds to believe the information could be useful in the investigation of unlawful activity, or to comply with a subpoena or warrant or an order made by a court, person or body with jurisdiction to compel the disclosure of information, or to comply with court rules regarding the disclosure of records and information, or to protect the rights and property of Ski for Light Canada or otherwise as permitted or required by law.
Retention and disposal of personal information
The length of time Ski for Light Canada keeps personal information varies depending on the service and the type of information. Personal information is kept for as long as it may be reasonably needed for service, research, legal or business purposes. When personal information is no longer required for these purposes, it is securely destroyed or deleted.
Access to and correction of personal information
Individuals have the right to access and correct inaccuracies in the personal information Ski for Light Canada has about them in our records. To do so, they should contact Ski for Light Canada as described in the “Contact us” section below. To protect individual privacy, Ski for Light Canada will take reasonable steps to help verify the individual’s identity before granting access or making corrections to personal information.
Linking to outside websites
Links to third-party websites from Ski for Light Canada website are provided for the convenience of our users. Ski for Light Canada has no control over, and therefore has no responsibility or liability for, the manner in which the organizations that operate such linked websites may collect, use, disclose or otherwise treat your personal information. The inclusion of any link does not imply Ski for Light Canada’s endorsement of any other organization, its websites, or its products and/or services.
To review or update one’s personal information in Ski for Light Canada’s possession, or withdraw consent for the collection, use and/or disclosure of one’s personal information or name from an email or other mail list, please email [email protected]