Nature
Canada strongly believes in the donor’s right to truthful
information and privacy. We believe that as a supporter, you have
the right to choose when to provide information that could be
used to identify, contact or locate you, when such information
may be shared with other organizations, and when to remain anonymous.
Nature
Canada acknowledges the importance of philanthropy and the role
it plays in our mission to protect Canada’s natural heritage.
Nature Canada recognizes the goodwill of our supporters and pledges
to maintain a high level of integrity and accountability. To achieve
this end, Nature Canada adheres to the Ethical
Fundraising & Financial Accountability Code (PDF) developed
by Imagine Canada (formerly the Canadian Centre for Philanthropy) and the Canadian
Marketing Association’s Code of Ethics & Standards of
Practice (Section J).
The
following outlines Nature Canada’s principles regarding personal
privacy.
Nature Canada is responsible for protecting customer information
under its control.
a)
We have designated a staff manager responsible for Nature Canada’s
adherence to the federal Personal Information Protection and Electronic
Documents Act.
Nature Canada clearly identifies the primary use of the personal
information and asks permission before any secondary use of that
personal information.
a) Nature Canada collects personal information primarily to build
relationships with its supporters.
b) Should personal information be collected during volunteer participatory
activities, Nature Canada must obtain permission must before any
fundraising appeal use.
Nature Canada recognizes that donors have control over the use
of their information.
a) All new donors are given the opportunity to decline to have
their name or other information used for any further marketing
purposes by a third party.
b) Current donors have the opportunity to decline to have their
names or other information used for marketing purposes by a third
party at least every three years.
c) Nature Canada removes a donor’s name from its existing
house file or trade list promptly upon request.
d) Nature Canada uses the Do Not Mail/ Do Not Call service of
the Canadian Marketing Association when conducting a campaign
in order to delete the name of any person, other than a current
donor, who has requested that he or she be removed from mail or
telemarketing lists.
Nature Canada limits the collection of information to that which
is necessary for the activities noted above.
a) Nature Canada collects the contact information, donation history
and special interests of its donors in order to build on its existing
relationship with its supporters. (see below for specifics.)
b) Nature Canada is obligated to retain donor information for
seven years as per Revenue Canada tax receipting guidelines.
c) Nature Canada may collect survey information as part of its
volunteer participatory activities.
d) Nature Canada deletes any personal banking information donor
records upon their cancellation from the pre-authorized payment
program.
Nature Canada controls the use of information by third parties.
a) Nature Canada does not rent its trade list.
b) Nature Canada does exchange its trade list with other like-minded
organizations from time to time.
c) Nature Canada will only exchange lists with other privacy compliant
organizations.
d) Nature Canada maintains a summary of trade list exchanges over
the last 12 months and will provide the information when queried
about the potential use of personal information to third party.
Nature Canada ensures that information is accurate, complete and
up-to-date as necessary for the purpose of continuing contact
with our support base.
a) Nature Canada endeavours to keep donor contact records up-to-date.
b) Nature Canada ensures that any requests regarding donor giving
preferences, i.e., limiting the number of solicitations, no further
requests, to not be solicited by telephone or other technology,
is added to the personal record promptly.
c) Nature Canada does not update records with contact information
that is deemed not in the public domain, i.e., unlisted telephone
numbers etc.
Nature Canada assures the security and confidentiality of private
information.
a) Nature Canada’s donor database has electronic security
passwords. Access to the database is limited to select Nature
Canada staff during office hours and locked when the office is
closed.
b) Nature Canada’s computer system has appropriate security
systems in place.
c) Any paper files with confidential financial information are
stored in locked filing cabinets.
d) Nature Canada staff have all signed a Code of Ethics.
e) Nature Canada provides an annual training session on the proper
handling and safeguarding procedures of personal information.
f) If Nature Canada outsources data processing or enters into
contracts that require handling of personal information, we obtain
written assurances that the firm abides by the law.
g) We dispose of confidential personal information with a shredder
to prevent any unauthorized use.
Nature Canada recognizes that donors have the right to access
their information.
a) All Nature Canada donors have the right to see their own donor
record and to challenge its accuracy.
b) Nature Canada provides information about the potential use
of personal information upon request.
c) All potential donors have the right to know the source of obtaining
their name.
Nature Canada pledges to respond immediately to any queries about
personal information or complaints regarding the use of personal
information. Nature Canada also makes readily available our privacy
policies and practices relating to the management of personal
information upon request. Information requests must be fulfilled
within 30 days. The information will contain
-
the
name and title of the Nature Canada staff person accountable
for the organization’s policies and to whom complaints/inquires
are forwarded;
-
the
means of gaining access to personal information held in Nature
Canada donor files;
-
a
description of the type of information held by the organization
and its intended use; and
-
a
description of what information is made available to related
organizations.
Most of the information we collect comes directly from our supporters.
In general we collect two types of information:
-
personal
information; and
-
anonymous
information.
We collect personal information primarily to build relationships
with our supporters. The information collected and maintained
in your customer file includes
-
your
name, mailing address, e-mail address, telephone number, donation
history, donor preferences and special program interests.
Depending
on your preferred giving pattern additional information may
be contained in your donor record. For example, if you choose
to donate on a pre-authorized plan pertinent financial account
information is held in your donor record.
We routinely collect information that cannot be directly traced
back to specific individuals. We gather anonymous information,
for example, from surveys of donors and readers, and we draw demographic
information from our files for analytical purposes. Our servers
may also electronically collect information about the browsers
and favourite pages of Web site visitors.
Please refer to Nature Canada’s Internet
Privacy Policy for a more detailed description of our practices
regarding our Web site.
We strive to keep your personal information private at all times.
Occasionally we may need to have our database systems analyzed
by a third party, in which case we require and obtain written
assurances that the firm abides by safeguard regulations set out
in the privacy law.
Although
many people are inherently generous, charities such as Nature
Canada must reach out to current and prospective donors to stimulate
giving. To reach out in a cost-effective manner, charities often
target fundraising efforts to people who are most likely to give.
To determine which people are most likely to contribute, charities
often trade names with other like-minded charities.
Nature
Canada may also collect and analyze information about groups of
potential donors to assess their propensity and capacity to give.
As
well, there are occasions when we are required by law to allow
access to donor records. For example, our external auditing firm
or Revenue Canada’s auditors may request to look at a sample
of representative donor records or receipts during the course
of their review of our accounting procedures.
As a donor you have the right to access, verify and amend personal
information held in your record. Please call us toll-free at 1-800-267-4088
and request a copy of the information release form.
To
help us keep your personal information current, we encourage you
to make corrections whenever necessary. To amend personal contact
information contained in your file please fill out the form attached
or call us directly toll-free at 1-800-267-4088.
If you have any questions about Nature Canada’s privacy policies
outlined in this document or have a concern or complaint in regards
to our information handling practices, please call us directly
toll-free at 1-800-267-4088.
Nature Canada’s Web site is an information tool that tells
visitors about our goals, our conservation and education programs,
and ways you can personally take action to protect our natural
heritage. An important part of this on-line service involves dialogue,
questions and answers, and feedback. If you are considering exchanging
information with us, you may wonder what standards we uphold and
how we protect your privacy.
Nature Canada is a member of the Canadian Marketing Association.
We are committed to its high standards, which require honesty,
integrity and fairness in all customer relationships. Our Web
site managers adhere to the Canadian Marketing Association’s
Code of Ethics & Standards of Practice (Section
J). We also uphold the Personal Information Protection and
Electronic Documents Act, which came into effect in Canada in
2004.
We collect personal information from you so we can start and maintain
an active relationship to provide you with the service you want,
and respond to your questions and conservation interests. If you
support us financially, we collect information that allows us
to process your donation by confirming your identity and address
so we can issue you a complete and accurate receipt. If you prefer
the convenience of our monthly giving program, we may collect
credit card or bank account information.
We
make sure you are aware we collect your personal information,
that you know what information is being collected, and how it
will be used. Should you make a donation to Nature Canada, inquire
about our programs, participate in a survey or promotion, or contact
our office, Nature Canada may also request some or all of the
following personal information from you: your name, address and
telephone number, e-mail address, fax number, date of birth and,
for financial transactions only, credit card or banking information.
You have the right to decline giving us this information.
From
time to time Nature Canada exchanges mailing lists (although never
e-mail addresses) with other organizations that share similar
goals. This is a very cost-effective way to find new supporters.
If you prefer not to receive mail from these organizations please
tell us and we will honour your decision.
Any personal identifiable data about our supporters and on-line
visitors is stored securely and kept in confidence. Our staff
is authorized to access personal information only when the need
for the information is in line with the reason it was provided.
Nature Canada has technological and administrative safeguards
in place that ensure the information is not disclosed or shared
more widely than is necessary to achieve the purpose for which
it was obtained. Other measures are in place to maintain the information’s
integrity and to prevent its being lost or destroyed.
On
our Web site a locked padlock icon indicates that a page is secure
through Secure Sockets Layer (SSL). This means that industry-standard
encryption technologies are active during the transfer and reception
of your personal information.
Nature Canada never uses cookies—data sent automatically
to your computer from our Web site. On the other hand, our site’s
operating system may automatically record some general information
about your visit.
The
information we collect includes
-
the
Internet domain of your service provider, such as company.com
or service.ca, and the Internet Provider (IP) address of the
computer accessing our Web site, such as PPP-55;
-
the
type of browser, such as Netscape or Internet Explorer, and
which version you are using;
-
the
operating platform you are using, such as Macintosh, Unix,
or Windows; and
-
the
date and time of your visit at our site and the addresses
of the pages you visited along with the URL of the last site
you visited.
This
tracking system does not record personal information about individuals
or link this information to any personal data collected.
We
analyze this information to better understand our Web site’s
use and popularity. It helps us decide what needs to be refreshed
and to diagnose problems with our server. The analysis is a confidential
internal document at Nature Canada. The only number we ever disclose
is the total number of visitors to our site.
From time to time we may collect the addresses of our visitors
in order to better understand where you live and therefore how
closely you might be connected to a particular issue. We do not
use this information to identify you personally.
The information you supply is added to our database. As a result
we may send you mailings or call you about our conservation and
education programs. From time to time we use e-mail to keep in
touch with you and other interested individuals. We never share
e-mail addresses with other organizations.
Our site contains links to the Web sites of other organizations.
Once you link to another site you are subject to its privacy and
security policies, not those of Nature Canada.
In response to an e-mail message, telephone call or letter, we
will update your Nature Canada account or record, including
-
contact
information (name, address, phone number);
-
transaction
information (dates on which we received your support); and
-
financial
information (such as credit card account information).
Nature Canada does not intentionally solicit personal information
from anyone under the age of 13 or request support from anyone
under the age of 18 without the written consent of a parent or
guardian. From time to time we will survey our young visitors,
however, so we can consider their views when developing new educational
materials.
If you do not want Nature Canada to use or disclose your name
and other details for the sake of providing you with information
which might be of interest to you, or if you want us to update
your information, please contact us at the address below. Subject
to any legal or statutory requirements, we will abide by your
request. It generally takes 15 business days to update our records.
If
you have not notified us previously about your preferences and
do not do so now, we will understand that you have consented to
our continued use, disclosure and retention of your information
for these purposes. You may contact us to withdraw or change your
consent at any time.
Any
questions or concerns about our privacy practices or your personal
information in our possession should be sent in to
Privacy
Officer
Nature Canada
85 Albert St., Suite 900
Ottawa, ON K1P 6A4
Toll-free: 1-800-267-4088
E-mail: info@naturecanada.ca
For
more information on Nature Canada’s privacy policy: Guidelines
and policies
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