Privacy policy

The personal information we collect

We may collect and process various types of personal information in the course of our activities and provision of services, including :

• business and/or personal contact information, such as first name, last name, address(es), e-mail address(es), date of birth and telephone number(s)
• biographical information such as job title, employer, professional and/or personal background, photos and video content;
• marketing information and communication preferences, as well as related information such as dietary preferences, comments and survey responses;
• information relating to contribution history, participation in organizational events, billing and financial information, such as a billing address, bank account information or payment data;
• information about your professional background, networks, social involvement, professional affiliations and family ties;
• recruitment information, such as curriculum vitae, education and work history, details of professional affiliations and other information relevant to potential recruitment by the Fondation Institut de gériatrie de Montréal;
• Web site usage and other technical information, such as details about visits to our Web sites, your interaction with our advertising and online content, or information collected through cookies and other tracking technologies;
• information such as your donation and community investment policy, your contributions, the recipient organizations and what they are dedicated to if applicable, the recognition received, the decision-making process and the people involved in the organization and this process;
• any other personal information you provide. Please note that if you provide us with personal information about other individuals (such as your customers, directors, officers, shareholders or beneficial owners), you must ensure that you have duly notified them that you are providing us with their information and that you have obtained their consent to such disclosure;
• where applicable, evidence of consent given to us (date, time, means), in circumstances where such consent is required for the processing of personal information.

We do not knowingly collect information from children or others under the age of 14. If you are a minor under the age of 14, please do not provide us with any personal information without the express consent of a parent or guardian. If you are a parent or guardian and you are aware that your children have provided us with personal information, please contact us. If we learn that we have collected personal information from minor children without verification of parental consent, we will take steps to delete that information from our servers.

How we collect your personal information

We collect personal information from you and through our interactions with you, as follows:When you register for events, training sessions and newsletters;

• When you make a donation to our organization, whatever the form of your donation;
• When you register as a volunteer for our organization;
• In the course of providing services to you;
• During exchanges by e-mail, mail or telephone.

What we do with the information we collect

We need this information to understand your needs and provide you with enhanced service, specifically to:

• To register as a donor;
• To process your donation and issue a tax receipt;
• To solicit you to make a donation;
• To manage our relationship with you, including: (a) Notifying you of changes to our Terms of Use or Privacy Policy (b) Asking you to complete a survey;
• To administer and protect our Foundation and its websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and data hosting);
• To offer you, on external websites, social platforms or our newsletters, relevant content and advertising and to measure or understand the effectiveness of the advertising we offer you;
• To use data analysis to improve our websites, services, marketing and communications with you, our relationships and experiences with donors;
• To provide you with suggestions and recommendations for donations, services and events that may be of interest to you;
• To receive and analyze your job application;
• From time to time, we may also use your information to contact you for market research purposes. We may communicate with you by e-mail, telephone or mail. We will use this information to personalize the site according to your interests;
• To meet our legal, regulatory or risk management obligations;
• To prevent fraud and/or conduct other background checks that may be required at any time by applicable law, regulation and/or best practices (if false or inaccurate information is provided or fraud is detected or suspected, information may be forwarded to fraud prevention organizations and may be recorded by us or such organizations). When processing special categories of personal information, we may also rely on important public interests (crime prevention or detection) or legally founded claims;
• To ensure we get paid – to collect payments owed to us and, where appropriate, to enforce such collections through debt collection agencies or other legal means (including legal proceedings).
• In order to reorganize or change our organization – if we undertake a reorganization (for example, by merging, consolidating or divesting part of our organization’s mission), we may need to transfer some or all personal information to an applicable third party (or its advisors) as part of any due diligence process or transfer to such reorganized entity or third party for the same purposes as set out in this Privacy Policy or for the purpose of analyzing any proposed reorganization. In such a situation, we will take all possible steps to ensure the protection and security of personal information.

With whom we share personal information

The Fondation Institut de gériatrie de Montréal is a non-profit organization duly incorporated and recognized as a charitable organization. Consequently, the personal information we collect may be transmitted to and processed by any entity in the Fondation Institut de gériatrie de Montréal network. We may also share personal information with certain third parties, including the following:

• Volunteers and clients of the Fondation Institut de gériatrie de Montréal for the purposes of recruiting human resources, volunteers and soliciting financial or other contributions;
• Third-party service providers and/or partners, including those who provide us with donation solicitation, database analysis, Web site development, application development, hosting, maintenance and other services. These third parties may access or process personal information in connection with the services they provide to us. We limit the information we provide to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with these service providers require them to maintain the confidentiality of such information;
• Government authorities and law enforcement agencies, where required by applicable law. For greater certainty, we may disclose personal and other information if we are required to do so by tax or other laws, or if we believe in good faith that such disclosure is necessary to comply with applicable laws, in response to a court order or government subpoena or search warrant, or otherwise to cooperate with such government authorities and law enforcement agencies;
• Acquirer, successor or assignee in connection with any merger, acquisition, debt financing, asset sale or similar transaction, as well as in the event of insolvency, bankruptcy or receivership involving the transfer of personal information as a business asset to one or more third parties;

We will only use personal information for the primary purpose and the applicable legitimate purpose for which it was collected, or for purposes consistent with that primary purpose.

How long we keep personal information

We will retain personal information only as long as necessary for the purposes set out in this Privacy Policy and to comply with our legal and regulatory obligations.

How we usecookies

A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies enable Web applications to respond to you as an individual. The Web application can tailor its operation to your needs and tastes by gathering and remembering information about your preferences.

The Fondation Institut de gériatrie de Montréal may use traffic cookies to identify which pages are being used. This helps us analyze data on web page traffic and improve our site to adapt it to customer needs. We use this information for statistical analysis purposes, after which the data is removed from the system.

Overall, cookies help us provide a better-quality website, by enabling us to identify which pages you find useful and which you find less so. A cookie does not give us access to your computer or your personal information; the cookie only provides information that you have agreed to share.

You can choose to accept or decline cookies. Most Web browsers automatically accept cookies, but you can modify your browser settings to refuse cookies according to your preferences. However, this may prevent you from taking full advantage of the site’s features.

How we protect personal information

We follow generally accepted industry standards to protect information submitted to us, both at the time of transmission and once we have received it. We maintain appropriate physical, technical or administrative safeguards to protect personal information against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access, misuse or other unlawful forms of processing of personal information in our possession. We have taken steps to ensure that the only employees who have access to your personal information are those who have a need to know or whose duties reasonably require them to know it.

However, no method of transmission over the Internet, nor any means of electronic storage, is 100% secure. We therefore cannot ensure or warrant the security of any information you transmit or provide to us, and you do so at your own risk. Nor can we guarantee that such information will not be accessed, obtained, disclosed, modified or destroyed as a result of a breach of our physical, technical or administrative safeguards. If you have reason to believe that personal information has been compromised, please contact us. In the event of a privacy incident involving your personal information, we will notify you as soon as we become aware of the incident. We will take reasonable steps to minimize the risk of harm and to prevent similar incidents in the future.

What rights does an individual have with respect to his or her personal information?

Under certain circumstances and in accordance with applicable data protection laws, an individual has the following rights:

• Access: the right to ask whether we process information and, if so, to request access to personal information. Subject to applicable law and, where applicable, the payment of a monetary sum, the individual may thus receive a copy of the personal information we hold and certain other information concerning him or her;
• Accuracy: we are required to take reasonable steps to ensure that personal information in our possession is accurate, complete, non-misleading and up-to-date;
• Rectification: the right to request rectification of any incomplete or inaccurate personal information held by us.
• De-indexing: the right to request that we stop disseminating their personal information or de-index any hyperlink attached to their name giving access to information if such dissemination causes them harm or contravenes the law or a court order (right to erasure or forgetting).
• Anonymization: the fact that our organization may, instead of destroying personal information, anonymize it and use it only for serious and legitimate purposes (e.g., keeping information required for possible tax inspection purposes) (it may be simpler to destroy it than to anonymize it).
• The right to be informed when you are the subject of a decision based exclusively on automated processing;
• The right to be informed when identification, location or profiling technology is used, and of the means available to activate these functions;

Where do we store personal information?

No personal information is transferred outside Quebec. The Fondation Institut de gériatrie uses Prodon software (by Logilys) as its database. The information is stored on CIUSSS du Centre-Sud-de-l’Île-de-Montréal’s secure servers.

Finally, it is also possible to lodge a complaint with a data protection supervisory authority, more specifically in the country, province or state in which you normally reside (in Quebec, the Commission d’accès à l’information), in which we are located or in which an alleged breach of data protection laws has occurred.