The Rideau Hall Foundation (RHF) is committed to respecting your personal privacy and to protecting the personal information that you provide when you become a program applicant or participant, grant applicant or grantee, prize nominee, partner, volunteer or donor, download resources, or access the website at www.rhf-frh.ca (the “Website”).
Carefully read this Privacy Statement to learn more about how we collect, use, and disclose your personal information. When you submit information to or through our Website, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Statement. If you do not agree with our Privacy Statement, please do not provide us with your personal information.
If you have any questions or concerns about this Privacy Statement, please contact our Privacy Officer at privacy@rhf-frh.ca.
What is Personal Information?
Information such as a name, a home address, a telephone number, an e-mail address or even an IP address can be considered “personal information” because it can identify a specific individual, either alone or in combination with other information.
Collection and Use
The personal information that you voluntarily provide or that we collect from you is protected by and handled in accordance with our Privacy Statement. Depending on the nature of the interaction, the RHF generally collects your name, mailing address, e-mail, and telephone number.
We will only use your information when we have your consent, which may be express or implied in our interactions with you. For instance, if you provide us with your information in the context of a donation, it is implied that we may use that information to process the donation and provide you with a tax receipt and related use that you would reasonably expect.
We may use your information to provide services and programs to you, for marketing and promotional purposes, and for security or fraud prevention. Specifically, we may use the personal information collected as follows:
- to communicate with you
- to provide our services and programs
- for research purposes and improvement of our services and programs
- to organize events
- for any additional purpose with your consent.
We may otherwise use your personal information where permissible by law, for example to respond to an emergency, or in the course of an investigation into illegal behavior.
The RHF may collect aggregated demographic information such as your date of birth, gender, and language preference for marketing and fundraising purposes; however, this information will not identify any individual.
The RHF uses software programs to ensure the security of the Website from unauthorized persons attempting to upload or change information, or to otherwise cause damage. This software collects the Internet Protocol (IP) address and the internet service provider of the computer that has contacted the Website, as well as the date and time of the visit and the pages visited; however, this information will not be linked to a specific individual unless an attempt to damage the Website has been detected.
Grant and Award Applicants, Prize Nominees and Program Participants
When you apply or are nominated for a grant, a prize or an award or participate in a program with RHF, we collect the information necessary to evaluate your nomination or application and manage the administration of the process. This may include your name, email address, mailing address, education, work history, confirmation of citizenship or permanent resident status, and date of birth, or any other information deemed necessary for evaluation and administration of the process.
We use this information for reasonable RHF purposes, which include the following:
- Granting, awarding and decision making
- Enabling access to digital platform(s)
- Evaluation of nominations and applications
- Program, prize and award adjudication
- Grant management, including Monitoring and Evaluation
When collecting personal information of First Nations individuals, we apply and adhere to the First Nations Principles of OCAP.
Employees and Candidates
If you apply for a position with RHF, we will collect certain information during that process. This includes your application documents, such as your resume/CV and any other information you provide pertaining to your past experience, education, and skills during the application process.
We will use this information to evaluate your suitability for the role in accordance with this Privacy Statement. If the application does not result in employment, the information will be kept for a period of time required or permissible by law, after which it will be deleted.
RHF may collect employee personal information, in accordance with policies and procedures, to establish, manage or terminate the employment relationship and for other purposes authorized or required by law. We may do so with or without employee consent for reasonable business purposes related to recruitment or management of the employment relationship or for managing a post-employment relationship. Personal information is collected, used or disclosed for the purposes of RHF, which may include, but is not limited to, the following:
- Paying employees while administering and maintaining payroll, employment benefits, RRSP administration and other employee records;
- complying with laws, regulations and professional standards;
- managing, enforce and monitor compliance with RHF programs, policies and employee relations;
- to establish, manage or terminate the employment relationship;
- developing business metrics and analytics;
- evaluating the effectiveness of our policies, programs and processes;
- making hiring or other employment-related decisions and administer performance management tools;
- to authenticate employee identity;
- to monitor employee compliance with any employee agreements or with RHF’s policies and to administer the provision or receipt of products or services under those agreements;
- to determine eligibility for or administer any leaves or absences from work;
- to protect RHF, employees and others from fraud and error and to safeguard RHF’s business interests;
- to comply with legal and regulatory requirements; and
- to assist RHF in any dispute, mediation, arbitration, or litigation involving RHF or you in any capacity.
RHF may collect the above information: from employees directly, from employee references, and from third parties who assist with conducting background and credit checks.
Transfers and Disclosure
Your personal information is not shared, sold, rented, traded, or otherwise disclosed to any outside third party except with your consent or where permitted or required by law. We have informed our employees of their obligation to preserve the privacy of personal information, and we continue to raise awareness about its importance. Our employees can only use personal information pursuant to the terms of this Privacy Statement and our other policies. Information can only be accessed by the relevant function responsible for the purposes underlying the collection, use, or disclosure.
In addition, the RHF uses external services and suppliers to assist with various functions such as emailing newsletters and providing online surveys. Please know that the RHF uses contractual and other means to ensure your personal information is protected in accordance with this Privacy Statement when handled by these third parties.
Third-Party Websites
In some cases, RHF may link to third party websites. The RHF encourages you to read the privacy statements of each third-party website and service before providing any personally identifiable information to its operators. Some of these third parties may share or sell the information that they collect from you. The RHF is not responsible for the privacy practices of third parties. If you choose to visit or use any third-party products, websites, or services, including those offered by our third party service providers or other partners, please be aware that this Privacy Statement will not apply to your activities or any information you disclose while using third-party products or services or otherwise interacting with any third parties.
International Transfers
Please note that your personal information may be transferred to service providers located outside of Canada/Quebec. While your data is stored or processed in the United States, it will be subject to local laws, which may be less protective of your personal information than Canadian laws, as well as subject to potential access by US law enforcement. If you have any questions about our use of service providers, please contact our Privacy Officer.
Cookies and Web Analytics
The RHF, like most large websites, uses cookies to help provide a better service to our users. “Cookies” are a feature of every Internet software browser and are used to track user patterns on a website and are used to establish a user session. This then allows our computers to correctly provide visitors to our Website with the appropriate content. Cookies tell us which pages of our Website are visited and by how many people by tracking a unique “cookie ID” for your browser.
If you are concerned about the use of cookies, most browsers permit the use of cookies to be declined. To learn how you may be able to reduce the number of cookies or disable cookies that have already been installed in your browser’s cookie folder, please refer to your browser’s help menu.
We use Google Analytics, a web analysis service of Google Inc. 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA (“Google Analytics”) on our Website. Google Analytics uses programs that allow your use of our Website to be analyzed, in particular, the website from which you access our website and services (known as “referrers”), which sub-pages you access, and how often and for how long you view each sub-page. Each time you visit a page on our platform on which Google Analytics is active, the browser automatically submits this data to Google Analytics for analysis.
Google Inc. will use this information on our behalf to evaluate how users use our Website, to compile reports and to provide us with other services relating to the use of the Website and services and internet use. Google may also send this information to third parties or subcontractors if required by law or when third parties process this data on behalf of Google Inc. In this case, pseudonymous user profiles can be created from the processed data. You may prevent the collection of data generated by the cookie and related to your use of our Website by Google by installing the browser add-on available at: https://tools.google.com/dlpage/gaoptout?hl=en.
As an alternative to the browser add-on or within browsers on mobile devices, click this link
https://tools.google.com/dlpage/gaoptout?hl=en to prevent the collection and use of your data by Google Analytics in the future.
The RHF will not share, sell, rent or trade your personal information to others. The RHF may compile and provide aggregate statistics about on-line visitors within public documents (e.g. Annual Report), but these statistics will not include any personally identifying information.
Retention
Personal information you provide is retained by the RHF only so long as required by law or as is reasonable to fulfill the purposes for which it has been collected.
Email Newsletters
When you provide your personal information to receive the RHF e-bulletin, we ask for your consent to send you promotional emails with information about our events and exhibitions. Should you wish to be removed from the list, you must either unsubscribe yourself, or send a reply email stating your wish to be removed from the list at which point the RHF will no longer contact you via newsletters. Please note that information such as your postal code may be used to extrapolate geographic reports for targeted marketing campaigns, however, the information in these reports will not identify any individuals.
Social Media
Any information that you post on a social media website (Facebook,X, Flickr, Pinterest, etc.) is of public domain. The RHF has the right to delete any posts that it feels is inappropriate or offensive at any point in time. Please note that by posting on one of our social networking websites, you are voluntarily providing your personal opinion/information, however the RHF does not collect or use that information.
Security
RHF employs physical, organizational, and technical security measures to protect personal information. The nature of these security measures varies by the sensitivity, quantity, distribution and format of the data collected, as well as by the storage methods used. Physical security measures include physical access restrictions such as secured storage areas with access granted only to authorized staff members. Organizational security measures include company policies and procedures, as well as appropriate training for staff members. Technical security measures include, but are not limited to, data encryption, firewalls, and data access controls. Please contact RHF Privacy Officer by telephone, or by e-mail, courier or regular mail for further information about the safeguards employed.
Even though RHF uses a variety of safeguards to protect information provided to it, it should be noted that no transmission of personal data can be guaranteed to be completely secure. Consequently, RHF, its affiliates, related companies, third party service providers, and their respective officers, directors, employees, and agents do not represent, warrant, or guarantee that personal information provided in this manner will be completely secure.
Children
We generally do not collect information from children. We do manage certain youth programs and prizes for youth aged 14 and up, which require the collection of personal information. We do not knowingly collect any personal information from anyone under the age of 14 without having the consent of the parent or legal guardian. If we become aware that we have inadvertently received personal information from a child under the age of 14 without parental consent, we will delete that information promptly.
Accurate Information and Access
We will strive to keep all personal information in our files complete and accurate. You or a person authorized on your behalf may request to obtain a copy of your personal information and to request changes or corrections to inaccurate or incomplete information, subject to other legal requirements. Once we receive your request, we may verify the request by requesting information sufficient to confirm your identity. We will respond to your request within thirty (30) days.
Changes in this Privacy Statement
We reserve the right to modify this Privacy Statement at any time. Please visit this page periodically to ensure you agree with the latest version. We will post a notice on our website when changes are made. In cases where material changes are made in how we collect or use your information, we will provide notice and ask for your consent.
Contact Information and Complaints
You may send comments about this Privacy Statement or requests for more information to:
Attn: Privacy Officer
Rideau Hall Foundation
9 Rideau Gate
Ottawa, Ontario K1M 1M6
CANADA
Telephone: 613-482-2923
Email: privacy@rhf-frh.ca
Should you not be satisfied with our response, you also have the right to contact your provincial privacy commissioner (Alberta and British Columbia) or the Commission d’access a l’information (Quebec).
