Privacy policy

What kind of personal information do we collect?

We may collect and process various types of personal information within the course of our business and service, including the following:

• Professional and/or personal contact information, such as first and last name, address, e-mail address, date of birth, and telephone numbers;

• Biographical information such as job title, employer name, career, and/or personal background, photo, video, or audio content;

• Marketing and communication preferences, as well as any related information such as food preferences, comments, and survey responses;

• Information related to the history of contributions, participation in organizational events, billing and financial information, such as billing address, bank account information, or payment information;

• Information in relation to services, such as details on any services we have provided you;

• Information about your career path, networks, social involvement, professional affiliations, and family ties;

• Recruitment information, such as resumes, education and employment history, details of professional affiliations, and other information relevant for potential recruitment;

• Website usage and other technical information, such as details about visits to our websites, interaction with our advertising and online content, or information collected through cookies and other tracking technologies;

• Information such as your community charity and investment policy, contributions, the recipient organizations and their fields of operation, if any, the recognition obtained, the decision-making process and the people involved in the organization and this process;

• Any other personal information provided. Please note that if you provide us with personal information about other individuals (such as your clients, administrative staff, senior management, shareholders, or beneficial owners), you must ensure that you have duly notified them that you are providing their information to us and that you have obtained their consent for such disclosure;

• Where applicable, evidence of consent provided to us (date, time, means), in circumstances where such consent is necessary for the processing of personal information.

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

How do we collect your personal information?

We collect personal information from you and during our interactions with you as follows:

• When you register for benefit events and newsletters;

• When making a donation to our organization, regardless of the type of donation;

• When registering as a volunteer for our organization;

• During our provision of services to you.

We also collect publicly available information, which includes public platforms, such as our website.

How do we use personal information?

We may use personal information in any of the ways set out below with your consent, or, where applicable, through an alternative legal basis. In each case, we indicate for what purposes we use your personal information:

• To provide our services and conduct our business, to administer and perform our services, including performance of our obligations arising from any agreement between you and us;

• To facilitate the use of our websites and to ensure the content is relevant and is presented in the most effective way for you and your device;

• For marketing and business development purposes, to provide details on new events, information on developments in our organization and industry, and invitations to conferences and events where an individual has opted to receive such information;

• For research and development purposes (including safety), to conduct analyses to better understand the service and marketing requirements of our donors and partners, and to better understand our organization and develop our services and offerings;

• For recruitment purposes, to allow us to process applications and assess whether an individual meets the requirements for a position for which they could apply at the CHUS Foundation.

• To meet our legal, regulatory, or risk management obligations;

• To prevent fraud and/or perform other background checks that may be required at any time by applicable laws or regulations and/or best practices (if false or inaccurate information is provided or if fraud is detected or suspected, information may be transmitted to fraud prevention agencies and may be recorded by us or by such agencies); When we process personal information for special categories, we may also focus on important public interest elements (crime prevention or detection) or legal claims;

• To enforce our rights, meet our legal or regulatory obligations regarding information disclosure, or to protect the rights of third parties;

• To ensure we are paid, to collect any payments due and, as applicable, to enforce such collections through debt collection agencies or other legal means (including legal action);

• To reorganize or modify our organization, if undertaking a reorganization (e.g. merger, consolidation, or transfer of part of our organization’s mission), we may need to transfer some or all of the personal information to an applicable third party (or its advisors) as part of any due diligence or transfer process to that entity resulting from a reorganization or to that third party for the same purposes as set out in this Privacy Policy or for the analysis of any proposed reorganization. In such a situation, we take every possible means to ensure the protection and security of personal information.

With whom do we share personal information?

The CHUS Foundation is a legal entity (not-for-profit organization duly incorporated and recognized as a charity). As a result, the personal information we collect may be shared with certain third parties, including the following:

• Clients of the CHUS Foundation for the purpose of recruiting human resources, volunteers for administrative data processing or for soliciting financial or other contributions;

• Third-party service providers and/or partners, including those who provide us with services such as the solicitation of donations, database analysis, website analysis, application development, hosting, maintenance, and other services. These third parties may access or process personal information in connection with the services that they are providing us. We limit the information we provide these service providers to only information that is reasonably necessary to allow 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 laws. More specifically, we may disclose personal information and other information if we are required to do so by law, including tax law, or if we believe in good faith that such disclosure is necessary to comply with applicable laws, in response to a court order, subpoena, or government search warrant, or otherwise to cooperate with such government authorities and law enforcement agencies;

• The acquirer, successor, or assignee in connection with any merger, acquisition, debt financing, sale of assets, or similar transaction, and in the event of insolvency, bankruptcy, or receivership providing for the transfer, to one or more third parties, personal information as a business asset;

• We use personal information for the sole purpose of achieving the primary and applicable legitimate objective for which it has been collected, or for purposes consistent with that primary objective.

The organization uses the services of third-party sites, such as Google and Facebook, to promote its content and offerings.

When visiting our website, these third parties may use cookies, Web bugs, or similar technologies on your hard drive to collect or receive information about your browsing on the website and elsewhere on the Internet. These technologies allow for relevant and targeted advertising based on your interests. You can view the cookies and delete them whenever you want; thus you are in full control. We recommend verifying your browser settings to make the appropriate changes.

If you want third-party sites to store cookies on your hard drive to provide targeted advertising, you can enable this option.

How long do we keep personal information?

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

To learn more about how long we retain personal information, please follow the instructions in the Contact us section.

Where do we store personal information?

Personal information is not transferred outside of Quebec. The CHUS Foundation uses the services of the CRM Eudonet as a database. The data is stored using cloud computing. Some lists that include the personal information of participants in the CHUS Foundation’s events are also stored on the CIUSSS de l’Estrie - CHUS’s network and on its cloud, via SharePoint.

How do we protect personal information?

We follow generally accepted industry standards to protect any information submitted to us, both during transmission and once we have received it. We maintain the appropriate physical, technical, and administrative safeguards to protect personal information against accidental or unlawful destruction, accidental loss, alteration, unauthorized disclosure or access, misuse, or any other unlawful form of processing of the personal information in our possession. We have taken steps to ensure that the only staff members who have access to your personal information are those on a need-to-know basis or whose duties reasonably require such information to be known.

However, there is no 100% secure method of transmission or means of electronic storage over the Internet. Therefore, we cannot ensure or guarantee the security of any information you transmit or provide to us, and you do so at your own risk. Additionally, we cannot guarantee that such information will not be accessed, obtained, disclosed, modified, or destroyed as a result of violation of our physical, technical, or administrative safeguards. If you have reason to believe that personal information has been compromised, please follow the instructions in the Contact us section. If there is a privacy incident that affects your personal information, we shall notify you as soon as possible after the incident has been identified. We shall take the reasonable steps to reduce the risk of harm being caused and prevent further incidents of the same nature from reoccurring.

What are an individual’s rights with respect to their personal information?

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

• Access: The right to be informed on whether we process information and, if so, to request access to the personal information. Subject to applicable law and, in some cases, payment of a monetary amount, the individual may receive a copy of the personal information that we hold and other associated information on the individual;

• Accuracy: We are required to take reasonable steps to ensure that the personal information in our possession is accurate, complete, up to date, and not misleading;

• Rectification: The right to request rectification of any incomplete or inaccurate personal information that we hold;

• De-indexation: The right to request that any of their personal information cease to be disseminated or to de-index any hyperlink attached to their name that provides access to information if the dissemination of such information contravenes the law or a court order (right to erasure of data);

• Anonymization: The fact that our organization may, instead of destroying it, anonymize personal information for use, but only for serious and legitimate purposes (e.g. retention of information required for potential tax inspection purposes);

• The right to be informed when subject to a decision based solely on automated processing;

• The right to be informed when using technology to identify, locate, or profile, and the means offered to activate these functions.

Lastly, a complaint can also be filed 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), our location, or the location where the alleged breach of data protection laws occurred.

To exercise any of these rights, please follow the instructions in the Contact us section.

How do we update this Privacy Policy?

We may at any time without notice change the content of our websites and how we use cookies; thus our Privacy Policy is subject to change. We therefore encourage you to review this policy frequently to stay informed about how we process personal information.

This policy was updated on May 20, 2023.