United way oxford donor privacy policy
Intent
United Way of Oxford is committed to protecting the privacy and confidentiality of personal information. The purpose of this policy is to ensure the ongoing protection and privacy of our donors. Protecting the privacy and confidentiality of donor information is an important aspect of the way United Way Oxford conducts its business. Collecting, using, and disclosing donor information in an appropriate, responsible, and ethical manner is fundamental to United Way Oxford operations.
United Way Oxford strives to protect and respect the personal information of its donors in accordance with all applicable provincial and federal laws. Every United Way Oxford employee, volunteer or person conducting business on behalf of United Way Oxford, must abide by the Donor Privacy Policy when handling donor information.
Definitions
The Personal Information Protection and Electronic Documents Act (PIPEDA) defines personal information as information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization(Department of Justice, 2011).
For the purposes of this Donor Privacy Policy, personal information shall be defined as any identifying information about an individual or group of individuals, including name, date of birth, address, phone number, e-mail address, gender, donation amount, financial data, credit card number(s), banking information, payment records, opinions, and personal views.
Business information is defined as business name, business address, and business telephone number, name of owner, executive officer, and director, job titles, business registration numbers, and financial status. Business information is treated and handled with the same level of confidentiality, privacy, and respect as personal information.
Purpose of Personal Information Collection
United Way Oxford collects and uses personal information solely for the purpose of conducting business. Such information may be provided to us through correspondence, online donations, pledge cards, workplace partners, conference or meeting registrations, or other forms of communication. United Way Oxford hereby asserts that personal information will only be used for the following purposes:
- of processing and receipting a donation;
- distributing a donation to another United Way or other registered Canadian charity;
- recognizing a contribution;
- stewarding a donor;
- reporting on impact;
- registering participation in a conference, meeting or other event; &/or
- responding to information requests.
Safeguarding Information
United Way Oxford has in place measures to respect the confidentiality of personal information and protects personal information by safeguards that are appropriate to the sensitivity of the information. Access to personal information is granted only to those employees and authorized volunteers and agents whose duties so require for United Way purposes.
Should United Way Oxford engage with external service providers, we take all reasonable precautions to ensure that the service provider protects your personal information. These service providers enter into confidentiality agreements and do not keep any personal information on their files.
United Way Oxford does not maintain or store any credit card information from donors.
United Way of Oxford does not sell or lease donor information, nor provide or share personal information with third parties unless:
- The individual authorizes that the information may be shared;
- Sharing the information is necessary to process a donation (i.e. to process a credit card transaction); or
- We are required by law.
Obtaining Consent
An individual’s permission may be expressed orally, in writing or may be implied, and it may can be provided to United Way Oxford orally, electronically or in writing. We will obtain consent before making information available to third parties during the course of processing a donation. As an example, when processing a Designation Gift, where a portion of your gift is directed to another charity, we provide the amount of your donation, your name and the name of your employer to the recipient. If the donor does not wish this to occur, they can indicate so in the appropriate section of their pledge form.
Withdrawing Consent
An individual may withdraw consent for the collection, use or disclosure of personal information at any time by contacting the Privacy Officer and, subject to any legal restraints, United Way Oxford will comply with the request within a reasonable time.
Location of Information
Personal information is maintained at the United Way Oxford office, located at the address below. Electronic information is stored in CRM System securely hosted virtually.
Registering a Complaint
An individual may register a privacy-related complaint by contacting United Way Oxford’s Privacy Officer. United Way Oxford shall investigate and respond to concerns about the handling of Donor private and personal information within 5 business days.
We will explain our procedure and inform them about other complaint procedures available. We will investigate all complaints. If an objection is justified, we will take all appropriate steps to repair the situation, including changing our policies and practices if necessary. Personal information relating to volunteers, job applicants and employees are subject to similar protocols.
If an individual would like to access their personal information, or have any questions regarding the protection of their privacy, or wish to register a privacy-related complaint, please contact:
Kelly Gilson, Privacy Officer
447 Hunter St., Woodstock, ON, N4S 4G7
(519) 539-8851 1-877-280-1391 or info@unitedwayoxford.ca
Revised & Approved August 16, 2017
Updated & Approved January 21, 2026