Effective Date: May 30, 2024
At ODLAN, accessible from https://odlan.ca/, we prioritize the privacy of our visitors. This Privacy Policy document outlines the types of information that is collected and recorded by ODLAN and how we use it.
This policy discloses the information gathering and information use practices for the ODLAN websites (“Sites”) and Programs. ODLAN’s information collection and information use practices comply with relevant Canadian legislation.
1. Collection of Personal Information
1.1 Information You Provide Us With
- Subscriber Details: When you subscribe to our newsletters or express interest in a program, we will obtain your contact details such as your email address and phone number, and information about your preferences, such as when you wish to receive notifications.
- Enrolling in a Program: When you enroll in a Program, you provide us with information according to the requirements of the Program. This may differ from one Program to another, and will be detailed upon collection of the information.
- Other Information: We collect information when you communicate directly with us by contacting us via the Site or via social media (such as through LinkedIn, Instagram or Facebook, responding to surveys, participating in contests or events, or engaging in a web chat. We may also monitor and record our virtual meetings (webinar, events…etc.) for statistical purposes, internal training, and maintaining a high level of service quality. In these circumstances, we may collect your contact information such as your name, email address, demographic information, social media profile information, and other information you choose to share with us.
1.2 Information We Collect Automatically
Like most websites, when you visit our Site, we may receive information about your visit, use, or interaction with our Site. Although most of the information we collect is anonymized and aggregated usage data such as how many individuals visited our Sites, peak hours of visits, the general location of your device, and which page(s) were viewed, we may also collect your Internet Protocol (“IP”) address.
1.3 Information We Collect From Third Parties
We collect information from third parties such as from our payment processors or third-party platforms where you may submit information as part of a program. We may collect information about your social media profile when you interact with us on those platforms.
2. Use of Personal Information
We use your Personal Information to provide you with Programs and operate our Sites. We may use your information to:
- Register your attendance at events and webinars that we may host;
- Deliver newsletters and reports to you which you have subscribed to;
- Deliver services and features on our Sites and through our Programs;
- Facilitate and process donations you choose to make;
- Measure and understand the effectiveness of content on our Sites and Programs so that we can understand where we can have greater impact on the community;
- Offer content and/or opportunities that we think will be of interest to you such as causes to support, events to attend, and Programs to participate in;
- Respond to your inquiries or requests;
- Keep our Sites and Programs secure and safe; and
- Comply with our legal or regulatory obligations.
We will only use your Personal Information for purposes described in this Privacy Policy or for purposes that we informed you of at the time of collecting your information. If we intend to use or disclose your Personal Information for a new purpose, we will ask you for your consent first, unless we are otherwise permitted by law or court order.
ODLAN maintains a mailing list for periodic newsletters or reports. At any time, you may choose to discontinue receiving communications from us. To request that ODLAN remove you from our mailing list, please contact us at [email protected]. In addition, all mailing list email messages sent by ODLAN will include an unsubscribe link allowing recipients to discontinue receiving non-transactional communications from us, in accordance with Canadian Anti-Spam Legislation (CASL) requirements.
3. Public and Private Forums
Please remember that any information that is disclosed on forums, such as those hosted by ODLAN, or public third party social media platforms, are at the users risk. You should exercise caution when deciding to disclose your personal information. We cannot guarantee the security of any information you disclose online, and you disclose such information at your own risk.
4. Sharing of Personal Information
We may disclose your Personal Information under certain limited circumstances. These circumstances include:
- Service Providers, in order to deliver the Programs and the Sites to you. These providers offer solutions for hosting, email, marketing, payment processing, and other business critical operations. They are contractually required to comply with our privacy requirements and standards, ensuring that your Personal Information is protected and remains confidential.
- Donation Recognition is shared when you opt to have your name recognized. We may also share your information in order to administer your donation with a secure third-party payment processor. We do not retain your credit card information outside of our payment processors.
- Research and advocacy institutions. We may use de-identified and aggregated information for research and advocacy purposes. This information, whether used alone or in combination with other information, cannot identify you. In the event the disclosure of Personal Information would be relevant, we will always seek your explicit consent to disclose such information to certain institutions and we will provide you with information about these institutions before you participate in the polls.
- Government programs where required. Certain ODLAN Programs require that ODLAN share personal data of program participants with various Canadian government bodies (federal, provincial, and/or municipal) for the purpose of reporting. Any personal data will be collected with prior written consent of all participating parties.
- Funder reporting. ODLAN aggregates anonymous information about our visitors, such as IP addresses, in order to generate research datasets and populate funder report requirements. Individuals are not identified in the anonymized, aggregated datasets.
- Authorities such as law enforcement or competent courts, when it is necessary, or we are compelled to do so. This may include instances where there is a serious risk of harm to you or others, and/or where we have to take legal action to protect our or third-party rights.
We will not sell or rent your Personal Information. Furthermore, our contracts with service providers dictate that they may not use your information for their own benefit or for any services other than those requested by us.
5. Cookies and Analytics
Cookies are small files that a website or its service provider transfers to your computer’s hard drive through your web browser (if you allow) that enables the website’s or service provider’s systems to recognize your browser and capture and remember certain information.
We use cookies to:
- Understand and save user’s preferences for future visits.
- Compile aggregate data about site traffic and site interactions in order to offer better site experiences and tools in the future.
Some cookies and similar technologies help us understand how our visitors engage with our Sites. We make use of Google Analytics, which uses a set of cookies to report site usage statistics without personally identifying individual visitors.
You can choose to disable cookies through your individual browser options. More detailed information about cookie management with specific web browsers can be found at the browsers’ respective websites. It is important to note that disabling cookies may affect your experience with our Sites, as well as our Sites’ functionality.
6. Third Party Conduct
Our Sites contain links to other third-party owned and operated websites. When you follow or click on these links, you are visiting a website that is not owned or operated by ODLAN. As such, those websites will have a different privacy policy to ODLAN. ODLAN is not responsible for the privacy practices of those websites and operators, and encourages you to read the respective privacy policies and notices of these third-party websites to familiarize yourself with their practices.
7. Information Security
We have technical, organizational, and physical safeguards appropriate to the sensitivity of your Personal Information. These include safeguards such as ensuring our staff sign confidentiality agreements, limiting access to our facilities, and granting access to information based on a need-to-know basis. We review and update our safeguards regularly to ensure your Personal Information is protected.
It is important to note that no computer system or online communication is perfectly secure. We encourage you to take appropriate steps to protect your information, including not sharing more information with us than is necessary.
8. Data Retention
Your Personal Information will be kept for at least as long as it is necessary to carry out the purposes set out in this Privacy Notice and subject to applicable laws. We may retain anonymized and aggregated information without time limits to the extent that we have a legitimate and lawful interest in doing so.
As a participant, we keep your Personal Information for as long as you remain part of a Program with us. Once your participation has ended and the Program concludes, we will retain your information for as long as necessary to meet our legal and sponsor obligations or, as per the terms of your participation, after which we will dispose of it.
9. Your Rights and Choices
You may request to view, update, or delete your personal information maintained by ODLAN. You may also opt not to receive further communications from ODLAN. The procedures for doing so are described below.
- Request a Copy: At any time, you may ask for a copy of your personal information previously provided to ODLAN. To request a copy of your personal information, please contact us at [email protected].
- Correction: You may change or modify any personal information previously provided to ODLAN. To request that your personal information be updated or modified, please contact us at [email protected].
- Deletion: At any time, you may request that we delete from our database any personal information previously provided to ODLAN. To make a personal information deletion request, please contact us at [email protected].
Please allow up to 30 days for us to respond to requests for access/copies, requests for corrections, or requests for deletion. If we need more time to fulfill your request, we will let you know. As required by law, we will validate your identity prior to fulfilling any requests. Please be aware that while we will endeavor to fulfill any requests received, there may be circumstances and exceptions that exist in applicable law that prevent us from fulfilling requests.
10. Contacting ODLAN
If you have any questions, complaints, or concerns, we’d like to be informed in order to address and resolve them quickly. To contact ODLAN regarding this Privacy Policy or regarding ODLAN’s data collection, use, or sharing practices, please contact us at: [email protected].
If our resolution does not meet your expectations, you have the right to contact the Information and Privacy Commissioner of Ontario.
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON, M4W 1A8
416-326-3333