Privacy Policy
1. The purpose of this policy
At the Batshaw Youth and Family Centres Foundation (the “Foundation”), we recognize the importance of protecting the personal information entrusted to us.
This Privacy Policy describes how we collect, use, disclose, retain and protect personal information. We limit the collection of personal information to what is necessary for the purposes identified in this policy and handle personal information in accordance with applicable privacy laws.
The Foundation’s Executive Director serves as the person responsible for the protection of personal information. Questions, comments, complaints or requests regarding this policy or the Foundation’s privacy practices may be directed to:
Executive Director and Privacy Officer
Batshaw Youth and Family Centres Foundation
5 Weredale Park
Westmount, Quebec H3Z 1Y5
2. Personal information we collect
2.1 Types of personal information we may collect
The personal information we collect depends on your relationship and interactions with the Foundation and may include:
Donors, supporters and event participants
Identification and contact information, such as your name, preferred name, mailing address, email address and telephone number;
Information relating to your relationship with the Foundation, such as donor type, organization or employer, preferred language, communication and solicitation preferences, and Foundation contact;
Donation and transaction information, including donation history, billing information and information required to issue tax receipts; and
Event registration and participation information.
Online payments are processed through third-party payment service providers. The Foundation does not directly store complete credit card numbers.
Youth and program participants
Identification information, such as a name or beneficiary number, depending on the program;
Demographic, educational and program-related information;
Information about eligibility for, or participation in, Foundation-funded programs and supports;
Information relating to funding requests, including the type and amount of support requested, the intended use and objectives of the funding;
Contact information for youth, workers or other individuals involved in an application, where applicable; and
Supporting information provided as part of an application, reimbursement, receipt or program follow-up process.
Depending on the program and circumstances, some of the personal information collected may be sensitive. The Foundation limits the collection of personal information to what is reasonably necessary for the purposes for which it is collected.
2.2 How we collect personal information
We may collect personal information directly from you or, where appropriate, from an authorized representative or partner when you:
Make a donation to the Foundation;
Register for or participate in an event;
Subscribe to Foundation communications;
Submit an application, funding request, reimbursement, receipt, questionnaire or other program-related form;
Contact or communicate with Foundation representatives by email, telephone, through our website or in person; or
Otherwise provide personal information to the Foundation in connection with our activities, programs or services.
We may also collect certain information automatically when you visit our website. Additional information about our use of cookies and similar technologies is provided below.
3. Use and disclosure of personal information
3.1 How we use personal information
We use personal information only for the purposes for which it was collected, as otherwise permitted or required by law, or with consent where required. Depending on the circumstances, we may use personal information to:
Process and administer donations and issue tax receipts;
Maintain donor and supporter records and manage our relationships with donors, partners and other members of our community;
Communicate about the Foundation, including its mission, programs, fundraising activities, events and opportunities to support our work;
Manage communication preferences and newsletter subscriptions;
Register individuals for and administer Foundation events;
Receive, review and administer applications and requests for Foundation-funded programs and supports;
Process funding, reimbursements and other program-related transactions;
Follow up on and evaluate Foundation-funded programs and supports, including for reporting and impact measurement purposes;
Respond to questions, requests, comments or complaints;
Maintain appropriate administrative, financial and organizational records; and
Comply with applicable legal and regulatory requirements.
We will not use personal information for a purpose that is incompatible with the purpose for which it was collected unless permitted by law or we obtain consent where required.
3.2 When we may disclose personal information
The Foundation does not sell personal information or donor lists.
We may disclose personal information to service providers that assist us in carrying out our activities, such as providers of donor and relationship management systems, payment processing, website hosting, online forms, email and communications, information technology, cloud storage and other administrative services.
These service providers are provided only with the personal information reasonably necessary to perform their services and are required to handle personal information in accordance with applicable privacy requirements and their obligations to the Foundation.
We may also disclose personal information:
To public-sector organizations, community organizations or other program partners where necessary to administer a program, application, funding request or support, and where permitted by law or with consent where required;
Where required or permitted by applicable law, regulation, court order or other lawful authority; or
In other circumstances with consent where required.
Some service providers may process or store personal information outside Quebec or Canada. Additional information about the handling of personal information outside Quebec is provided below.
4. Consent
Where consent is required, the Foundation obtains consent for the collection, use or disclosure of personal information. Consent will be requested in clear and understandable language and will relate to the specific purposes for which the personal information is collected, used or disclosed.
The form of consent may vary depending on the nature and sensitivity of the personal information and the circumstances in which it is collected.
Where the Foundation wishes to use or disclose personal information for a purpose that is not consistent with the purpose for which it was originally collected, we will obtain additional consent where required by law.
You may withdraw your consent to the use or disclosure of your personal information, subject to applicable legal or contractual restrictions. We will inform you of the consequences of withdrawing consent, where applicable.
In certain circumstances, applicable law permits or requires the Foundation to collect, use or disclose personal information without consent. This may include responding to a court order, complying with legal requirements or other circumstances authorized by law.
5. Your rights and how to exercise them
Subject to applicable law, you have certain rights regarding the personal information the Foundation holds about you.
5.1 Access and correction
You may request access to the personal information we hold about you and request that inaccurate, incomplete or ambiguous information be corrected, subject to any restrictions provided by law.
5.2 Withdrawal of consent
Where our collection, use or disclosure of your personal information is based on your consent, you may withdraw that consent, subject to applicable legal or contractual restrictions. Depending on the circumstances, withdrawing consent may affect our ability to provide certain services, process a request or administer a program.
5.3 Data portability
Where provided by applicable law, you may request that computerized personal information collected from you be provided to you, or to another person or organization authorized by law, in a structured and commonly used technological format.
5.4 Questions and complaints
You may contact the Foundation with any question, concern or complaint regarding the handling of your personal information or the exercise of your privacy rights.
Requests regarding access, correction, withdrawal of consent or other privacy rights should be submitted to the Foundation's Privacy Officer using the contact information provided in Section 1 of this policy.
We will respond to requests within the timeframes required by applicable law. We may take reasonable steps to verify your identity before processing a request.
6. Retention, storage and security of personal information
6.1 Retention and destruction
The Foundation retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, regulatory, financial and administrative requirements.
When personal information is no longer required, the Foundation takes reasonable steps to securely destroy it in accordance with its retention and destruction practices and applicable law.
6.2 Storage and processing of personal information
The Foundation uses service providers and technology platforms to support its operations. As a result, personal information may be stored or processed by service providers located outside Quebec or Canada, including in the United States.
Where personal information is communicated outside Quebec, the Foundation takes steps required by applicable privacy law to assess and protect the information, including through appropriate contractual and security measures.
Personal information processed outside Quebec may be subject to the laws of the jurisdiction in which it is stored or processed, including lawful access by courts, government authorities or law enforcement agencies.
6.3 Security safeguards
The Foundation takes reasonable administrative, technical and physical measures to protect personal information against loss, theft, unauthorized access, use or disclosure, and other privacy or security incidents.
These safeguards are appropriate to the nature and sensitivity of the personal information and may include measures such as:
Limiting access to personal information to individuals who require it to perform their duties;
Using password-protected systems and access controls;
Using reputable service providers with appropriate privacy and security safeguards;
Maintaining appropriate technical and organizational security measures; and
Securely disposing of personal information when it is no longer required.
While the Foundation takes reasonable measures to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.
7. Website, cookies and similar technologies
When you visit the Foundation's website, certain information may be collected automatically through cookies and similar technologies. This may include information such as your IP address, browser and device information, pages visited, and information about how you interact with the website.
We may use this information to operate and secure our website, understand how visitors use it, improve its functionality and performance, and measure website traffic and engagement.
Our website and third-party services integrated with it may use cookies that are necessary for the website to function, as well as analytics or other optional technologies where applicable.
Where required by applicable law, visitors will be provided with information and choices regarding the use of optional technologies. You may also be able to manage certain cookies through your browser settings.
Third-party services accessible through or integrated into our website, such as donation, online form or other service platforms, may collect personal information in accordance with their own privacy practices.
8. Changes to this Privacy Policy
The Foundation may update this Privacy Policy from time to time to reflect changes to our practices, services, legal obligations or other circumstances.
The most current version of this Privacy Policy will be available on our website and will indicate the date on which it was last updated.
Where appropriate or required by law, we may provide additional notice of significant changes to this Privacy Policy.
Last updated: September 30, 2026