Privacy Policy
Last updated: October 2024
Youth for Youth Québec respects your privacy and is committed to protecting your personal information in accordance with applicable laws. This policy (the “Policy”) pertains to the protection of personal information by Youth for Youth Québec and is applicable to all its activities involving the collection and processing of personal information, including through the website https://www.y4yquebec.org/ and its subdomains (collectively, the “Website”), whether accessed via smartphone, tablet or computer.
The terms “you,” “your,” and “yours” refer to the person whose personal information is collected or processed by Youth for Youth Québec. The terms “we,” “us,” and “our” refer to Youth for Youth Québec. The masculine form is used in the Policy solely for brevity.
The purpose of this Policy is to help you understand how Youth for Youth Québec collects, uses, processes, communicates, stores, and protects your personal information. It is important for you to read and understand the Policy, as it establishes a contract between you and us. By providing us with your personal information, you consent to be bound by this Policy.
The Policy is organised thematically as follows:
1 – What categories of personal information do we collect?
2 – How do we collect your personal information?
3 – Why do we collect and use your personal information?
4 – To whom do we disclose your personal information?
5 – How do we protect your personal information?
6 – How long will we retain your personal information?
7 – Children under the age of 14
8 – Your rights regarding your personal information
9 – The use of cookies
10 – Hyperlinks to other websites
11 – Modifications
12 – Questions
Privacy laws in Canada generally define “personal information” as any information about an identifiable individual. This includes information that can be used on its own or with other information to identify, contact, or locate a specific person. Information from which all direct and indirect identifiers have been removed (i.e., de-identified personal information) is not considered personal information.
1 – We may collect, use, store, and transfer the following categories of personal information:
a) Personal identity information, such as first name, last name, preferred first name, and title.
b) Personal contact information, such as email address, mailing address, postal code, and phone numbers.
c) Technical personal information, such as Internet Protocol (IP) address, geolocation information, cookies, and other technologies on the devices you use to access our Website.
d) Internet activity information, such as browsing history, search history, and interactions with our Website and online advertisements.
e) Financial information, such as banking and credit card information, tax information, and information about your donation history.
f) Sensitive personal information, such as social insurance numbers, information about your family situation, and health information.
We may also collect, use, store, and transfer the following categories of personal information regarding our employees and job applicants applying to Youth for Youth Québec:
a) Background check information, including criminal records and copies of identification documents.
b) Emergency information, including emergency contact details, health status, and allergies.
c) Identity information, including date of birth, education history, residential address, and passport information, including passport number, nationality, place of issue, date of issue, and date of expiration.
d) Technical information, including your username(s), identifier(s), a log of successful and unsuccessful attempts to access Youth for Youth Québec systems, your location when using Youth for Youth Québec systems, and information about the device you use to access Youth for Youth Québec resources.
If you provide Youth for Youth Québec with personal information about another person (e.g., family members), you represent that you have obtained all necessary consents from that person to allow us to collect, use, and disclose such personal information for the purposes outlined in the Policy.
By providing us with this personal information, sending us an email, or visiting a website, you are electronically communicating with us. You thereby consent to receive non-commercial electronic communications from us, either through the internet, email, or notices posted on our website, in accordance with the Policy. You agree that by electronically transmitting to you agreements, notices, information, and other communications, we comply with any legal requirement that such communications must be in writing.
2 – How do we collect your personal information?
We use various methods to collect your personal information, including the following:
1. Direct Interactions: When you communicate with us, you may provide us with your personal information, such as when you:
Use a form on our website to subscribe to our newsletter.
Use a form on our website to contact us.
Voluntarily provide your personal information during communication with us through any other means for various reasons.
2. Submit an application for a job opportunity.
a) Impersonation is prohibited when submitting personal information on our website. Any scholarship or grant application or any other request must be made under a real name with the required information.
b) Automated Technologies or Interactions: When you interact with our website, we will automatically collect technical personal information and internet activity information regarding the computer equipment used to access our website, as well as measures and trends in browsing. We collect this information using cookies, pixels, server logs, and similar technologies. We may also receive your technical personal information if you visit third-party websites that use our cookies.
3 – Why do we collect and use your personal information?
We may use your personal information for the purposes for which it was collected, in accordance with our Policy, for other purposes permitted by law, or with your consent.
We may use the collected information for the following purposes:
-
Categories of Personal Information Involved:
• Technical personal information
• Internet activity information
-
Categories of Personal Information Involved:
• Personal identity information
• Personal contact information
-
Categories of Personal Information Involved:
• Personal identity information
• Personal contact information
• Financial information
• Sensitive personal information
-
Categories of Personal Information Involved:
• Personal identity information
• Personal contact information
• Background check information
• Emergency information
-
Categories of Personal Information Involved:
• Personal identity information
• Personal contact information
As stated below in Article 8(f), you may always choose not to receive promotional materials or scientific information from Youth for Youth Québec. For greater certainty, we will not send commercial electronic messages without your express consent.
4 – To whom do we disclose your personal information?
Except as provided below, Youth for Youth Québec does not disclose your personal information to organisations or third parties without your consent unless required or authorised by law. Furthermore, Youth for Youth Québec does not sell your personal information to anyone.
Youth for Youth Québec discloses your personal information to third parties in the following circumstances:
To our service providers who assist us in achieving the purposes for which your personal information was collected, including server hosting providers who assist us in storing your personal information.
To service providers who assist us in conducting demographic studies on visitors to our website and job applicants.
To comply with our obligations under applicable law or regulations, a government authority investigation, a subpoena, or a court order or other administrative or governmental authority.
To a law enforcement agency or government agency in the context of an investigation into actual or potential fraud, a violation of a law or regulation, or the terms of use of our website, or for the protection of the rights, property, or safety of Youth for Youth Québec, our customers/users, or our partners.
To an acquiring entity in connection with the realisation or proposal of a business transaction, concession, merger, amalgamation of scholarly societies, or any other type of acquisition, liquidation, transfer, transitive contract, or financing of Youth for Youth Québec, in whole or in part, or of any property, share, asset, action, or business of Youth for Youth Québec.
We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes, and we only allow them to process your personal information for specific purposes and in accordance with our guidelines and policy.
When you provide us with personal information, you acknowledge and agree that your personal information may be transferred to other jurisdictions for processing and storage, including on servers located throughout Canada, where privacy laws may be less stringent than those in your jurisdiction. In addition, law enforcement or national security authorities and courts in these jurisdictions may access your personal information. As necessary, to effect these transfers, we will comply with our legal and regulatory obligations regarding personal information. For example, when applicable law requires it, we conduct privacy impact assessments to assess the risk associated with the transfer of personal information outside your province of residence.
5 – How do we protect your personal information?
Youth for Youth Québec is committed to ongoing updates of security policy and practices by implementing reasonable physical, electronic, and administrative measures to protect your personal information against accidental loss and unauthorised access, use, alteration, and disclosure.
To prevent unauthorised access to your user profile on a Website, please maintain the accuracy and integrity of the personal information associated with your user profile and ensure that this information is used appropriately.
While Youth for Youth Québec makes efforts to ensure that no third party will view or obtain personal information about you through our Website, complete privacy and security on the Internet are not guaranteed at this time. Internet communications may be subject to interception, loss, or alteration. You acknowledge and consent that Youth for Youth Québec is not liable for damages resulting from the transmission of confidential information or personal information over the Internet, and that such communications are conducted at your own risk.
6 – How long will we retain your personal information?
Your personal information is stored at our offices and on secure servers provided by our service providers, including servers located outside of Québec.
In accordance with applicable laws and regulations, we will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it, including complying with any legal, accounting, or reporting requirements. In some circumstances, we may render your personal information anonymous so that it can no longer be associated with you. We reserve the right to use such anonymous and depersonalised data for legitimate business purposes without notifying you or obtaining your consent.
When personal information collected is no longer required by Youth for Youth Québec, the necessary procedures to destroy, delete, erase, or convert it into an anonymous form are applied.
7 – Children Under 14
Protecting the personal information of children is of utmost importance. Youth for Youth Québec acknowledges its responsibility to protect the privacy of children and does not intend to collect personal information from children under the age of 14.
Our Website is not intended for children under the age of 14. No one under the age of 14 may provide personal information on our Website. We do not knowingly collect personal information from children under the age of 14. If you are under 14 years old, please do not use or provide any information on our Website or through any of its features, and do not provide us with information about yourself, including your name, address, telephone number, or email address. If we learn that we have collected or received personal information from a child under the age of 14 without verified parental consent, we will delete such information.
8 – Your Rights Regarding Your Personal Information
Subject to certain exceptions as permitted by law, you have the following rights with respect to your personal information we hold:
a) Your Right to Access
You have the right to access your personal information that we hold and receive a general account of our use of that personal information. Upon receiving a written request from you, we will confirm whether we are processing your personal information and, subject to applicable exemptions, provide you with a copy of your personal information. In certain limited circumstances, we may not be able to provide you with all the relevant personal information, for example, when that personal information also concerns another natural person. In such circumstances, we will inform you upon request of the reasons for this refusal. We strive to respond to all legitimate requests within one month. It may take us longer than a month if your request is particularly complex or if you have made multiple requests. In this case, we will notify you and keep you updated. If you request additional copies, we may need to charge you a reasonable fee.
b) Your Right to Rectification
If the personal information we hold about you is inaccurate or incomplete, you have the right to have it rectified. If you are entitled to rectification and we have shared your personal information with others, we will, where possible, inform them of the rectification, provided it does not involve disproportionate effort. If you request it, where possible and lawful for us to do so, we will also inform you of the identity of the third parties with whom we have shared your personal information so that you can contact them directly. We will endeavour to process requests for the rectification of personal information in a timely manner.
c) Your Right to Control Disclosure
You have the right to control the disclosure of your personal information. In this regard, you may request us to de-index (i.e., remove from search results) any hyperlink associated with your name that leads to your personal information if the underlying disclosure of your personal information contravenes the law or a court decision or if it causes significant harm to your reputation or privacy. This also includes your right to re-index (i.e., appear in search results) any hyperlink associated with your name when it can prevent the perpetuation of significant harm to your reputation or privacy.
You can contact us for assistance in modifying, updating, or deleting personal information you previously provided to Youth for Youth Québec. We will endeavour to process requests for the rectification of personal information in a timely manner.
d) Your Right to Erasure
You may request us to delete or remove your personal information in certain circumstances, such as when we no longer need your information for the purposes for which it was collected or if you withdraw your consent (where applicable, as your consent is the legal basis for our processing of your personal information). If you are entitled to erasure of your personal information and we have disclosed it to third parties, we will take reasonable steps to inform them, to the extent possible and not involving disproportionate effort. If you request it, in cases where possible and lawful, we will also inform you of the identity of the third parties with whom we have shared your personal information so that you can contact them directly.
e) Your Right to Personal Data Portability
You have the right, in certain circumstances, to obtain the personal information you have provided to us (in a structured, commonly used, and machine-readable format) and to reuse it elsewhere. You may also request us to transfer it to a third party of your choice.
f) Your Right to Withdraw Consent
If we rely on your implied or express consent as the legal basis for processing your personal information, you have the right to withdraw it at any time for our processing of your personal information. However, this withdrawal will not affect the legality of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide you with certain services, such as those mentioned in Article 3 (above). If this is the case, we will inform you at the time you withdraw your consent.
If you wish, you can unsubscribe from our newsletter by sending a written request to Y4Y’s Data Privacy Officer, who acts as the responsible person for personal information protection, using the contact information provided in Article 12 (below) or by choosing not to receive further communications by clicking the link at the bottom of each email communication.
9 – Use of Cookies
We may use cookies to track your preferences and activities on our website. By using and visiting our website, you consent to us using cookies on and off this website.
Cookies are small data files that are transmitted to your computer’s hard drive by a website. They record your preferences so that your subsequent visits to this website are more efficient. Cookies can record various information, including how often you visit a website, your login information, and how often you visit a page or other element of the website. We use cookies on our website to:
(i) Improve online customer service and website functionality;
(ii) Personalise the content of our website; and
(iii) Provide a safer experience.
Most browsers are designed to accept cookies, but they can easily be modified to block them. Your browser’s help files contain information on blocking cookies, detecting cookies sent to you, and disabling them. However, it is important to know that without cookies, you may not be able to access some of a website’s features and therefore may not be able to fully enjoy it.
10 – Hyperlinks to Other Websites
Our website may contain hyperlinks that allow users to visit other websites operated by other entities. Youth for Youth Québec has no control over websites operated by other entities and does not in any way assume responsibility for listing them on our website. Any information you provide to websites operated by other entities will be subject to the applicable privacy policies on those websites.
11 – Modifications
Youth for Youth Québec reserves the right to modify the Policy at any time without notice.
You can consult it at any time on our website.
We will notify you of any significant changes to the Policy by posting an update notice on our website. If you continue to use our website after a new version of the Policy has been posted, you confirm your acceptance of the changes and are bound by them. It is your responsibility to regularly review the Policy and any changes that may be made to it.
12 – Questions
If you have any questions about this Policy or our practices regarding the protection of personal information, or if you wish to exercise your rights, please contact Adrienne Winrow, Executive Director and person responsible for the protection of personal information, using the contact information provided below:
Full Name of Legal Entity: Youth 4 Youth Québec
Name of Data Privacy Officer: Adrienne Winrow
Email Address of Officer: privacyofficer@y4yquebec.org
Location:
5165 Sherbrooke Street West, Suite 107,
Montréal, QC, Canada
H4A 1T6