Privacy policy

Welcome to the website of the Ronald Denis Foundation (the “Foundation”) (www.fondationronalddenis.com). By browsing this website, you agree to the following terms and conditions of use.

The Foundation’s website uses cookies to enhance the user experience. These cookies are used to analyze website visits. The information collected is for statistical purposes aimed at improving your experience.

The information collected includes:

• The truncated IP address of your computer
• Your Internet service provider
• The operating system
• The type and model of your device
• The region or municipality determined based on the IP address
• The point of origin (e.g., banner, email, social network, etc.)
• The pages viewed on the Foundation’s website (viewing sequence, on-page interactions, date, time, duration and frequency of your visits, activities, etc.)

The cookies used include:

reCAPTCHA

reCAPTCHA is a service that helps protect websites from automated abuse, such as spam or bot attacks. It works by distinguishing human interactions from automated scripts through simple tests, such as recognizing images or checking a box labelled “I am not a robot.”

You can review the usage and privacy policies at the following links: https://policies.google.com/privacy?hl=En and https://policies.google.com/terms?hl=En.

Google Maps

Google Maps is an online mapping service offering interactive maps, directions, real-time traffic information, and satellite views. It allows users to search for locations, plan routes for driving, walking, cycling, or public transit, and explore areas using the Street View feature. Google Maps is widely used for navigation, locating businesses and attractions, and discovering new destinations. You can review the usage and privacy policies at the following link: https://www.google.com/intl/En_CA/help/terms_maps/

Google Analytics

Google Analytics is a web analytics tool that allows the Foundation to track and analyze user behaviour on the website. It provides detailed traffic data, such as the number of visitors, their geographic origin, pages viewed, time spent on the site, and conversions. This information helps evaluate website performance, understand user habits, and optimize content to improve user experience and achieve strategic goals. You can review the usage and privacy policies at the following links: https://policies.google.com/?hl=en and https://support.google.com/analytics/answer/6004245?sjid=1106332087117321859-NA&hl=en

YouTube

YouTube is a video-sharing platform that allows hosting, streaming, and embedding videos on various web pages. Through its integrated player, users can watch videos directly on a site without leaving the page, enhancing engagement and enriching the user experience. It also offers customization features, such as playback controls, and analytical tools to monitor the performance of embedded videos. You can review the usage and privacy policies at the following links: https://www.youtube.com/t/terms?hl=en&override_hl=1 and https://www.youtube.com/intl/En_ca/howyoutubeworks/user-settings/privacy/

3.1. Preamble

 The privacy of individuals must be balanced with the legitimate need of The Foundation to collect, use, and disclose personal information for reasonable purposes related to filtering and diligent monitoring of activities. The very nature of the Foundation’s activities, such as supporting people with health problems such as men’s health and people with severe obesity, voluntary action, and fundraising, involves the collection, use, disclosure, and retention of personal and sensitive information.

This policy complies with applicable legislation regarding the protection of personal information.

3.2. Definitions

 In this policy, the following terms are defined as:

• Individuals: Persons about whom the Foundation collects, uses, and retains personal information for the proper conduct of its activities. In this context, Individuals include patients, volunteers, interns, donors, therapists, employees, and other persons who have provided their data to stay informed about the Foundation’s programs.
• Privacy Incident: (i) Unauthorized access to personal information by law; (ii) Unauthorized use of personal information by law; (iii) Unauthorized disclosure of personal information by law; or (iv) Loss of personal information or any other breach of its protection.
• Personal Information: Any information that pertains to an individual and allows, directly or indirectly, the identification of that individual.

3.3. Personal Information Protection Officer

Dr. Ronald Denis is designated as the Personal Information Protection Officer. He can be contacted for any questions or concerns regarding privacy at the following email address: info@fondationronalddenis.com.

This policy aims to define the framework and responsibilities of each person in relation to the following:

• Obtaining consent from individuals regarding the collection, use and disclosure of their personal information;
• Importance of not collecting more information than necessary for filtering;
• Use of information for its intended purposes;
• Verification of the accuracy of the information and its retention for reasonable purposes;
• Access of individuals to information collected about them; and
• Protection of information from inappropriate access, use or disclosure.

This policy applies to all directors, employees, volunteers, partners, and other individuals acting on behalf of the Foundation. It covers the personal information of patients, donors, volunteers, employees, and other individuals who have shared their information with the Foundation.

6.1. Collection of Information

 Personal information is collected from and about individuals to ensure the effectiveness of programs or activities, including fundraising, volunteer recruitment, and the management and termination of relationships with volunteers and employees.

The information may also be used for statistical purposes or to evaluate recruitment and management strategies.

Proper management of the information ensures the availability of personal data for decision-making and protects the rights of the Foundation and individuals. It serves as evidence of individual progress and history and can provide a documented source of accurate information about them.

The Foundation only collects the personal information necessary for the specified purposes and does so in an honest and lawful manner.

6.2. Personal Information Collected

 The personal information we collect includes, but is not limited to:

• Name and contact details
• Home address
• Email address
• Credit card information

6.3. Consent

When collecting personal information from individuals, we must explain the purpose of this information collection and obtain their prior consent.

Implied (or tacit) consent is consent that is self-evident, without being formally expressed verbally or in writing. For example, if a potential volunteer completes a registration form, in which case they can expect that this information will be collected and used as part of his or her involvement in the organization. In such a case, the individual voluntarily provides their personal information.

Explicit (or express) consent is occasionally required, which means that the organization must clearly notify individuals (verbally or in writing) whether they have the option to consent or not and obtain formal acquiescence from the individual. Criminal background checks when recruiting a person require that they consent to it by signing a document, as well as if an individual’s photo is used in the organization’s publications.

Internal forms are usually available for these purposes.

Every person is informed of any collection, use or communication of personal information concerning them and consents to it tacitly or explicitly, unless it is not appropriate to do so. To do this, the foundation:

• Clearly defines what information is mandatory and essential to its processes, and what information is optional;
• Describes how the information collected will be used during its activities;
• Be transparent about when personal information may be disclosed and whether it will be shared with other programs, external third parties or as required by law;
• Specifies whether the foundation intends to verify the personal information submitted;
• Ensures, to the extent possible, that the information provided by individuals is complete, accurate and true;
• Indicates administrative or other penalties may apply if an individual provides false information;
• Specifies the retention period for personal information; and
• Ensures that a third party has consented to the volunteer or partner staff providing their information, if a contact other than those mentioned above (e.g., emergency contact person) is mentioned on the form.

6.4. Use and Communication

Personal information is not used or disclosed for purposes other than those for which it was collected unless the individual concerned consents or it is required by law. The organization only retains personal information for as long as necessary to achieve the specified purposes.

Furthermore, the personal information of volunteers, donors, partners, and patients (including photographs and biography) may be collected, used and disclosed as part of the organization’s activities, in newsletters, websites and social media.

The disclosure of personal information is subject to the legislation applicable to the foundation; however personal information may be disclosed:

• For the purposes for which the information was collected or for use aligned with a particular need (e.g., determining or verifying an individual’s suitability to volunteer with the foundation);
• If an individual has consented in writing to the disclosure of their personal information (e.g., to communicate with the spouse, family member or friend of an injured or ill patient and/or donor); and
• If such disclosure is necessary to comply with any federal or provincial law.

Regardless of the circumstances, the foundation does not rent, sell, or trade individuals’ personal information.

6.5. Retention

Personal information, references, criminal checks, and other such personal information are stored in databases. A retention and disposal schedule specify the length of time a record or file can be retained before being destroyed and identifies those that must be retained permanently. The organization retains personal and financial information for as long as necessary, and in accordance with relevant federal and provincial government regulations.

6.6. Security Measures

Personal information is protected using security measures appropriate to its sensitivity.

The foundation puts in place and ensures adequate protection measures so that access to personal information in the files of volunteers, patients and other people connected to the foundation is limited to the following people:

• Individuals authorized by the foundation, who need it as part of their duties;
• Individuals to whom individuals have given consent; and
• Individuals authorized by law.

The preparation and management of electronic and paper records ensures that their integrity and authenticity are maintained through the adoption of control mechanisms that allow their movements to be tracked and prevent any unauthorized access or use, or any modification or deletion. inappropriate and malicious.

The Foundation spares no reasonable effort for necessary protection measures against the loss, malicious use and alteration of personal information under its responsibility. Security policies are reviewed periodically.

Under certain limited circumstances, it may be necessary to share information with a service partner hired and associated with the Foundation. All our suppliers or service partners must maintain the confidentiality and security of personal information and only use it in compliance with applicable privacy laws. According to the stipulations of a confidentiality agreement signed by the said service providers and/or partners, they are also prohibited from using or communicating personal information for any other purposes whatsoever, except to provide services for which they were hired.

Secure data networks, protected by industry-standard firewalls and password protection systems, are used. Credit card information is processed using encryption systems and industry security standards and in compliance with Canadian commercial and banking laws. The use of computers and e-mail is regulated in accordance with the organization’s policies relating to computers, the Internet and e-mail.

Foundation staff, partner employees and board members demonstrate respect and dignity by maintaining the confidentiality of volunteer, patient and donor information and by not sharing any details of discussions with any individual who does not need to be informed of the facts.

7.1. Access and Correction

Every individual has the right to request access to their personal information and request corrections by contacting the Personal Information Protection Officer.

7.2. Withdrawal of Consent

Individuals may withdraw their consent at any time, subject to the Foundation’s legal or contractual obligations.

7.3. Complaints

Any complaint related to the protection of personal information can be sent by email to info@fondationronalddenis.com. The Foundation is committed to handling complaints confidentially, promptly, and taking the necessary corrective actions.

In certain limited circumstances, it may be necessary to share some personal information with a service partner hired and associated with the Foundation. All our service providers or partners must maintain the confidentiality and security of personal information and use it only in compliance with applicable personal information protection laws. As per the terms of a confidentiality agreement signed by these service providers and/or partners, they are also prohibited from using or disclosing personal information for any other purpose than providing the services for which they were hired.

In general, third-party providers we use will only collect, use, and disclose your personal information as necessary to perform the services they provide to us.

However, certain third-party service providers, such as payment gateways and other payment processors, have their own privacy policies regarding the information we are required to provide to them for your purchase transactions. Additional information on this can be found in Section 9 below.

For these providers, we recommend reading their privacy policies carefully to understand how they will handle your personal information.

The foundation ensures that specific information about its policies and practices regarding the management of personal information is easily accessible to anyone.

Any person may inquire, by making a written request to the General Management, about the existence of personal information concerning them, the use made of it and the fact that it has been communicated to third parties. It will also be possible to contest the accuracy and completeness of the information and have the appropriate corrections made.

The Foundation is responsible for the information collected, and this responsibility extends to all employees, partners, and volunteers who have access to it. All employees, partners, and volunteers are therefore obligated to protect the personal information they collect, control, or have access to as part of their duties. They are also required to maintain confidentiality, in compliance with this policy and the spirit of the law. Any failure to comply may result in disciplinary or administrative measures, which could include termination for employees, expulsion of volunteers in serious cases, or the cancellation of any partnership or agreement with a third party.

Privacy-related matters are integrated into agreements and orientation or training programs for employees, volunteers, and partners.

11.1 Board of Directors

The Board is responsible to:

• Approve this policy and its subsequent modifications;
• Monitor, on an annual basis, the application of this policy with General Management.

11.2.General Management

General management must:

• Train employees, partners, and volunteers on the principles of this policy;
• Ensure the implementation of protection measures and internal controls;
•  Present an annual report to the board on the application of this policy.

11.3. Person in Charge of Personal Information Protection

Dr. Ronald Denis ensures:

• Compliance of the Foundation’s practices with Law 25.
• Responses to individuals’ requests and handling of complaints, or delegating these tasks to ensure timely follow-up.
• Recommendations for improvements to the policy.

This policy will be reviewed periodically to ensure its compliance with applicable laws and its effectiveness in protecting Personal Information.