Opération Enfant Soleil is committed to respecting your privacy and protecting your personal information. We place particular importance on safeguarding the personal information you entrust to us, and you can rest assured that our standards merit the trust you place in us in this regard. As an organization dedicated to raising funds for the health and social services sector, we collect, use, and disclose information daily for the purposes of soliciting various forms of contributions, participating in events, organizing draws, and disseminating information about our fundraising activities. We adhere to the strictest ethical standards when handling all the information you provide us, especially personal information.

This Privacy Policy is intended to outline our practices regarding the collection, use, disclosure, and retention of personal information. By providing us with personal information (through our website, by completing an event participation form, in response to a newsletter from us, by email, in person, or over the phone), you agree that such information will be processed in accordance with what is outlined in this policy, and you authorize Opération Enfant Soleil, its third party, and service providers to process your personal information for the purposes set forth below.

 

SCOPE OF THIS POLICY
This policy applies to all personal information collected, used, or disclosed by Opération Enfant Soleil or others in the course of our services or while browsing our website. This policy does not apply to third-party websites accessible by clicking on links found on this website. Opération Enfant Soleil is not responsible for such third-party websites. If you follow a link to a third-party website, it will have its own privacy policies that you should review before submitting personal information. This policy does not apply to the processing of personal information of our employees.

 

WHAT PERSONAL INFORMATION DO WE COLLECT?
Personal information is information that relates to an individual and identifies them or can be used to identify them. We may collect and process various types of personal information in the course of our activities and service provision, including:

• Personal contact information, such as first name, last name, address(es), email address(es), age group, gender, and phone number(s).
• Biographical information such as job title, employer name, professional and/or personal background, photos, and video or audio content.
• Marketing and communication preference information, as well as related information such as dietary preferences, comments, and survey responses.
• History of contributions, participation in organization events, billing, and financial information, such as billing address, bank account information, or payment data.
• Service-related information, such as details about services we have provided to you.
• Information about your professional background, networks, social involvement, professional affiliations, and family connections.
• Recruitment-related information, such as a resume, education and professional history, details about professional affiliations, and other information relevant to potential recruitment by Opération Enfant Soleil.
• Information about your use of our website and other technical information, such as details about your visits to our websites, your interaction with our advertising and online content, or information collected through cookies and other tracking technologies.
• Information about your contributions, the beneficiary organizations receiving them, their dedication, recognition received, decision-making process, and names of individuals; and
• If applicable, proof of consent provided to us (date, time, method) in circumstances where such consent is required for the processing of personal information.

If you provide us with personal information about other individuals (such as your clients, administrators, executives, shareholders, or beneficial owners), you must ensure that you have duly informed them that you are providing us with their information and have obtained their consent for such communication of their information. We do not knowingly collect information from children or other individuals under the age of 14. If you are a minor under the age of 14, please do not provide us with personal information without the express consent of a parent or guardian. If you are a parent or guardian and you know that your children have provided us with personal information, please contact us. If we learn that we have collected personal information from minor children without verifying parental consent, we will take steps to remove this information from our servers.

 

HOW DO WE COLLECT YOUR PERSONAL INFORMATION?
We obtain your personal information directly from you with your consent and during our interactions with you, including as follows:

• When you register for events, training, and newsletters;
• When you sign up for charity events;
• When you make a donation to our organization, regardless of the form of your donation;
• When you register as a volunteer for our organization;
• During the provision of services we render to you; and
• While you browse our website.

We also collect personal information that you make publicly accessible, especially on social media platforms such as LinkedIn, Facebook, and Instagram.

You can withdraw your consent to our processing of your personal information at any time, including by contacting our Privacy Officer by email at vieprivee@operationenfantsoleil.ca. We collect your personal information directly from you.

 

FOR WHAT PURPOSES DO WE COLLECT YOUR PERSONAL INFORMATION?
We may use personal information in any of the following ways, for each of which we specify the reasons for which we use them:

• To provide our services and conduct our activities, to offer you newsletters, communicate information, and provide surveys;
• To fulfill our obligations arising from any agreement between you and us;
• To allow you to contact us regarding one of our programs;
• To facilitate the use of our websites and ensure that content is relevant and presented in the most effective manner for you and your device;
• For marketing and business development purposes – to provide details about our new programs, information about developments in our organization and sector, and invitations to seminars and events when a person has chosen to receive such information;
• For research and development (including from a security perspective) – to conduct analyses to better understand the service requirements of our donors, marketing, and to better understand our organization and develop our services and offerings;
• To obtain statistics and performance analyses regarding our website, including through analytical cookies like Google Analytics, to improve and administer it; and to obtain statistics and performance analyses regarding our email communications;
• For recruitment purposes – to allow us to process job applications and assess whether a person meets the requirements of the position for which they may apply at Opération Enfant Soleil;
• To comply with our legal, regulatory, or risk management obligations; and
• To prevent fraud and/or perform other background checks that may be required at any time under applicable law or best practices in the field (if false or inaccurate information is provided or if fraud is detected or suspected, information may be transmitted to fraud prevention agencies).
• To enforce our rights, comply with our legal or regulatory information disclosure obligations, or protect the rights of third parties.

 

WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
We share your personal information with our volunteers, service providers, or otherwise, as part of our activities. We limit the information we provide to these volunteers and service providers to only the information that is reasonably necessary for them to perform their functions. We have contracts with our volunteers and service providers that outline how they must handle your personal information. Here are the categories of third parties with whom we share your personal information:

• Opération Enfant Soleil volunteers and clients for human resource recruitment purposes, volunteer recruitment, and financial contribution solicitations or other purposes;
• Third-party service providers and/or partners, including those who provide us with donation solicitation services and database analysis;
• Information technology service providers to develop our applications, host, and maintain our websites;
• Marketing partners, such as Google and Facebook, to promote our content and offers. When you visit our website, these third parties may use cookies, pixel tags, or similar technologies on your hard drive to collect or receive information about your browsing on our website and elsewhere on the internet. These technologies allow for the delivery of relevant and targeted advertisements based on your interests.
• We may be required to share your personal information with authorities if compelled to do so, including as a result of a court order requiring us to disclose personal information. When we can legally and reasonably inform you of this communication, we will do so.
• At Opération Enfant Soleil, access to your personal information is only granted to employees who need access. Our employees must sign a confidentiality agreement before accessing personal information.

 

HOW DO WE USE COOKIES AND INVISIBLE PIXELS?

We use cookies for various purposes, as outlined below. We use both cookies that we set ourselves and third-party cookies. If you consent to this, these third parties collect data on every website with such a cookie installed to provide us with contextual data for analytics or to allow us to target you with relevant advertisements.

Necessary : Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

Functional : Functional cookies are used for website features or services. For instance, they remember the display language.

Statistics : Statistics cookies are used to better understand our website’s performance, such as which content is popular with visitors or to measure the impact of our awareness campaigns. For example, we use Google Analytics cookies to gather information like the number of visitors, visitor origins, pages visited, and time spent on our website. We only see data provided by Google Analytics in an aggregated form.

Marketing : Marketing cookies are set by third parties to collect information about your browsing preferences and interests when you surf the web. They enable targeting with relevant advertisements. For example, we use third-party tracking technologies like Meta/Facebook and Google.

Preferences : Preference cookies allow a website to remember information that changes the way the site behaves or appears, such as your preferred language or region.

Unclassified : Unclassified cookies are cookies that are currently being categorized, as well as individual cookie providers.

When you use LinkedIn, Twitter, or other sharing buttons available, you are directed to a page controlled by these companies, which may also place cookies (including targeting cookies), and you will be subject to the cookie policies of LinkedIn, Twitter, or any other relevant website.

Invisible Pixels in HTML Emails

Our marketing emails contain a unique “invisible pixel” specific to the campaign that notifies us when our emails are opened and, when combined with other technologies, tracks clicks on the links in the email. We may use this information for various purposes, including identifying which of our emails interest you the most and asking users who do not open our emails if they wish to continue receiving them. The pixel will be removed when you delete the email. If you do not want the pixel to be downloaded to your device, you should choose not to click on the links we send you.

HOW CAN YOU MANAGE YOUR COOKIE PREFERENCES?
You can withdraw your consent regarding cookies at any time by managing your preferences. You can manage your cookie preferences directly in your browser, including by uninstalling or blocking certain cookies. Click on your browser in the list below to get instructions (some of these web pages may not be available in French). However, certain features may be affected by the inability to install cookies in your browser.

• Google Chrome
• Safari
• Microsoft Edge
• Firefox
• Opera
• Brave

You can also install a browser extension to prevent the use of cookies and the sharing of information with Google Analytics.

 

HOW LONG DO WE RETAIN PERSONAL INFORMATION?
We will only retain personal information for as long as necessary for the purposes set out in this policy and to comply with our legal and regulatory obligations. For more information about how long we retain personal information, please contact us at the following email address: vieprivee@operationenfantsoleil.ca

 

WHERE DO WE STORE PERSONAL INFORMATION AND TRANSFERS OUTSIDE OF QUEBEC?
Opération Enfant Soleil strives to host your data in Canada, and when possible, in Quebec. We use Microsoft Canada’s tools and servers, which are located in Ontario, as well as replication of this data in Quebec.

 

HOW DO WE PROTECT PERSONAL INFORMATION?
We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we have received it. We maintain appropriate physical, technical, and administrative safeguards to protect personal information from accidental or unlawful destruction, alteration, disclosure, or access, as well as against any other unlawful form of processing personal information in our possession. We have taken reasonable physical, administrative, and organizational measures to protect personal information, including:

• Granting access to personal information on a need-to-know basis;
• Minimizing computer privileges to the minimum required for an employee’s function;
• Implementing a confidentiality agreement with our employees;
• Providing employee training in personal information protection;
• Using technical and operational security measures, such as:
  • Establishing a backup protocol;
  • Using firewalls and antivirus software;
  • Strong password policies and the use of secure software solutions for access management and sharing;
  • Multifactor authentication (MFA) for accessing cloud platforms;
  • Using the Secure Sockets Layer (SSL) protocol; and
  • Periodically reviewing privacy protection measures.

However, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, we cannot guarantee the security of the information you transmit to us or provide to us, and you do so at your own risk. We also cannot guarantee that such information will not be accessed, acquired, disclosed, altered, or destroyed as a result of a breach of our physical, technical, or administrative protection measures. If you have reason to believe that personal information has been compromised, please contact us at vieprivee@operationenfantsoleil.ca. In the event of a privacy incident affecting your personal information, we are committed to notifying you as soon as possible after becoming aware of the incident. We will take reasonable measures to mitigate the risks of harm and prevent further incidents of a similar nature.

 

WHAT RIGHTS DOES A PERSON HAVE REGARDING THEIR PERSONAL INFORMATION?
In certain circumstances and in accordance with applicable privacy laws, a person has the following rights:

• Access: The right to inquire whether we are processing personal information and, if so, to request access to it. Subject to applicable law and, if necessary, the payment of a monetary sum not exceeding the cost of transcription, reproduction, or transmission, a person can receive a copy of the personal information we hold and certain other information about them.
• Accuracy: We are required to take reasonable steps to ensure that the personal information in our possession is accurate, complete, not misleading, and up-to-date.
• Rectification: The right to request the correction of any incomplete or inaccurate personal information we hold.
• Deindexing: The right to request that the dissemination of personal information or the deindexing of any hyperlink linked to their name that provides access to information be stopped if such dissemination causes harm or violates the law or a court order (right to be forgotten).
• Anonymization: The fact that our organization may, instead of destroying them, irreversibly anonymize personal information for use, but only for serious and legitimate purposes.
• The right to be informed when you are subject to a decision based solely on automated processing;
• The right to be informed when using identification, location, or profiling technology and the means available to enable these functions.

If you contact us, we may require additional personal information to validate your identity. If we cannot accept your request, we will inform you of the reason for refusal. If you disagree with our decision, you can contact our privacy officer again, and we will re-evaluate your request. Alternatively, if you are domiciled outside Quebec, you can exercise your rights with the « Quebec Access Information Commission » or the relevant authority in your jurisdiction. To exercise any of these rights, please contact us as indicated at vieprivee@operationenfantsoleil.ca

 

HOW TO CONTACT US?
You can exercise your rights at any time by contacting our Privacy Officer, or by using the technical features provided. Please contact our Privacy Officer by email at vieprivee@operationenfantsoleil.ca or by mail at the following address:

 

Opération Enfant Soleil

Attention : Privacy Officer

450 St-Jean-Baptiste

Suite 10 Québec, QC G2E 6H5

 

HOW DO WE UPDATE THIS PRIVACY POLICY?
We may modify this privacy policy from time to time to reflect changes in our processing of personal information. We recommend that you regularly review this privacy policy to be aware of any changes. You can check the last updated date at the bottom of this page. Therefore, we encourage you to review them each time you visit the website to stay informed about how we handle personal information.

This privacy policy was last updated on September 15, 2023.