The Heritage Tree Foundation of Canada (HTFC) acknowledges the importance of philanthropy and the role it plays in HTFC’s mission; Protect, stewardship and celebration of Heritage Trees. HTFC recognizes the goodwill of its supporters and pledges to maintain a high level of integrity and accountability.

To achieve this end, HTFC adheres to the Ethical Fundraising & Financial Accountability Code developed by the Canadian Center for Philanthropy and the Canadian Marketing Association’s Code of Ethics & Standards of Practice. (Copies available upon request).

HTFC strongly believes in the donor’s right to truthful information and privacy. The following outlines HTFC’s principles regarding personal privacy:

NOTE: HTFC uses the term ‘Supporter’ to describe any person who has a relationship with the Foundation as a donor (financial or in-kind), member, volunteer, contributor, purchaser, retailer or supplier.

Accountability
HTFC is responsible for protecting supporter information under its control.
• It has designated a staff manager to be responsible for HTFC’s adherence to the federal Personal Information Protection and Electronic Documents Act.

Identifying Purposes
HTFC will clearly identify the primary use of the personal information and ask permission before any secondary use of that personal information.
• HTFC collects personal information primarily to
- build relationships with its supporters.
- provide services and products to its members
- deliver newsletters
- provide information on upcoming events and programs.
• Should personal information be collected during volunteer participatory activities, permission must be granted before any fundraising appeal use.

Consent
HTFC recognizes that supporters have control over the use of their information.
• All new supporters are given the opportunity to decline to have their name or other information used.
• Current supporters have the opportunity to decline to have their names or other information used.
• HTFC removes a supporter’s name from its existing house file promptly upon request.

In any other circumstances, the HTFC will ask a supporter to consent if we may use or disclose his or her personal information. Normally we ask for consent in writing, but in some circumstances we may accept oral consent. Sometimes consent may be implied through supporter conduct.

Limiting Collection, Disclosure and Duration of Retention
HTFC shall limit collection of information to that which is necessary for the activities noted above.
• HTFC collects the contact information, donation history and special interests of its donors in order to build on its existing relationship with its supporters. (see below for specifics)
• HTFC is obligated to retain donor information for 7 years as per Revenue Canada tax receipting guidelines.
• HTFC may collect survey information as part of its volunteer participatory activities.
• Any personal banking information is deleted from supporter’s records upon their cancellation from the pre-authorized payment program.

Limiting Use
• The HTFC will not disclose personal information to any third party to enable it to market its products and services. We do not provide our member mailing lists to other organizations other than our affiliated chapters.
• The HTFC will not send any further materials to anyone who informs us that they no longer wish to receive them.

Accuracy
HTFC will ensure that information is accurate, complete and up-to date as is necessary for the purpose of continuing its contact with its support base.
• HTFC will endeavour to keep supporter contact records up to date.
• HTFC will ensure that any requests regarding donor giving preferences. i.e. limiting the number of solicitations, no further requests, to not be solicited by telephone or other technology will be added to the personal record promptly.
• HTFC will not update records with contact information that is deemed not in the public domain i.e. unlisted telephone numbers etc.

Safeguards
HTFC assures the security and confidentiality of private information.
• The HTFC supporter database has electronic security passwords. Access to the database is limited to select HTFC staff during office hours and locked up when the office is closed.
• The HTFC computer system also has appropriate security systems in place.
• Any paper files with confidential financial information are stored in locked filing cabinets.
• HTFC staff have signed a Code of Ethics.
• HTFC provides an annual training session on the proper handling and safeguarding procedures of personal information.
• If HTFC out sources data processing or enters into contracts that require handling of personal information, HTFC will have written assurances that the firm abides by the law.
• Confidential personal information is disposed of properly to prevent unauthorized use.

Access
HTFC recognizes that supporters have the right to access their information.
• All HTFC supporters have the right to see their own record and to challenge its accuracy.
• HTFC will provide information about the potential use of personal information upon request.
• All potential supporters have the right to know the source of obtaining their name.

Openness & Proper Handling of Customer Complaints
HTFC pledges to respond immediately to any queries about personal information or complaints regarding the use of personal information. HTFC will also make readily available our privacy policies and practices relating to the management of personal information upon request. Information requests must be fulfilled within 30 days. The information will contain:
• the name and title of the HTFC staff person accountable for the organization’s policies and to whom complaints/inquires are forwarded;
• the means of gaining access to personal information held in HTFC supporter files;
• a description of the type of information held by the organization and its intended use
• a description of what information is made available to related organizations

What Information is Collected & How is it Used?
Most of the information we collect comes directly from you as one of HTFC supporters. In general, we collect 2 types of information:
• personal information; and
• anonymous information.

Personal information
We collect this information primarily to build relationships with our supporters. The information collected and maintained in your file includes:
• Your name, mailing address, e-mail address, telephone number, donation history, donor preferences, special program interests, tree nominations submitted, items ordered and items provided.
• Depending on your preferred giving pattern, additional information may be contained in your donor record – for example if you chose to donate on a pre-authorized plan, pertinent financial account information is held in your donor record.

Anonymous Information
We routinely collect “anonymous information” which is information that can not be directly traced back to specific individuals. For example our web servers may electronically collect information from Web site visitors. This type of anonymous information might typically include:
• specific web site pages visited, number of visitors, type of web browser being used etc.

At no time is personal information collected from our web site unless you choose to provide it. (Please refer to HTFC’s E-Donor Bill of Rights and Internet Privacy Policy for a more detailed description of HTFC’s practices regarding its web site).
We also periodically gather anonymous information from supporter surveys or readership surveys or draw demographic information from existing files for analytical purposes.

Disclosure of Information to Outside Parties
We strive to keep your personal information private at all times. Occasionally, we may need to undergo analysis on our database systems by a third party in which case we require and obtain written assurances that the firm abides by safeguard regulations set out in the privacy law.
HTFC reaches out to current and prospective donors to stimulate giving. HTFC may collect and analyze information about groups of potential donors to assess their propensity and capacity to give.

There are occasions when we are required by law to allow access to supporters records. For example, our external auditing firm or Revenue Canada’s auditors may request to look at a sample of representative donor records or receipts during the course of their review of our accounting procedures.

Accessing and Amending Your Information
As a supporter you have the right to access, verify and amend personal information held in your record. Please provide HTFC with a written request in order to access your record for review or call us directly at 1 403 933-3099.
To help us keep your personal information current, we encourage you to make corrections whenever necessary. To amend personal contact information contained in your file please fill out the form attached or call us directly at 1 403 933-3099.

Contact Information
If you have any questions about HTFC’s privacy policies outlined in this document or have a concern or complaint in regards to our information handling practices please call us directly at 1 403 933-3099.