Type of website: Volunteer Information, Volunteer Role Listings, donation Lnk and Board of Directors Portal for Directors

Effective date: 1st day of July, 2025

https://volunteerwr.ca (the “Site”) is owned and operated by Volunteer Action Centre Waterloo Region, operating as “Volunteer Waterloo Region” (“Volunteer Waterloo Region” or “We”). Volunteer Waterloo Region can be contacted at:

[email protected]
(519)742-8610

Purpose

The purpose of this privacy policy (this “Privacy Policy”) is to inform users of our Site of the following:

• The personal data We may collect;
• The processing of collected data;
• Who has access to the data collected;
• The rights of Site users; and
• The Site’s cookie policy.
• This Privacy Policy applies in addition to the terms and conditions of our Site.

For the purposes of this Privacy Policy, “process” means to collect, use and/or disclose/

Consent

By using our Site users agree that they consent to:
The terms set out in this Privacy Policy; and
The processing of the data listed in this Privacy Policy.

Personal Data We Process
We only process data that helps us achieve the purpose set out in this Privacy Policy. We will not process any additional data beyond the data listed bin this Privacy Policy without notifying you first and obtaining your consent as required by applicable laws.

Data Collected Automatically
When you visit and use our Site, We may automatically collect, use and retain the following information:

• IP address;
• Location;
• Hardware and software details;
• Clicked links; and
• Content viewed.

Data Collected in a Non-Automatic Way
We may also collect, use, retain and/or disclose the following data when you perform certain functions on our Site:

• First and last name;
• Email address;
• Phone number;
• Address;
• Payment information; and
• Information contained on any resumé you submit to the Site.

This data may be collected using the following methods:

• Entities creating a membership account.
• Registering or paying for an event
• Users providing survey responses

How We Use Personal Data
Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

• The data We collect automatically is used for the following purposes: Analytics.
• The data We collect when the user performs certain functions may be used for the following purposes: Analytics, member account creation, payment processing, and survey information collecting.
• The data We collect in personal profiles may be used to prepopulate application forms as driven by the user.

Who We Share Personal Data With

Employees
We may disclose user data to any member of Volunteer Waterloo Region who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

• If the law requires it;
• If it is required for any legal proceeding;
• To prove or protect our legal rights; and
• To assignees/transferees or potential assignees/transferees of this organization in the event that We seek to assign or transfer the organization.
• If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.
  
  

How Long We Store Personal Data

User data will be stored until the purpose the data was collected for has been achieved or as long as the user chooses to maintain a profile for volunteer purposes.
You will be notified if your data is kept for longer than this period.

How We Protect Your Personal Data
To protect your security, We only retain demographic based data to inform the products We produce along with marketing and advertising purposes. While We take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore We are unable to guarantee the security of user data beyond what is reasonably practical.

Children
We do not knowingly collect or use personal data from children under 13 years of age. If We learn that We have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as possible. If a child under 13 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

How to Access, Modify, Delete, or Challenge the Data Collected
If you would like to know if We have collected your personal data, how We have used your personal data, if We have disclosed your personal data and to who We disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer here:

Jane Hennig
[email protected]
(519)742-8610

Cookie Policy

A cookie is a small file, stored on a user’s hard drive by a website. Its purpose is to collect data relating to the user’s browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

We use the following types of cookies on our Site:

Analytical Cookies
Analytical cookies allow us to improve the design and functionality of our Site by collecting data on how you access our Site, for example data on the content you access, how long you stay on our Site, etc; and

Third Party Cookies
Third-party cookies are created by a website other than ours. We may use third-party cookies to achieve the following purposes: Monitor user traffic on our website.

Modifications
This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When We amend this Privacy Policy We will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, We may notify users by email of changes to this Privacy Policy.

Contact Information

If you have any questions, concerns or complaints, you can contact our privacy officer, Jane Hennig at:
[email protected]
(519)742-8610