Privacy and Personal Information Protection Policy

The CHU Sainte-Justine Foundation (the “Foundation”) regularly collects, uses, discloses, and retains information about individuals who interact with it in connection with its mission and philanthropic activities.

The Foundation is aware of the importance of protecting personal information and is committed to complying with the applicable legislative framework, namely the Act respecting the protection of personal information in the private sector (the “Act”).

“Personal information” is any information about a natural person that directly or indirectly allows that person to be identified.

The purpose of this policy (the “Policy”) is to inform all individuals who interact with the Foundation about how the Foundation manages their personal information, notably the purposes for which it collects this information.

The Policy also contains important information about these individuals’ rights concerning their personal information and how they may be exercised.

The Policy should be read in conjunction with the Session Cookies and Web Beacons Policy .

In accordance with the Act, personal information that relates to an individual’s performance of their duties within an organization, such as their name, title, and position, as well as their work address, email address, and phone number, is not covered by the Policy.

The Policy does not apply to third-party websites (e.g., Facebook, LinkedIn), even if they can be accessed by clicking on links shared by the Foundation. In such cases, it is recommended to refer to the privacy and confidentiality policies of those websites.

The management of the personal information of Foundation employees is governed by a separate policy.

The Foundation’s Management Team is responsible for enforcing the Policy.

By providing personal information to the Foundation or its authorized representatives, you consent to the Foundation’s collection, use, and disclosure of such information in accordance with applicable law, including for the purposes of and in the manner necessary for carrying out its mission and philanthropic activities, as further elaborated in the Policy.

If you provide personal information to the Foundation or its authorized representatives about another individual, you declare that you have obtained all necessary consents from that individual to allow the Foundation to collect, use, and disclose such information in accordance with applicable law, including for the purposes of and in the manner necessary for carrying out its mission and philanthropic activities, as further elaborated in the Policy.

The Foundation collects your personal information primarily from you.

It may also collect your information from other people, if doing so is authorized by the Act or it has obtained your consent. For example, the Foundation may collect personal information about you from someone who organizes an event for the Foundation which you have chosen to participate in.

Except in the case of specific initiatives (and in this case, only with the consent of a person with parental authority or a tutor), it is the Foundation’s practice not to collect personal information from persons under the age of 14. If a person with parental authority or a tutor becomes aware that a child under the age of 14 has provided personal information to the Foundation without his or her consent, he or she must contact the Foundation as indicated in section “O. How to contact the Foundation regarding the management of your personal information.”

The Foundation may collect personal information about you directly (via direct interactions with you, such as through its platforms, employees, or volunteers) or indirectly (such as through platforms, employees, or volunteers of third parties, philanthropic partners, fundraising organizers, service providers, or agents). It may be collected in various ways, including the following:

• In person or by phone, mail, email, or text
• Via forms or surveys (paper or online)
• Via publicly accessible sources (e.g., public registers, search engines, media)

The Foundation only collects personal information that is necessary for carrying out its mission and philanthropic activities. Here are some examples:

The Foundation may also create or deduce information from the personal information it collects. For example, the Foundation could create a user profile or username for you. This information is considered personal information. It is managed and protected according to the same practices as the rest of your personal information.

In addition to doing so for legal and regulatory purposes, the Foundation collects personal information to carry out its mission and philanthropic activities. Its mission and activities are divided into three categories:

As part of its mission and philanthropic activities, the Foundation may disclose your personal information to third parties, including third parties outside Quebec.

For example, the Foundation may disclose personal information to the following third parties:

• Philanthropic partners, volunteers, or organizers of activities that contribute to or, in the case of CHU Sainte-Justine, are central to the Foundation’s mission and philanthropic activities. Among other things, these third parties may be called upon to solicit financial contributions and help recruit other volunteers. Personal information may also be shared with them for the purposes of event planning or recognition.
• IT service providers that, for example, host the Foundation’s website and enable it to offer online services.
• Communication and printing service providers that allow the Foundation to communicate with you (for administrative reasons and to send invitations, newsletters, surveys, direct mail, and receipts).
• Telemarketing service providers that help the Foundation carry out its philanthropic development initiatives.
• Government authorities and law enforcement agencies when required by applicable law, by court order, or by a fraud prevention and management organization.

In all cases, the Foundation limits the personal information it communicates to third parties to what is reasonably necessary. The Foundation also ensures that shared information is adequately protected, notably in terms of generally recognized privacy practices.

Personal information held by the Foundation is stored in various ways.

Some personal information is stored physically or electronically at the Foundation.

Other personal information is hosted by or disclosed to providers located both in and outside Quebec. Once again, the Foundation ensures that this information is adequately protected, notably in terms of generally recognized privacy practices.

The Foundation complies with generally accepted industry standards to protect the personal information it collects. It takes physical, administrative, and technological measures to safeguard the personal information it holds, including the following:

• Limiting access to and use of your personal information
• Protecting the Foundation’s facilities and IT systems
• Communicating with you securely

In the event of a breach of confidentiality affecting your personal information and presenting a risk of causing you serious harm, the Foundation will notify you as soon as possible, in accordance with the Act. In all cases, the Foundation will take reasonable steps to reduce the risk to you and to prevent similar incidents in the future.

The Foundation only retains your personal information for as long as required to fulfill the purposes for which it was collected, subject to its legal and regulatory obligations and the time required for the Foundation to protect its rights in the event of recourse.

The Foundation may choose to anonymize some personal information before destroying it and retain a copy. Once anonymized, the information no longer identifies you and is therefore no longer considered personal information. This information may be used to improve the Foundation’s services, identify trends, or set up performance indicators.

Subject to certain conditions stipulated in the Act, you have several rights concerning the personal information the Foundation holds about you.

1.    Steps to follow

Any request to exercise your rights regarding your personal information must meet the following conditions:

a.       It must made be in writing.

b.       It must be submitted, with proof of identity, by

• you;
• someone authorized to represent you. Note that the Act limits the rights of a liquidator, life insurance or death benefit beneficiary, heir, or successor; or
• a person with parental authority or guardian.

c.       It must be addressed to the Person in charge of the protection of personal information, whose contact information appears in Section O, “How to contact the Foundation regarding the management of your personal information.”

d.       It must specify the right(s) you wish to exercise by referring to the table in Section M, “Your rights regarding your personal information.”

1. The right to know whether the Foundation holds any personal information about you and to access it
2. The right to correct your personal information
3. The right to de-index your personal information
4. The right to withdraw your consent to certain purposes*
5. The right to manage your communication preferences**

*If you wish to withdraw your consent to certain purposes, you must specify which of the following you want to opt out of:

• Receiving news or information about the Foundation and CHU Sainte-Justine
• Receiving invitations to events organized by the Foundation
• Receiving invitations to participate in fundraising activities organized by third parties for the benefit of the Foundation
• Being solicited for financial contributions
• Receiving non-automated messages thanking you for your commitment to the Foundation
• Having your name and donation level (if applicable) published in the Foundation’s public donor lists

**If you wish to manage your communication preferences, you must specify which of the following communication methods you want to opt out of:

• Phone
• Mail
• Email
• Text
• Targeted advertising campaigns on social media

2. Proof of identity

For security reasons, the Foundation will ask you for specific information to help confirm your identity so you may exercise your rights.

3. Follow-up

The Foundation will respond in writing within 30 days of receiving a request.

If your request is refused, in whole or in part, the Foundation will provide you with details including why your request was refused, the laws and regulations that justify its decision, the remedies available to you, and the deadlines for exercising them.

Note that the Foundation may, in certain circumstances, request authorization from the Commission d’accès à l’information du Québec to disregard requests that are manifestly improper due to their number or their repetitive or systematic nature or that, in the opinion of the Commission, do not comply with the Act. It may also ask the Commission to limit a request or to extend the deadline by which it must respond.

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You can use the contact information provided below to get in touch with the Foundation’s Privacy Officer for any of the following reasons:

• To request assistance, give feedback, or ask questions related to the protection of your personal information
• To exercise any of your rights concerning your personal information or modify your communication preferences
• To notify the Foundation if you have reason to believe that your personal information has been compromised
• To learn more about who has access to personal information at the Foundation or how long it will be retained
• To file a complaint related to the management of your personal information

By email: protection@fondationstejustine.org

By mail:

CHU Sainte-Justine Foundation

Attention: Person in charge of the protection of personal information

5757 Decelles Avenue, Suite 500

Montreal, Quebec  H3S 2C3

Please provide all necessary information so that the Foundation can act appropriately on your request.

The Foundation reserves the right to update the Policy to reflect changes in privacy laws, regulations, and standards. Please consult the version on the Foundation’s website regularly to stay informed of any changes.

Revision history

Approval history