Privacy Statement

Effective Date: November 1st, 2021

Welcome! Montfort Renaissance is publishing this Privacy Statement to explain how we collect, use, disclose, and protect your personal information.

This Privacy Statement contains information regarding the above, as well as your legal rights under the Personal Health Information Protection Act (PHIPA) of Ontario.

Should you have any questions or concerns, or should you wish to obtain information regarding the collection, use or disclosure of your personal information, please feel free to contact us. You may email or call us at:

Privacy Officer

data@mri.ca

159 Murray Street

Ottawa, Ontario K1N 5M7

Phone: 613.241.1266

1.       When does this privacy statement apply?

This Privacy Statement applies in the following situations:

• You are browsing and using our website at montfortrenaissance.ca.
• You are browsing our social media pages.
• You are corresponding and interacting with us via several means of communication, namely through the phone, emails, SMS, our website, or social media.
• You are submitting your application for work at Montfort Renaissance as an intern, a volunteer, or a staff member.
• You are making a donation.
• You are accessing our online portal.
• You are participating to our online satisfaction survey (about our programs and services).
• You are visiting one of our sites in person.

This Privacy Statement applies to personal information. By “personal information”, we mean any information allowing us to identify you, directly or indirectly, including cookies and other electronic data.

A “cookie” is a type of information a given website places on the hard drive of your computer so that it may remember your preferences. In this Privacy Statement, when we refer to “cookies”, we include similar technologies, like pixel tags or web beacons. Should you wish to learn more about cookies, you may consult this article on “Web tracking with cookies” published on the website of the Office of the Privacy Commissioner of Canada: https://www.priv.gc.ca/en/privacy-topics/technology/online-privacy-tracking-cookies/cookies/02_05_d_49/.

2.       When does this privacy statement not apply?

If you click on links from our own programs and services sending you to third party websites, applications or services, this Privacy Statement does not apply to the collection, use or disclosure of personal information by these external services. It is always good practice to read third party privacy statements in order to understand their practices for managing your personal information.

For example, links to Partners and Resources housed under the “Resources” tab direct you to third party websites.

3.       What personal information do we collect and for which purpose?

When you browse our website, our programs and services automatically collect analytical data allowing proper functioning of our website.

We also collect the personal information you choose to share with us. For example, when you apply for a job position, submit your application to become a volunteer or an intern, communicate directly with us, make a donation, or interact with us on social media, we collect personal information.

With your informed consent, we also collect your personal information and your personal health information within the context of delivering our programs and services.

Finally, when you visit our sites in person, you need to be aware that we use camera monitoring systems to ensure your safety as well as the safety of our installations.

Read on to learn more about our practices.

Communication Data

When you communicate with us via email, social media or our website, for example when you fill our form “Need help?”, or when you apply for a position, either to become a staff member, an intern or a volunteer, we collect the personal information you choose to share with us, like your first name, last name, phone number, personal address, email address, work experience, education, salary expectations, the type of work you seek and any other relevant content.

We use this communication data to better respond to your request.

If you communicate with us via social media, it is possible we have access to your publicly available personal information.

Financial Data

We use a third party, CanadaHelps (https://www.canadahelps.org/en/), to collect your donations electronically. You may also choose to make the payment for your donation with PayPal (https://www.paypal.com/ca/home/?locale.x=en_CA). If you choose to donate online, we do not have access to your financial data. The aforementioned providers will ask you to share some personal information in order to facilitate payment, including your full name, your credit card number, your email, and other relevant information. Please review the privacy statements of our third parties to get acquainted with their privacy policies and practices.

In those cases, however, Montfort Renaissance will still have access to your name, mailing address and email address, as well as the payment method chosen and the donation amount. We will use this information to generate donation receipts.

Personal Health Data

Montfort Renaissance collects, uses, and discloses the personal information and the personal health information of its client base within the context of delivering its programs and services. This personal information is obtained with the informed consent of its clients and is uploaded to a central electronic database (EMHware).

Some personal health information from our clients is collected and/or shared through secure electronic systems that facilitate the integration of care services offered by more than one health service provider, and this is done so with informed consent.

Personal information, including personal health information, are collected specifically for the purpose of delivering our programs and services in the following areas: substance abuse (addictions), mental health, housing, and seniors.

Usage Data and Data Logging

We automatically collect information on usage and technical connection data through our website, in order to allow us to monitor and maintain website security, and also to understand user traffic on our website so that we may optimize and improve our services. For example, we collect data log files, IP addresses, the type and configuration of the browser, the type of operating system, the number of visits and duration of the visits, the accessed pages, the geographical location, the language preferences, as well as information regarding the devices.

We can collect this information via analytical cookies. Please refer to Section 4, How do we use cookies?

4.       How do we use cookies?

We use essential, functional, and analytical cookies to ensure the proper operation of our website and the delivery of our programs and services.

5.       Do we engage in interest-based advertising?

We do not use interest-based advertising, also called targeted advertising. Targeting means that advertising offered to you is personalized according to your behaviour when you are browsing online. This personalization is made possible by cookies and requires the processing of data that is considered personal information under certain laws. To learn more, please refer to the Digital Advertising Alliance of Canada (DAAC)(https://youradchoices.ca/en/learn).

6.       How can you manage your cookie preferences?

You can manage your cookie settings. All browsers and devices are equipped with tools allowing you to control cookies: you can block them, make sure you are alerted when cookies are placed on your hard drive, and control the cookies already stored on your device. If you choose to block all cookies however, you may be unable to access all the functionalities of the service.

Depending on the Internet browser you are using, different instructions will apply. Click on your browser below for more information:

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

You could also prevent your Internet usage from being monitored by Google Analytics, by installing the browser add-on from Google Analytics. This browser add-on prevents the JavaScript from Google Analytics (ga.js, analytics.js and dc.js) from sharing information with Google Analytics regarding your visits on the Internet. For further information on Google’s privacy practices, please refer to the webpage of Google Analytics (https://tools.google.com/dlpage/gaoptout?hl=en ).

7.       Do we share your personal information with third parties?

We do not sell your personal information. We share your personal information when it is necessary to do so for the purposes of the collection. Following are examples of providers with whom we share your personal information:

• Service providers like data hosting providers, and email distribution and tracking services.
• Our analytical partner Google Analytics, via our cookies.
• Our donation and online fundraising provider https://www.canadahelps.org/en/.
• Our online payment provider PayPal.
• Electronic platform providers, like EMHware and Integrated Assessment Record (“IAR”).

We could disclose your personal information if we were obligated to do so pursuant to any applicable legal requirements, for example to comply with a legal obligation, protect or defend our rights in case of a trial or any other legal proceeding, or prevent or investigate alleged wrongdoings related to the programs and services.

Monitoring data shall only be disclosed to those persons who need to be notified. This personal information shall not be used or disclosed for purposes other than those for which they have been collected, except if the person concerned consents otherwise, or as required by law.

8.       Where do we store your personal information?

We store your personal information on our local servers and in the EMHware database, for which the cloudbased servers are located in Canada.

Your personal information can be collected, used, and disclosed outside of Canada, for example in the United States, by several of our service providers. Those countries may have different legislation governing the protection or the sharing of your personal information.

9.       How long do we keep your personal information?

We store your personal information for as long as deemed necessary, in order to provide you with our programs and services, or as required by applicable legislation, whichever length of time is greater. We use both persistent cookies and session ID cookies. Session cookies are automatically deleted from your computer when you close your browser session, whereas persistent cookies stay active on your device for some time. For example, Google Analytics cookies remain installed on your device for a period of two (2) years.

All data obtained through a surveillance camera is stored for a maximum of twenty (20) weeks and will then be deleted permanently, except when they are needed to investigate an incident. Monitoring data used to investigate an incident shall be stored for a period of one (1) year following which date a final decision is rendered about said incident, before they can be destroyed.

10.   How do we protect your personal information?

The safeguarding of your personal data is important to us, however, don’t forget that no method of data transmission over the Internet or electronic data storage can be guaranteed absolutely 100% secure. Even though we do our very best to use all commercially available means to protect your personal information, we are unable to guarantee their absolute security.

That being said, Montfort Renaissance has put in place administrative, technological, and physical measures and has adopted practices and statements to protect your personal information. For example, we limit access based on the principle of “right to know”, we train our staff on how to protect personal information, and we sign confidentiality agreements with our third parties.

All monitoring data is tagged and documented appropriately, then securely stored in a controlled access location.

11.   What are your rights regarding your personal information?

In Canada, privacy legislation gives you a number of rights regarding your personal information. Those rights vary depending on the legislation that pertains to you and to the specific circumstances of your request. Amongst the rights that may apply to you, we can mention: the right to access your personal information; the right to ask for your personal information to be modified if it is incorrect, incomplete, invalid, or ambiguous; the right to withdraw your consent.

To exercise your rights, or if you have questions on how we collect, use, or disclose your personal information, please contact us at:

Privacy Officer

data@mri.ca

159 Murray Street

Ottawa, Ontario K1N 5M7

Phone: 613.241.1266

We will assist you at no additional cost. However, should you request a transcription, reproduction, or transmission of your personal information data, we may charge a reasonable fee to process your request, subject to applicable laws. In such a case, we will contact you regarding that fee, prior to processing your request.

For security reasons and to avoid any fraudulent request, we may ask you to provide proof of your identity along with your request. Once your request has been processed, we will safely dispose of this personal information.

Should your request be rejected, we will notify you in writing and we will provide you with detailed reasons for denying said request, as well as information on how you may challenge our decision. We will keep the relevant personal information until you have exhausted all options. You can be assured that we will respond to your request within thirty (30) days.

Please note that the Ontario Ministry of Health has written this Statement of Information Practices (https://www.health.gov.on.ca/en/public/publications/information/state_of_info.aspx) to assist you in accessing your personal information when it is held by a health organization.

Should you have any question regarding your rights to privacy and the protection of your personal information, you can contact the Information and Privacy Commissioner of Ontario:

Toll-free: 1-800-387-0073

Email: info@ipc.on.ca

2 Bloor Street East, Suite 1400

Toronto, ON M4W 1A8

If you have any comments regarding the way we have responded to your request, please send them in writing to data@mri.ca. We will do our best to improve our processes so that this issue does not occur again. If you wish, we will also provide you with additional information regarding our practices.

If you are still not satisfied, you may file a complaint with the Information and Privacy Commissioner of Ontario by following this link https://www.ipc.on.ca/privacy-individuals/filing-a-privacy-complaint/ .

12.   Can we update this Privacy Statement?

We can update this Privacy Statement from time to time, therefore refer to it on a regular basis. You will find below the date of our last update.

Last Update: November 1st, 2021