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Confidentiality and Privacy Policy

Confidentiality and Privacy Policy

1.0 STATEMENT

TFO respects your privacy and as such has implemented this privacy policy so that you can understand what personal information we collect (be it on our site, software, applications, content, products and services hereinafter referred to as “Services” , or by other means), how we use it, and who we share it with.

2.0 WHAT DO WE MEAN BY “PERSONAL INFORMATION”?

Personal information includes but is not limited to your home contact information (mailing address, phone number, email address), date of birth or age, credit card information, and academic grades. As a general rule, the information appearing on your business card (title, address, phone and fax numbers, and business email address) is not considered to be of a personal nature.

3.0 HOW DO WE COLLECT PERSONAL INFORMATION, AND WHY DO WE DO IT?

3.1 PROGRAMMING SERVICES

TFO collects personal information insofar as it meets the scope of its mission. This is done within the following contexts:

The name, address, sex, school and classroom information is collected from students who register to the TFO Services, in order to track the usage and popularity of the Services, to bring about improvements to the site, and to revoke the privileges of users who abuse the system. The data transmitted during the registration process is protected by a firewall. TFO does not keep a central registry of data on students.

The email address and possibly the name, address and phone numbers are collected from viewers or visitors to the site who wish to contact TFO through one of its feedback loops. In the absence of identifiable personal information, the content of the feedback is summarized and forwarded to the internal departments concerned.

The name and address of viewers who wish to receive TV programming guides are collected, as is the email address of those who wish to receive information electronically about future programming. We do not use these addresses for any other purpose.

The name, address and age of contest or draw participants are collected to ensure that the rules of the contest or draw are met and to enable TFO to contact prize winners and inform them, on occasion, of future contests. This is only done upon receiving prior consent. We do not use these addresses for any other purpose. Shortly after the prizes have been handed out, all personal information is destroyed.

The email address of visitors who wish to send an e-card through one of TFO’s web pages is also collected. Once the card is sent, the email address is discarded and is not stored by our servers.

3.2 COOKIES

3.2.1 A cookie is a small text file that contains a unique ID number transferred from the site to your computer’s hard drive. It is used to specifically identify users of the site and to track certain activities they perform on the site.

3.2.2 TFO uses cookies in order to gauge the popularity of certain pages and/or functions of the site. This is done solely for the purpose of improving quality and facilitating the management of user sessions.

3.2.3 All personal information potentially obtained by TFO through the use of cookies is collected in accordance with the terms described in this policy.

3.3 SUBSCRIPTION

3.3.1 TFO respects the privacy of its donors. TFO’s subscription Services collects the name, address, phone number, email address and, if applicable, banking or credit card information of members who make a donation. Occasionally, donors’ children’s names are collected as well.

3.3.2 TFO requires this information in order to process payments and gift pledges and to inform donors of the advantages to which they are entitled as members.

3.3.3 Donor information is stored on the secure servers that house TFO’s databases.

3.3.4 This information may be shared with other charitable organizations as long as the donor has consented to such and the confidentiality and privacy policies and practices of such organizations are deemed satisfactory by TFO. Donors have a number of ways to withdraw their consent by direct written request:

  1. in the subscription confirmation, which they receive in the mail; and
  2. in the subscription solicitations that they receive throughout the year, including at the time of renewal.

3.3.5 Online pledges are processed through a secure system, which encrypts personal information so that it cannot be read or intercepted by others.

4.0 HOW DO WE COMMUNICATE OR DISCLOSE YOUR PERSONAL INFORMATION?

4.1 Employees, in the conduct of their duties, and third parties contracted by TFO who need to consult identifiable personal information in order to fulfill their professional obligations are the only people who have access to your personal information. TFO maintains business relationships solely with third parties whose confidentiality and privacy practices align with its own. As a result, your personal information will be used in a manner that is compliant with this policy, as well as with all regulations, rules, and laws that apply to TFO and to any other person, business or organization acting on behalf of TFO under contract.

4.2 Your personal information may also be disclosed to competent authorities or persons if TFO believes, in good faith, that such disclosure is necessary in order to meet its legal obligations or obey an injunction, to protect or defend its rights, to enforce compliance with the Terms and Conditions of Use of its site(s) and the Services offered therein, or to protect the interests of its users or those of others.

5.0 HOW DO WE ENSURE THE SECURITY AND STORAGE OF YOUR PERSONAL INFORMATION?

5.1 TFO takes a number of measures to ensure the integrity and confidentiality of your personal information. These measures serve to prevent the loss or theft of your personal information as well as its unauthorized reproduction, modification, use, access or disclosure.

5.2 TFO retains your personal information only for the time period necessary to the uses described in this policy.

5.3 Unless prevented by law or regulation, TFO undertakes to delete or destroy the personal information in your account at your request. You can send in a written request by email, to the address below, or by regular mail.

6.0 WHAT IF WE WISH TO DISCLOSE YOUR INFORMATION?

In the event that we wish to use or disclose your personal information for purposes other than those set out in this policy, we undertake to obtain your consent. Depending on the nature of the information, your consent may be provided verbally, given online, issued through a form or by means of correspondence, or in certain cases, given implicitly.

7.0 HOW CAN YOU ACCESS YOUR PERSONAL INFORMATION?

If you wish to check whether we hold any personal information about you or your child(ren) or if you wish to access such information in order to, among other things, confirm its accuracy, do not hesitate to communicate with us using the contact details below.

8.0 CAN THIS POLICY BE MODIFIED?

This privacy policy may be revised as required. TFO reserves the right to modify this policy at its discretion, particularly by adding or removing certain terms and conditions. You may consult the site or contact us in order to obtain the latest version of this policy.

Contact information:
By email: vos_questions@tfo.org
By phone: (416) 968-3536 or 1 (800) 387-8435 (toll-free outside of Toronto)

Last updated: June 2017