Pettes Memorial Library (“Pettes”) is subject to the Act respecting the protection of personal information in the private sector. Pettes is committed to protecting the confidentiality and security of members and donors’ personal information in accordance with the principles applicable to the protection of personal information.

This privacy policy describes how Pettes collects, uses, stores and communicates personal information in the course of its business activities. Pettes Policy will evolve over time in order to reflect any changes made in the administration of personal information, to comply with applicable laws and to demonstrate transparency with its members and donors.

CONSENT

Pettes Memorial Library only collects and uses personal information with the consent of individuals in accordance with the Law. By accessing, visiting or using Pettes’ Website (www.pettes.ca) or related mobile applications, you accept the terms and conditions of the this Policy.

PERSONAL INFORMATION – DEFINITION

By Personal Information, we mean any information that concerns an individual and which allows, when taken independently or in combination with other information, to identify them.

RESPONSIBILITY AND OBLIGATION

Pettes is responsible for the personal information it collects, including personal information communicated to third parties for administrative purposes, processing or maintenance. The Director of the Pettes ensures compliance with this policy to meet the following requirements:

1. To designate a person responsible for the protection of personal information;
2. To establish governance policies and practices in relation to personal information;
3. To report confidentiality incidents to the Board of Directors, involving information personnel presenting a serious risk of harm, and recording them in a register of privacy incidents;
4. To ensure transparency in the collection and use of personal information;
5. To ensure clear, free and informed consent in the use and processing of personal information;

PURPOSES OF COLLECTION AND USE

Pettes collects personal information for various reasons, including:

• Follow up on the requests from members;
• Soliciting donations;
• Processing and accounting donations made and issue charitable receipts;
• Completion of registration for membership, an event or fundraising activity;
• Management of human resources and service agreements;
• To ensure the operation and maintenance of a full functionality of the Website and Social Media accounts (ie. Facebook, Instagram, Mailchimp), including the fulfillment of service and information requests of members and/or donors, and respond to comments and questions and provide support for users of the Website and Social Media Accounts;
• For statistical purposes to understand and analyze usage trends and preferences of our members and donors, improve the Website and Social Media Accounts, and create new products, services, news features and functionality;
• For administrative or marketing purposes in accordance with applicable laws relating to commercial electronic messages.

LIMITS ON COLLECTION AND USE

The collection of personal information by Pettes is limited to what is necessary for the purposes indicated or clearly implied at the time of collection. It is possible that Pettes may collect and use information concerning a member and/or donor, which comes from a third party when the law authorizes it and with the consent of the member and/or donor concerned in all other cases. 

For example, Pettes, in the context of fundraising or for participation in events or fundraising activities, is likely to request and collect the following information when creating a file or processing a service:

• First and last name ;
• Civic address;
• Email address;
• Phone number;
• Language preference;
• Year of birth of minors.

If a member and/or donor uses a credit card to pay for a purchase or donation through the Pettes Website, no information related to this credit card is collected by Pettes on its servers. Payment for online purchases or donations is processed and administered by the banking solutions of a third party provider, directly on their Website. If the credit card number is collected on a paper form, Pettes undertakes to destroy the information concerning the credit card number once the administrative procedure completed. At no time will this information be used, communicated to third parties or otherwise disseminated without the consent of the person concerned, except in cases authorized or required by the law.

MEANS OF COLLECTION OF INFORMATION

Pettes may collect personal information in various ways, including, but not limited to:

• In person at the Library, or as part of fundraising events or any other circumstances where interaction between Pettes member and/or donor requires it;
• By telephone;
• Via Pettes’ Website and its related software;
• By responding to a postal request;

COMMUNICATION OF PERSONAL INFORMATION

Access to information is limited to the Pettes employees and administrators assigned for this purpose, and this, only in the exercise of their work.

Under no circumstances will we sell, share or rent this information to third parties. Pettes does not, under any circumstances, communicate personal information for purposes other than those for which these were collected, except with the consent of the person concerned or as the law requires or permits.

Each employee, administrator, volunteer or volunteer working on the committees of the Pettes Board of Directors is committed to respecting personal information collected by Pettes. In addition, these people undertake to preserve the confidentiality of information specific to the activities of Pettes and not to disclose its content, nor to make any personal use, or for the benefit of others. This commitment exists from the entry into force function of the employee, administrator or volunteer and continues indefinitely.

Pettes may share personal information with partners or suppliers of trust who act as subcontractors to authorize any online transaction in accessing “https://www.canadahelps.org/” (donations) carried out by credit card via a payment provider or to fulfill any stated purpose in this Policy and any other purpose that the Pettes indicates, at the latest at the time where the information will be collected.

Pettes undertakes to require confidentiality commitments from these third parties at least as demanding than those provided for in this Policy, including controls and measures aimed at protecting the confidentiality, security and integrity of the information they hold on behalf of Pettes, and to avoid theft, loss, disclosure or unauthorized access to information personal.

Despite the foregoing, no method of transmitting or storing information personal electronic means does not offer infallible security and Pettes cannot therefore guarantee the absence of an attack on the confidentiality, integrity and availability thereof.

REPORTING AND RECORDING PRIVACY INCIDENTS

In the event that despite efforts to protect personal information, an incident involving said information occurs, Pettes will hasten to take action following as soon as the incident is noticed:

1. Collection of information concerning the incident which will then be recorded in the register of confidentiality incidents, in particular: the personal information concerned, the circumstances, the period (or date) of the incident, the date the incident was noted, the number of people targeted;
2. Assessment of the situation to determine if there is harm and of what nature;
3. Notice to persons affected by the incident accompanied by a description of the measures taken by the organization and the name of the person responsible for personal information of Pettes;
4. Implementation of the measures described for those affected by the incident;
5. A report is then made to the Pettes Chairman of the Board of Directors and other required authorities.

ACCESS

Subject to relevant laws and upon receipt of a written request from a data subject and after verifying their identity, Pettes will inform the member and/or donor if they have personal information which concerns them  and will communicate the personal information to them.

Pettes may refuse a person access to their information in accordance with the laws relevant, in which case it will give reasons for its refusal.

RECTIFICATION AND UPDATING OF PERSONAL INFORMATION

Pettes makes reasonable efforts to ensure that the personal information it collects be as accurate and complete as required for the purposes for which they are used. A member and/or donor can request a rectification or update by Pettes Director or an employee.

COMPLAINTS

A member and/or donor about whom Pettes has personal information may complain about non-compliance with this Policy in writing to Pettes Director. If an individual is dissatisfied with Pettes’ response to a complaint, or with the Policy, and of the Pettes’ practices regarding the processing of personal information, it may file a complaint with the Commission d’access à l’information du Québec on the website of the

Commissioner at www.cai.gouv.qc.ca

USE OF COOKIES AND GOOGLE ANALYTICS

Cookies, commonly known as cookies, are small files sent to your browser from a web server and saved to your computer. They are anonymous and are not in no way used to collect personal information, but only for the purposes of connection, delivery and improvement of services. They allow you to identify your software navigation from one visit to another and from one page to another within a session in order to facilitate your access and navigation within the Website. These cookies could be used in Pettes Website. You can configure your browser at any time to prevent the use of cookies. However, this action may deprive you of certain functions and functionalities offered on the Website.

In addition, Pettes uses Google Analytics, a web audience measurement tool. Pettes does not use information collected to monitor and/or collect data on specific members and/or donors. Pettes does collect information as follows:

• The no. of overall users on the Website;
• The overall users by date, time, duration and repeat visits;
• The overall links accessed;
• The overall type of operating systems and language used;
• The overall users by Geographic location;

This information is used to produce statistics and reports on the navigation of the Website and thus making it possible to offer a provision of services adapted to users. A user can configure their browser to avoid the recording of Cookies and prevent this browsing information from being recorded by installing a software program on your computer. Browser add-on for opting out of Google Analytics.

LINKS TO THIRD PARTY WEBSITES

For your convenience, Pettes Website provides links to sites or parts of third party sites. When you click on a link and leave the Website of Pettes, the information exchanged from that point on is no longer subject to the this privacy policy, but to that of the external site, if applicable. Pettes has no control over the content and operation of these sites or their practices regarding confidentiality. Therefore, any personal information you transmit via the intermediary of these sites is subject to the confidentiality policy of the latter. It is therefore to your responsibility to read it in order to ensure the protection of the information that concern you. Pettes does not prevent and is not responsible for the access of these “third parties” to the history of navigation that you develop on the Web through your personal use and your online interactions.

SUBSCRIBE TO THE FOUNDATION’S NEWSLETTER MAILING LIST

In addition to the informational content of the Website, we offer you the possibility of electronically receiving messages containing information and news from Pettes. The personal information that you include for this purpose in the registration form of the email address is used to send you the most relevant and timely information. This information is not used for any other purpose. Anyone who prefers to no longer receive this type of communication will have the possibility of exercising their right of exclusion by “unsubscribing” using the link provided through each electronic communication.

FOR ALL QUESTIONS

For any questions, comments or complaints regarding this Policy or our practices protection of personal information, or to exercise your rights relating to them, we invite you to contact Pettes at:

Pettes Memorial Library

276, chemin Knowlton, Lac-Brome QC J0E 1V0

450 243-6128 | www.pettes.ca

Attention: Jana Valasek

Director, Pettes Memorial Library