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UNA-Canada respects your privacy. We protect your personal information
and adhere to all legislative requirements with respect to protecting
privacy. The information you provide will be used to deliver donor
services, to process charitable receipts, and to periodically
keep you informed and up to date on UNA-Canada activities, including
programmes, services, special events, funding needs, membership,
feedback, opportunities to volunteer, Branch support and activism
and more. If at any time you wish to be removed from any/all of
these opportunities simply contact us by phone at (613) 232-5751
x 228 or via email at giving@unac.org
and we will gladly accommodate your request.
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Personal information we collect
UNA-Canada only collects the personal information which is knowingly
supplied to us by our supporters, and only the information that is relevant
for purposes that a reasonable person would consider appropriate for
a donor-charity relationship.
Mandatory information added to our database in order to generate Canadian
charitable receipts include: name, mailing address, date of gift, amount,
appeal (what you donated to) and receipt number assigned to the gift.
As much of our communication (thank you, mailings, e-newsletters etc.)
is in either English or French, not bilingual, we also note preferred
language.
Other information we may collect, if it is provided by the supporter
and if it is appropriate and relevant to the established relationship
between the donor and UNA-Canada, include: phone/fax number, email
address (where appropriate, e.g. subscribed to e-newsletter), birth-date
or birth-year (where appropriate, rare), name of spouse or partner if
it was a joint gift from both, and any personal connection to UNA-Canada
such as active volunteerism, Board involvement, former employee etc.
Our database also records specific requests made by the supporter such
as: mail only once per year, do not trade my name, prefer not to hear
about local Branch activities, no invitations to events, removal from
all mailings, subscription to e-newsletter, etc.
If you have authorized UNA-Canada to make monthly withdrawals, we will
record your banking information (either credit card number & expiry
date or chequing account transit numbers, whichever payment type you
preferred) in order to facilitate the monthly gifts. If you make a single
gift, your banking information is not entered on our database.
Where it's held
Personal information is held in the centralized database at the national
office in Ottawa. Only the few staff who need to deal with the information
for the reason(s) for which it was obtained have passwords to access
the database. Safeguards are in place to ensure that the information
is not disclosed or shared more widely than is necessary; to ensure
that the integrity and accuracy of the information is maintained; and
to ensure that the database is not lost or destroyed.
How to access, change or delete your information
At any time, you can ask us for a printout of the personal information
that we hold about you or request a correction or deletion of information.
With regards to "deletion of information" please note that
our database is our official record of donations. Revenue Canada stipulates
that name, address and gift information must be kept for several years
for audit purposes. As such, if you have a gift history, we can not
physically delete the mandatory name-address-gift information from the
database until that period of time has passed. But we will archive your
file which in effect deletes you from active use. Any other personal
information not required for audit purposes can be deleted from your
file at any time. Simply contact the Development Team at (613) 232-5751
x 228 or at giving@unac.org
UNA-Canada's policy on a) sharing, b) trading
and c) selling personal information
a) SHARING information with UNA-Canada BRANCHES
The national office shares the name, mailing address, telephone and
email of UNA-Canada members with
its local Branches.
Only membership names are shared with our Branches, not donor names.
(What is the difference between a
member and a donor?) And only members living in the vicinity (up
to 30 km from city limits) of a Branch are included on membership lists
provided by the national office to Branches.
Purpose: Under our national By-Laws, "members-in-good-standing"
(those who have made a membership gift in the past 12 months) have specific
benefits and rights, including
i) being kept informed of activities being organized in their local
community by Branches and ii) voting at the Branch level. Some Branches
will contact their members by newsletter, others by letter or by email.
Some Branches communicate with their members bi-monthly, others only
a couple of times each year. Each Branch operates differently, depending
on the interest and capacity of its volunteers. No Branch sends fundraising
letters to their existing members, although there may at times be costs
associated with attending a local event.
How to stop your name from being shared with a Branch: A few
members enjoy the benefits of membership but they prefer to only be
contacted by the national office. At any time, you can request that
the national office not share your name with the local Branch. Please
be sure to contact the national office, not the Branch, as it is at
the national office that the database is held. Your request will be
permanently entered onto the national database. Simply write "I
prefer NOT to hear from the local Branch" on any reply coupon when
mailing in a gift, or contact the Development Team directly at (613)
232-5751 x 228 or at giving@unac.org
Which names does UNA-Canada exclude when sharing names with Branches?
Donors, i.e. those who only respond to Special appeal(s); any member
flagged with "prefer not to hear from the local Branch"; and
any member living beyond the Branch's vicinity.
b) TRADING information with OTHER CHARITIES
Occasionally we exchange the names of some of our supporters (members
and donors) with other like-minded charitable organizations.
Purpose: Trading allows us to reach other Canadians that may
be interested in supporting the work we do; to raise necessary funds;
and to save substantially on fundraising costs.
How trading works: When we enter into a trade arrangement with
a like-minded charity, we provide names and mailing addresses only (no
other personal or gift information is ever shared) and we authorize
the charity to use the information one time only. In all trade arrangements,
the names are given to an independent broker who does the mailing on
behalf of the charity - the charity itself does not see your name. Of
course, if you choose to become a supporter of that charity by responding
to their mailing then your name will be added to their database and
you will most likely be added to their mailing list.
Transparency with our supporters: We always remind our supporters
of our occasional trading practice at least once per year, and we always
mention our trading policy on any mailings to potential first-time supporters
and on our on-line giving website. All such cases always include an
opt-out option.
How to stop your name from being traded by UNA-Canada: While
trading does help us build our membership base, it is the support and
wishes of our existing donors that are of primary importance to us.
At any time, you can request that your name not be traded. Your request
will be permanently entered onto the database and is always honoured.
Simply write "do not trade" on any reply coupon when mailing
in a gift, or use the opt-out option on the reply coupon if it is provided,
or contact the Development Team directly (613) 232-5751 x 228 or at
giving@unac.org. Please allow up
to 6 weeks for your request to be fully integrated into our programme
- while we will enter your request onto the database immediately, many
charities ask for a tradefile 4-6 weeks before their mailing goes to
Canada Post and we are unable to recall a single name once we have given
a charity a file of names.
Which names does UNA-Canada exclude from charity trades? Supporters
who have asked us not to trade their name; our dedicated "Ambassador's
Circle" monthly givers;
and our more generous supporters, defined as anyone who has made a single
gift of $100 or more.
UNA-Canada NEVER TRADES or SHARES personal donor information to any
for-profit organization.
c) SELLING personal information
UNA-Canada NEVER SELLS or RENTS personal information to any organization,
for any purpose.
Publicizing Donor Information
UNA-Canada rarely publicizes the names and/or any gift information of
individuals who support our work. For those rare categories for which
we might consider offering a donor public recognition, e.g. a bequest
or a very generous gift, we will only do so with your opt-in consent.
Without consent, your name will never be publicized. This policy regarding
public recognition was put in place as of 2001.
Updating of Donor Data Privacy Practices
We regularly review our privacy practices for our various activities,
and update our policy(ies). Please check this website on an on-going
basis for information on our most up-to-date practices.
UNA-Canada complies to Canada's Privacy Act
Further information on privacy and your rights in regard to your
personal information may be found on the website of the Privacy Commissioner
of Canada at www.privcom.gc.ca
