Privacy Policy

Objective

To inform individuals – including staff, volunteers, supporters, external stakeholders, or the public – about how Opportunity International Canada (OIC) collects, uses, discloses, stores, and protects their personal information.

Scope

This policy applies to:

Internal stakeholders: staff, volunteers, and contractors
External stakeholders: individual, prospective, corporate, or institutional donors; local and global partners; supporters; Board members; advisors; website visitors; and government agencies

Policy Review

This policy will be reviewed by the Board every five years or earlier if required.

Rationale and Relationship to Mission

This policy supports our mission by safeguarding relationships with donors and stakeholders, demonstrating accountability to the communities we serve and to the public, and complies with legal and ethical standards which reinforces our values and commitment to operating in a trustworthy manner.

1. What Information Do We Collect?

At OIC, we collect various types of personal information depending on your relationship with us. Some of this information is provided directly by you, while other data is collected passively or automatically as you navigate our site. The collected information encompasses the following:

Donors and Supporters: name, contact details, donation history, payment details
Insight Trip Participants: personal details, travel and insurance documentation, medical history, and emergency contact info
Staff and Volunteers: resumes, performance records, emergency contact info, payroll details
Website Visitors: IP addresses, site usage patterns via tools like Google Analytics
Partners and Board Members: professional, personal, and contact information relevant to engagement and recruiting of members

We use this data to process donations, issue tax receipts, send updates and information about our programs, and improve our services. You can choose to remain anonymous or limit the data you provide, but doing so may affect our ability to provide certain services to you. For example, you may not receive a tax receipt if you do not provide all requested personal information.

2. What Is Personal Information?

Personal Information is data that can identify an individual, including, but not limited to:

Name, address, phone number, email address, birth date
Donation history or banking information to process donations
Employment or volunteer records
Demographic or personal information
Website URL or P. address
Notes from donor visits in our designated secure donor database Raiser’s Edge

3. How Information Is Collected

We collect personal data through:

Donations and Insight Trip and event registration forms
Employment or volunteer application forms and resumes
Onboarding and HR documentation
Direct communication with staff or volunteers
Third-party service providers (e.g., payroll processors, CRM platforms, donation platforms)
Online platforms (e.g., Google Analytics, MailChimp, YouTube, social media platforms)
Our website (i.e. cookies)

4. How We Utilize Your Data

In accordance with applicable laws, collected data may be used to:

Process and acknowledge donations
Issue tax receipts
Write thank you and seasonal cards
Manage staff and volunteer roles and responsibilities
Comply with employment laws and financial regulations
Provide personalized communications about our programs
Fulfill your request to participate in our events and/or programs
Respond to inquiries and improve organizational practices
Comply with legal and operational obligations

We always strive to collect the minimum personal information necessary and use it only for appropriate and disclosed purposes.

5. Who Has Access to Your Data?

The general principle that OIC strives to follow is that only those individuals who need to know Personal Information have access to that information. As examples, finance staff and Board Members do not

need to know donation histories about individual donors, fundraising staff in BC do not need to know donation details about donors in Ontario, etc.

6. How Long Do We Retain Your Data?

Different types of data (payroll, donation receipts, etc.) have legally required retention limits. But generally, OIC only retains your data if it is needed.

7. Disclosure of Information to Third Parties

We may share personal information with:

Payroll and HR management services
Payment processors for donations or reimbursements
Email and communication platforms (e.g., MailChimp, social media platforms)
IT and database service providers
Government authorities when legally required

Third parties are subject to strict confidentiality obligations and only receive data relevant to their function.

We do not rent, sell, or trade personal data with any third parties or list brokers.

8. Disclosure to International Recipients

We may transfer certain personal information—including passport details and health information relevant to travel—to our Implementing Partners and members of the Opportunity International Network for the purpose of organizing Insight Trips to our program countries.

9. Risks of Harm and Other Consequences

Despite our best efforts, all digital data systems carry risks. In rare cases, data breaches could expose personal information and cause identity theft, monetary loss, or reputational harm. We mitigate risks through secure technologies, staff training, and internal safeguards.

10. Optional Uses and User Choice

You may choose to opt out of non-essential uses of your data, such as:

Receiving newsletters or marketing communications
Participating in surveys

These choices can be exercised by clicking the unsubscribe link in emails or by contacting us directly at privacyofficer@opportunityinternational.ca

11. Consent and Changes to Use

We aim to ensure that our privacy policies are concise and accessible. Plain language and clear opt-in/opt-out options to ensure you can make informed choices about your data.

12. Your Rights

You have the right to:

Access and correct personal information
Withdraw previously given consent
Request deletion of data (subject to legal obligations)
Opt-out of specific communications or data uses
File a complaint with applicable data protection authority Requests can be sent to: privacyofficer@opportunityinternational.ca

13. Data Breach Notification

In the event of a breach, we will notify affected individuals and report the incident to the Office of the Privacy Commissioner of Canada, when required. The notice will include recommended next steps for affected individuals.

14. Data Protection

We use a combination of administrative, technical, and physical safeguards to protect personal data, including:

Secure digital storage systems and encryption
Access controls and password protection
Confidentiality agreements with staff and vendors
Regular review of data-handling practices

15. Employee and Volunteer Responsibilities

All OIC employees and volunteers are expected to:

Handle personal data with care and confidentiality
Report suspected data breaches immediately
Follow internal privacy and IT security protocols

Training and refresher in privacy practices are provided during and after onboarding.

16. How to Make a Complaint

We value our supporters and will do our best to address any privacy issues you have. If you have any concerns about a potential privacy issue or would like more information, please contact us. We will strive to acknowledge any inquiries or complaints within 2 business days and will advise you of the process and expected time for resolution.

For further information, please refer to our Complaints Policy.

Contact Us

Email: privacyofficer@opportunityinternational.ca

Mailing Address:
Opportunity International Canada
101–2275 Upper Middle Road East
Oakville, ON
L6H 0C3

Toll-Free: 1-877-867-2448

17. Policy Changes

We periodically review and update our Privacy Policy to reflect legal, operational, or technological changes. Updates will be posted on our website. Your continued interactions with OIC implies agreement with the revised terms.