At the Centre Notre-Dame-de-Fatima, we respect your right to privacy and the confidentiality of your personal information. We are committed to protecting this information and using it only for the purposes for which it was collected. We wish to clarify the purposes and methods by which we collect personal information and inform you about how it is retained, used, and disclosed.

This Privacy Policy applies to all personal information collected by the Centre Notre-Dame-de-Fatima through the Centre Notre-Dame-de-Fatima website (https://www.mon-camp.ca/, hereinafter the “Website”) (the “Policy”). The Policy is subject to Quebec legislation in this area, namely the Act respecting the Protection of Personal Information in the Private Sector (the “Quebec Private Sector Privacy Act”), as well as any other applicable legislative and regulatory provisions.

The Policy complies with the laws set out under the Quebec Private Sector Privacy Act.

POLICY CONCERNING THE PROTECTION OF PERSONAL INFORMATION

Centre Notre-Dame-de-Fatima

1. Title

Policy concerning the protection of personal information of the Centre Notre-Dame-de-Fatima, hereinafter referred to as the “Policy.”

2. Mission

Since 1948, the Centre Notre-Dame-de-Fatima has been a leader in the organization of recreation and specialized services. It operates vacation camp and respite services for children and adults with special needs.

With respect to individuals with disabilities, the Centre Notre-Dame-de-Fatima’s programs are intended for individuals aged 4 and over with a hearing impairment, language impairment, intellectual disability, autism spectrum disorder, or multiple disabilities.

3. Scope

This Policy takes into account all requirements of the Act respecting the Protection of Personal Information in the Private Sector (CQLR, c. P-39.1) (hereinafter the “Act”), as this Act may be amended, repealed, or replaced by the Government of Quebec.

This Policy describes the practices and commitments of the Centre Notre-Dame-de-Fatima regarding the use of personal information that it collects, holds, uses, or communicates in order to carry out its activities. The Policy also applies to the use of personal information collected, held, used, or communicated by the Arc-en-ciel day camp. The Centre Notre-Dame-de-Fatima and the Arc-en-ciel day camp will collectively be referred to as the “CNDF.”

The Policy also applies when you browse the CNDF website, namely https://mon-camp.ca (hereinafter the “Website”).

4. What is personal information?

Personal information may be defined as any information that identifies an individual, whether the information relates directly or indirectly to that individual.

For the purposes of applying this Policy, professional information relating to an individual, as well as personal information that has been duly anonymized or aggregated in accordance with the Act and that can therefore no longer identify an individual, is not considered personal information.

5. Consent

The CNDF may validly consider that consent to the use of collected personal information has been provided in a clear, free, and informed manner when:

• You have provided verbal or written consent to the collection and use of your personal information;
• You have voluntarily provided the personal information;

The CNDF may also collect and use your personal information without your consent, in accordance with the provisions of the Act.

6. Collection and Use of Your Personal Information by the CNDF

The CNDF collects, holds, uses, or communicates your personal information or that of your minor child or dependent adult, as a parent, guardian, family resource, or intermediate resource with whom the camper is staying, only with your consent and for the purposes identified in the Policy, unless otherwise permitted by law.

Unless otherwise indicated in the Policy, as part of its activities and for the collection of your personal information, the CNDF will ask you to complete a paper form or the forms available online through the “Amilia” information technology platform, which then collects your personal information on behalf of the CNDF. The CNDF may then access your file and personal information directly through the “Amilia” platform using its administrator code.

Should the CNDF wish to use your personal information in a manner other than those described in the Policy, your consent will be requested by the CNDF prior to any such use.

The personal information collected and the purposes for which it will be used by the CNDF are described below:

Members:

The CNDF recognizes three (3) categories of members: regular members, interested members, and honorary members.

Your first and last name and email address will be collected by the CNDF directly from any person interested in becoming a member, for the purpose of affiliating that person, establishing the membership list, and sending notices of meetings of members, as required by the Companies Act and the general by-laws.

If you complete your membership application through our website, it will be necessary to create an account on the “Amilia” platform.

Newsletter:

Anyone interested may subscribe to the “À l’état naturel” newsletter to receive information about CNDF news, packages, and promotions throughout the year.

When you subscribe to the newsletter, only your email address will be collected and used by the CNDF.

Donors:

The CNDF is a registered charitable organization duly recognized by the Canada Revenue Agency. As such, it may receive donations and issue tax receipts. To do so, the CNDF has entrusted the management of its donations to CanaDon.

When you make a donation to CNDF programs, only your first and last names and email address will be transmitted by CanaDon to the CNDF, unless an anonymous donation is made, in which case no information will be transmitted to the CNDF. The CNDF will use this information to send you a thank-you email through the CanaDon platform.

Online Store:

To help fund its activities, the CNDF has created an online store accessible through its Website.

When you order items or prepared meals through the Online Store, you will need to create an account on the Amilia platform. The information collected by the CNDF will include your first and last name, mailing address, email address, and telephone number.

Campers:

The primary mission of the CNDF concerns campers, as it operates a vacation camp and a day camp for individuals with disabilities.

All personal information collected by the CNDF is collected in order to ensure the proper administration of its programs, the distribution of the “À l’état naturel” newsletter, but above all to ensure the health and safety of all campers registered in its programs, as well as its staff and volunteers, and to ensure payment for its programs.

– Vacation Camps and Respite Services / Arc-en-ciel Day Camp

Registration of your child or dependent for the respite program, vacation camp, or Arc-en-ciel day camp is completed by filling out an electronic form available online through the “Amilia” platform or a printable paper form. The following information will be collected:

• The camper’s first and last name and those of their parents, or of the family resource or intermediate resource with whom they are staying;
• The camper’s residential address;
• The parent’s or guardian’s Social Insurance Number;
• The camper’s health insurance number;
• A photo of the camper;
• Information relating to the camper’s health, including information about medication use, specific camper behaviours, and known diagnoses;
• Court-ordered contact prohibition, where applicable;
• Complete contact information for people to be contacted in case of emergency, including personal telephone numbers and personal email addresses;
• Credit card number.

Finally, in order to facilitate the administration of the camper’s file and the management of information, all personal information collected will be manually entered by authorized CNDF employees into the Amilia platform.

– Financial Assistance

In addition, if the parent or guardian, family resource, or intermediate resource with whom the camper is staying requires financial assistance to facilitate access to CNDF activities, it will be necessary, in addition to the information mentioned above, to provide a copy of the current year’s notice of assessment. In addition, for residents of Vaudreuil-Dorion, the citizen number will also be required.

The Social Insurance Number of the parent or guardian may also be collected by the CNDF for the purpose of issuing a Statement 24, “Child Care Expenses,” to that individual.

7. Who may have access to your personal information?

Generally, only CNDF staff members whose duties require access to your personal information will have access to it.

However, certain other individuals may have access to some or all of a person’s personal information, including:

• The insurer, for insurance purposes;
• A healthcare professional in the event of a medical incident;
• Any partners with whom the CNDF has entered into a service agreement where the transmission of personal information is necessary to provide the required services;

The CNDF may also use and disclose your personal information when it believes that such use or disclosure is authorized, necessary, or appropriate in the following circumstances:

• In accordance with the Act;
• To comply with a legal proceeding;
• To respond to requests from public and governmental authorities;
• To comply with its contractual agreements;
• To protect its activities;
• To protect its rights, safety, or property, or those of you or other individuals; or
• To allow it to exercise available legal remedies or limit any damages it may suffer.

The CNDF will not disclose your personal information to any other person unless it obtains your consent to do so.

8. Retention Period for Your Personal Information

The personal information collected may be used by the CNDF for as long as your consent remains valid. Personal information that can no longer be used will be securely destroyed or anonymized in accordance with the internal practices in effect at the CNDF.

However, once you withdraw your consent or if your consent expires, the CNDF may nevertheless retain your personal information, without using it, in accordance with a retention schedule established in compliance with applicable laws and its needs. For further information regarding the life cycle of personal information, please contact the person responsible for the protection of personal information.

9. Security Measures Implemented by the CNDF

The CNDF protects personal information, to the extent possible, by implementing physical and technological security measures in order to prevent the personal information it holds from being lost, stolen, disclosed, copied, used, or modified without your authorization.

In addition, all personal information transmitted, where applicable, when you browse the CNDF Website is encrypted, meaning that it is subject to encryption intended to ensure, to the extent possible, its confidentiality. It is therefore difficult for anyone to intercept, alter, or decode this information, which remains confidential. A small locked padlock appearing in the URL address beginning with “https://” rather than “http://” indicates that the page on which you provide information is protected by the SSL (Secure Sockets Layer) protocol.

10. Links to External Websites

The CNDF Website may contain links to external websites, including the websites of partners such as CanaDon and the “Amilia” platform. These websites are not covered by this Policy. Personal information that you provide on these websites is subject to the privacy policy of the external website, if one exists.

The CNDF is not responsible for privacy policies adopted by third parties or other partners, as each must comply with the legislation applicable in their country of residence. Before providing your personal information on these websites, the CNDF recommends that you review the privacy policy displayed on the relevant website in order to understand how your personal information will be collected, retained, used, or disclosed.

11. Communication of Personal Information Outside Quebec

CNDF suppliers or partners may retain the personal information provided to them in accordance with the Act on servers located outside Canada, including in the United States or internationally, and may be subject to the laws in force in those countries. The CNDF takes reasonable measures to ensure that your personal information receives adequate protection in accordance with this Policy. However, when you provide your personal information to the CNDF through an external website, we reiterate the importance of reviewing the privacy policies of those websites.

12. Cookies on the Website

You may visit the Website anonymously at any time without disclosing personal information to the CNDF. When you connect to the Website, the CNDF server, through cookies, identifies the IP address of your computer, tablet, or mobile device (the “device”) in order to enable the exchange of data, which allows the CNDF to compile statistics regarding visits to its Website. No personal information is associated with your IP address.

Cookies are pieces of information sent to you by a website when you visit it. They are stored temporarily or permanently on your device to keep track of your visit. The CNDF may use cookies to facilitate your browsing experience or personalize your use of its Website. Cookies are harmless in the sense that they cannot extract personal information from your device. You may view and delete them if you wish.

The Website currently uses the following cookies:

• Necessary cookies, which are essential for the basic functions of our Website. These cookies do not store any personally identifiable information for the CNDF.
• Functional cookies, which allow content sharing from our Website, the collection of feedback, and other third-party functionalities.
• Analytical cookies, which are used to collect information about how visitors use the Website. The compiled information is used to create reports and help the CNDF improve its Website. Cookies collect information anonymously, including the number of visitors to the Website, where they came from before browsing the Website, and which pages they visited;
• Advertising cookies, which are used to provide you with personalized advertisements based on your browsing history and to analyze the effectiveness of CNDF advertising campaigns;
• Unclassified cookies, which are cookies currently being analyzed and that will be placed into one of the categories above.

With the exception of “necessary” and “functional” cookies, which are permanently enabled, all other cookies used by the CNDF on its Website are disabled.

If you wish, you may enable or refuse “analytical” and “advertising” cookies during your first visit to our Website by using the buttons located in a pop-up window at the bottom right of the screen. You will also be able to save your cookie preferences for all subsequent visits.

To learn more about the specific cookies used by our Website, we invite you to expand the menus for each cookie displayed in the pop-up window.

Please note, however, that if you refuse data collection through cookies, you may not be able to access certain features of our Website.

13. Withdrawal of Consent

You may suspend or withdraw your consent to the collection, use, and disclosure of personal information concerning you or concerning your child or a camper for whom you are responsible. However, depending on the circumstances, withdrawing your consent may prevent the CNDF from continuing to provide you with the products and services for which you registered or from properly assessing and processing your request.

14. Access to and Correction of Your Personal Information

The CNDF allows any individual concerned by personal information collected and held by the CNDF to correct any personal information concerning them, their minor child, or a camper for whom they are responsible that they believe to be inaccurate or incomplete.

For any such request, please contact the person responsible for personal information at the CNDF. The CNDF will respond to any request for access to or correction of personal information within thirty (30) business days of receiving the request. If your request is denied, the person responsible for personal information at the CNDF will provide you with the reasons for the refusal.

15. Complaints

With the objective of maintaining and improving the quality of its services, the CNDF allows any individual to express dissatisfaction regarding the protection of personal information that it collects, holds, uses, or discloses. Accordingly, anyone wishing to file a complaint must contact the person responsible for the protection of personal information in writing.

Any complaint must include the following information:

• The complainant’s first and last name;
• The complainant’s telephone number;
• The complainant’s mailing address or email address; and
• The reasons for the complaint.

All complaints will be treated confidentially. The CNDF undertakes to acknowledge receipt of the complaint within five (5) business days of receiving it and to provide a response to the complainant within thirty (30) business days of receiving the complaint.

16. Contact Information for the Person Responsible for the Protection of Personal Information

Mr. Steven Grenier
Executive Director
Centre Notre-Dame-de-Fatima

Mailing address:
2464 Perrot Blvd.
Notre-Dame-de-l’Île-Perrot
Quebec (J7W 2Y9)

Telephone: 514-453-7600
Email: directiongenerale@mon-camp.ca

17. Effective Date

This Policy comes into effect upon its adoption by the CNDF Board of Directors. Any amendments that may be made to the Policy over time will come into effect fifteen (15) days following their adoption by the Board of Directors. A list of amendments made to the Policy will be accessible to you at all times.

Publication date: December 14, 2023