Privacy Policy

Effective Date: 15 July 2026
Last Updated: 15 july 2025

Friends of Nunavummiut respects your privacy and is committed to protecting the personal information you provide when visiting FriendsofNunavummiut.ca, completing a survey, submitting a volunteer or partnership application, subscribing to updates, or communicating with us.

This Privacy Policy explains what information we collect, how we use it, when we may disclose it, and the choices available to you.

Friends of Nunavummiut is a private, independent and non-governmental initiative focused on food security, nutrition, community support and partnership development for Nunavummiut communities.

1. Scope of This Policy

This Privacy Policy applies to personal information collected through:

  • FriendsofNunavummiut.ca
  • Contact and inquiry forms
  • Public surveys
  • Volunteer applications
  • Partnership applications
  • Restaurant partner registrations
  • Newsletter subscriptions
  • Event registrations
  • Email, telephone and text communications
  • Any online portal operated by Friends of Nunavummiut

This policy does not apply to websites, platforms or services operated independently by third parties.

2. Privacy Principles

We aim to collect, use and disclose personal information responsibly and only for reasonable purposes connected with our activities.

Our privacy practices are intended to reflect applicable Canadian privacy requirements, including the principles of accountability, consent, limited collection, limited use, safeguards, openness and individual access. Canada’s federal privacy guidance requires organizations to make information about their personal-information practices readily available and to apply safeguards appropriate to the sensitivity of the information.

Depending on the nature and location of our activities, federal or provincial privacy legislation may apply. Alberta’s Personal Information Protection Act may apply to private-sector organizations and, in certain circumstances, nonprofit organizations engaged in commercial activities.

3. Information We May Collect

Information you provide directly

We may collect information such as:

  • Full name
  • Email address
  • Telephone number
  • Mailing address
  • Province, territory or community
  • Organization or business name
  • Position or job title
  • Preferred language
  • Survey responses
  • Food preferences
  • Volunteer interests and availability
  • Skills, education and professional experience
  • Partnership interests
  • Restaurant and food-service information
  • Transportation or logistics capabilities
  • Sponsorship or investment interests
  • Information contained in messages or uploaded documents
  • Consent and communication preferences

Volunteer application information

When you submit a volunteer application, we may collect:

  • Contact information
  • Skills and experience
  • Availability
  • Preferred volunteer role
  • Language abilities
  • Driver’s licence or transportation availability
  • References
  • Emergency-contact details, where necessary
  • Information required to assess suitability for a particular role

We will avoid requesting sensitive information unless it is reasonably necessary for a specific volunteer position.

Partner and restaurant information

Partnership applications may include:

  • Business registration and contact information
  • Number of locations
  • Food type and available food volume
  • Food-safety and storage capacity
  • Proposed pricing or donation information
  • Transportation and logistics capacity
  • Sponsorship or investment range
  • Organization logo, profile or supporting documents

Information collected automatically

When you visit the website, our website systems or service providers may automatically collect:

  • Internet Protocol address
  • Browser type
  • Device type
  • Operating system
  • Pages visited
  • Date and time of access
  • Referring website
  • General geographic region
  • Website interaction and performance information

We may use this information for security, website administration, troubleshooting and statistical analysis.

4. How We Use Personal Information

We may use personal information to:

  • Respond to questions and inquiries
  • Process survey responses
  • Review volunteer applications
  • Match volunteers with suitable opportunities
  • Review partnership and restaurant applications
  • Communicate with prospective partners, sponsors and investors
  • Operate food-security and nutrition initiatives
  • Coordinate meal collection, preparation, packaging or distribution
  • Manage events, campaigns and community activities
  • Send newsletters or updates when consent has been provided
  • Maintain records of communications and applications
  • Improve website content, accessibility and functionality
  • Detect fraud, misuse, spam and security threats
  • Meet legal, regulatory, insurance or reporting obligations
  • Protect the rights, safety and property of our organization, partners, volunteers and communities
  • Carry out any other purpose disclosed when the information is collected

We will not use personal information for an unrelated purpose without obtaining consent unless permitted or required by law.

5. Consent

By providing personal information through the website, you consent to its collection, use and disclosure for the purposes identified in this Privacy Policy or explained at the time of collection.

Consent must be meaningful. Canadian privacy guidance states that individuals should understand the nature, purpose and consequences of the collection, use or disclosure to which they are agreeing.

You may withdraw consent at any time, subject to legal, contractual or operational restrictions. Withdrawal of consent may prevent us from processing an application, responding to a request or continuing to provide a service.

To withdraw consent, contact us using the details at the end of this policy.

6. Surveys

We may conduct surveys to understand:

  • Meal preferences
  • Expected meal demand
  • Community priorities
  • Acceptable pricing ranges
  • Restaurant capacity
  • Partnership interest
  • Public feedback about proposed initiatives

Survey responses may be analyzed individually or combined with other responses.

Where possible, reports and public summaries will use aggregated or de-identified information rather than identifying individual participants.

Participation in surveys is voluntary unless otherwise clearly stated.

7. Volunteer Information

Volunteer information will be used to:

  • Assess volunteer applications
  • Contact applicants
  • Match applicants with suitable roles
  • Schedule volunteer activities
  • Manage safety and operational requirements
  • Maintain volunteer records
  • Communicate policies, training and opportunities

References will only be contacted for legitimate volunteer-screening purposes.

For positions involving children, vulnerable persons, food handling, financial responsibilities or sensitive community work, additional screening may be required. Any additional requirement will be explained before information is collected.

8. Partnership Applications and Private Portals

Partners may be given access to private or password-protected areas of the website.

Information submitted through a partner portal may be visible to authorized administrators and, where clearly disclosed, to other approved participants. For example, restaurant offers may be displayed within a controlled partner-selection process when participants have been informed that offers will be visible to other participating restaurants.

Partners are responsible for:

  • Protecting their account credentials
  • Providing accurate information
  • Avoiding the submission of unnecessary personal information
  • Promptly notifying us of suspected unauthorized account access

Submission of an application does not guarantee acceptance as a partner.

9. Cookies and Similar Technologies

The website may use cookies and similar technologies.

Cookies are small files stored on a visitor’s device. They may be used to:

  • Keep the website operating correctly
  • Remember preferences
  • Maintain login sessions
  • Improve performance
  • Measure website traffic
  • Understand how visitors use the website
  • Prevent fraud and protect website security

Types of cookies we may use

Essential cookies: Necessary for security, forms, account access and basic website operation.

Preference cookies: Remember selections such as language or display preferences.

Analytics cookies: Help us understand visits, page views and website performance.

Marketing cookies: May be used only when relevant and with appropriate notice or consent.

You can control cookies through your browser settings. Blocking essential cookies may affect website functionality.

Canadian privacy guidance recognizes that online tracking and behavioural advertising can involve privacy considerations and should be managed transparently with appropriate user choices.

10. Analytics

We may use third-party analytics services to understand how the website is used.

Analytics providers may collect information such as:

  • Approximate location
  • Browser and device information
  • Pages visited
  • Time spent on pages
  • Referring links
  • Website interactions

We will configure analytics services, where reasonably possible, to minimize unnecessary collection and protect visitor privacy.

The exact services used should be listed here before publication:

  • [Google Analytics, if used]
  • [Microsoft Clarity, if used]
  • [Other analytics provider]
  • [None, if no analytics service is used]

11. Contact Forms and Spam Protection

Website forms may use security or spam-prevention services.

These services may process:

  • IP address
  • Browser information
  • Form-interaction data
  • Security signals

Examples may include CAPTCHA, reCAPTCHA, Cloudflare Turnstile or similar tools.

The website administrator should update this section to identify the actual service used.

12. Newsletter and Promotional Communications

We will send newsletters, fundraising messages, partnership updates or promotional communications only where permitted and where appropriate consent has been obtained.

Every marketing email will include an unsubscribe method.

You may unsubscribe at any time by:

  • Selecting the unsubscribe link in the email
  • Contacting us directly
  • Updating your communication preferences, where available

We may still send necessary administrative messages relating to an application, account, event, transaction or existing partnership.

13. When We May Share Information

We do not sell or rent personal information.

We may share information with:

  • Authorized staff and volunteers
  • Website hosting providers
  • Email and newsletter providers
  • Form-management providers
  • Cloud-storage providers
  • Analytics and security providers
  • Professional advisers
  • Payment processors, where applicable
  • Partner organizations involved in delivering a requested activity
  • Community representatives involved in approved distribution or coordination
  • Government, regulatory or law-enforcement authorities when legally required

Service providers may only receive the information reasonably required to perform their services.

We may also disclose information:

  • With your consent
  • To protect health or safety
  • To investigate fraud or misuse
  • To enforce website terms
  • To comply with a court order or legal requirement
  • During a merger, restructuring or transfer of operations, subject to appropriate confidentiality safeguards

14. International Processing

Some service providers may store or process information outside your province, territory or Canada.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, governments or law-enforcement authorities in accordance with local law.

We will take reasonable steps to select reputable providers and require appropriate privacy and security protections.

15. Data Security

We use reasonable administrative, technical and physical safeguards appropriate to the nature and sensitivity of the information.

These safeguards may include:

  • Access controls
  • Password protection
  • Secure website connections
  • Software updates
  • Anti-spam and security tools
  • Restricted administrative access
  • Staff and volunteer confidentiality requirements
  • Secure storage and disposal procedures
  • Backups and security monitoring

Alberta privacy guidance requires organizations subject to PIPA to take reasonable security measures against unauthorized access, collection, use, disclosure, copying, modification, disposal or destruction.

However, no website, email system or method of electronic storage is completely secure. Users should avoid sending highly sensitive information through ordinary website forms or email unless specifically requested through a secure process.

16. Privacy Breaches

If we become aware of unauthorized access, use, loss or disclosure of personal information, we will investigate and take reasonable corrective action.

Where legally required, we may notify affected individuals and the appropriate privacy authority.

Organizations subject to PIPEDA may be required to report certain breaches that create a real risk of significant harm and notify affected individuals.

17. Retention of Information

We retain personal information only as long as reasonably necessary to:

  • Complete the purpose for which it was collected
  • Maintain operational records
  • Manage an ongoing relationship
  • Resolve complaints or disputes
  • Meet legal, financial, insurance or reporting obligations

When information is no longer required, we will take reasonable steps to securely delete, destroy or anonymize it.

Suggested internal retention periods should be established before publication, for example:

  • Unsuccessful volunteer applications: [12–24 months]
  • Partnership applications: [24 months]
  • General inquiries: [12–24 months]
  • Newsletter information: Until consent is withdrawn
  • Active volunteer or partner records: For the relationship plus the required legal period
  • Website security logs: [30–180 days]

18. Accessing or Correcting Your Information

You may request:

  • Confirmation that we hold personal information about you
  • Access to your personal information
  • Correction of inaccurate or incomplete information
  • Withdrawal of consent
  • Removal from a mailing list
  • Deletion of information, where legally and operationally possible

Privacy laws may allow certain limitations on access, including where disclosure would reveal another person’s personal information, confidential information or legally protected material.

Under PIPEDA, individuals may have the right to be informed of the existence, use and disclosure of their personal information and to request access to it.

We may need to verify your identity before responding to a request.

19. Children and Young People

The website is intended for a general audience and is not designed to knowingly collect unnecessary personal information from children.

A parent, guardian, teacher or authorized community representative should assist when a child or young person is submitting personal information through the website.

We encourage young people not to provide:

  • Home addresses
  • Personal telephone numbers
  • Identification documents
  • Health information
  • Financial information
  • Other sensitive information

without the involvement of a parent, guardian or responsible adult.

Where we learn that information from a child was collected without appropriate authorization, we will take reasonable steps to delete it.

Canadian privacy guidance recommends giving young people reasonable opportunities to correct, withdraw or delete personal information they previously submitted.

20. Photographs, Videos and Testimonials

We may take photographs or videos during programs, events or volunteer activities.

We will seek appropriate permission before using identifiable images, videos or testimonials for:

  • Website content
  • Social media
  • Newsletters
  • Reports
  • Fundraising
  • Public-awareness materials

Additional consent should be obtained before publicly using identifiable images or stories involving children or vulnerable individuals.

Consent for promotional photography may be withdrawn for future use by contacting us, although withdrawal may not affect materials already lawfully published or distributed.

21. Third-Party Websites

The website may link to:

  • Partner websites
  • Restaurant websites
  • Airline websites
  • Social-media platforms
  • Donation or payment platforms
  • Research and informational resources

We do not control the privacy practices, security or content of independent third-party websites.

Visitors should review the privacy policy of each external website before providing personal information.

22. Social Media

When you interact with Friends of Nunavummiut through social media, the social-media platform may collect and process information according to its own privacy policy.

Comments, messages, likes, shares and other interactions may be publicly visible depending on your account settings.

Please avoid posting confidential or sensitive personal information publicly.

23. Payments and Donations

Where payments or donations are accepted, they may be processed by an independent payment provider.

Friends of Nunavummiut should not directly store complete payment-card numbers unless a secure and compliant payment-processing system has been implemented.

Payment providers may collect:

  • Name
  • Billing information
  • Email address
  • Transaction amount
  • Payment-card or banking details
  • Fraud-prevention information

The payment provider’s privacy policy and terms will apply to its processing activities.

Payment provider used: [Insert provider or remove this section if payments are not accepted.]

24. Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

  • Changes to website features
  • New programs or forms
  • Changes to service providers
  • Operational changes
  • Changes in legal or regulatory requirements

The updated policy will be posted on this page with a revised “Last Updated” date.

Material changes may also be communicated through the website or by email where appropriate.

25. Questions, Complaints and Privacy Requests

Questions, privacy requests or complaints may be directed to:

Privacy Officer
Friends of Nunavummiut

Email: friendsofnunavummiut@protonmail.com
Alternative email: excitedforthefuture@protonmail.com

Phone or text: (867) 877-4011
Phone or text: (825) 526-3622

Mailing address:
[Insert complete mailing address]

Website:
FriendsofNunavummiut.ca

Please include “Privacy Request” in the subject line.

We will review privacy concerns and respond within a reasonable period. You may also have the right to contact the applicable federal or provincial privacy commissioner.