Privacy Policy
- Crossroads International (“Crossroads”, “we”, “us”) has prepared this privacy policy to explain the manner in which we collect, use and disclose personal information through our website located at www.cintl.org (“website”), and other interactions with our donors, employees, volunteers, Board members, supporters and website visitors.
- Generally, Crossroads collects your personal information ito identify you, process your job or volunteer application, or contact you about Crossroads’ activities, events and programs. The types of personal information we may collect and process depends on the purpose of collection and use but may include your name, address, other contact information, financial (such as banking and credit card) information, and date of birth.
- Your choice to provide us with your personal information is at your discretion. You can elect to withhold or withdraw your consent at any time as long as there are no legal requirements for us to process your information. Depending on the circumstances, however, withdrawal of your consent may impact our ability to serve you.
- By using this website, supporting us as a volunteer or donor, accepting employment with us or by partnering with us and using our programs and services, you consent to us using your personal information as described in this policy.
- If you have questions, comments or complaints regarding our privacy practices, to exercise any applicable rights to your personal information, or to withdraw your consent, you may contact our Privacy Officer via email at privacy@cintl.org or write to us at 49 Bathurst St., Suite 201, Toronto, ON, M5V 2P2.
TABLE OF CONTENTS
- What is Personal Information?
- Getting your Consent
- Collection and Use of Personal Information
- Sharing of Personal Information
- International Transfers of Personal Information
- Information about our Website
- Safeguards and Retention
- Your Rights
- Updates to the Privacy Policy
- Contact Us
WHAT IS PERSONAL INFORMATION?
Personal information refers to information, whether subjective or factual, about an identifiable individual. For instance, personal information may include: name, contact information, demographic information (such as cultural, gender or social identity), professional credentials, volunteer and Board experience. It does not include anonymized or business information.
GETTING YOUR CONSENT
We only collect information by lawful means. When you donate to Crossroads, apply to be a volunteer or Board candidate, or access our website, we may collect and process some personal information. When we do so, we will collect, use or share your personal information with your consent for the purposes identified or as otherwise permitted or required by law. In compliance with our privacy obligations, we may obtain your permission based on implied consent (including through this policy) or through other means (such as express consent). However, in some situations the law allows us to collect, use or disclose personal information without your consent.
In some cases, it may be optional for you to share information with us. In other situations, where your personal information is necessary for your participation or use of our programs and services, we will require you to share this information with us. If you do not want to share the necessary information, your only recourse would be to not apply for or participate in Crossroads programs or services. We will let you know when it is optional for you to share information with us.
You may withhold or withdraw your consent for us to collect, use or share your personal information at any time by contacting us using the ‘Contact Us’ section below as long as there are no legal or contractual requirements for us to process your information. Depending on the circumstances however, withdrawal of your consent may impact our ability to serve you.
COLLECTION AND USE OF PERSONAL INFORMATION
We may collect personal information when you:
- make a donation or legacy gift;
- apply to volunteer with our organization;
- register to attend a Crossroads event;
- submit an application for employment;
- sign up for our mailing list;
- Interact with us on social media;
- participate in our surveys;
- contact us with a comment, question or complaint;
- sign a petition or a pledge;
- buy Crossroads merchandise or virtual gifts; and/or
- apply to work for us as an employee, intern or contractor.
Making a Donation: When you make a donation, we collect information including your name, address, and payment information in order to process your one-time or monthly donation, issue tax receipts and meet other legal and regulatory requirements. You have the option to make your donation anonymously and you may also choose not to have your donation amount publicly displayed. If you choose to make a donation in honour, memory or support of someone else, we also collect that person’s name, address, email address and comment if you choose to provide it so that we can notify them of the donation. If you make a donation through a third-party site such as Canada Helps or United Way, we may receive your name, contact information and donation amount if you agree to share it with us.
We collect and analyze information about our donors (including prior giving history and mailing address), potential donors and volunteers in order to better understand our donors and potential donors and to improve and evaluate our programs, operations and fundraising initiatives.
Legacy Giving: We may collect personal information if you make a legacy gift to Crossroads, including a gift of registered assets, stocks or security, a gift in your will, a gift of life insurance or an endowment fund. This information is kept no longer than necessary. Information collected enables us to identify and analyze the source of legacy income we receive and may include your name, a copy of your will, share certificates or account number.
Volunteering Programs: When you apply to volunteer with us, we will collect personal information necessary to process your application, assess your suitability for placement with one of our partners, and manage your volunteer experience. The information we collect includes your contact information (name, address, phone number and email), eligibility information (including your eligibility to work in Canada, and whether you are the age of majority in your province of residence); biographical information including language skills, occupation and educational information and other information provided by you to us in your resume and cover letter. We also collect the names of references you provide in order to obtain reference checks, and once you have been offered a placement, we may obtain your consent to obtain a criminal background check. Once you are placed with one of our partners, we collect additional information to facilitate your placement, such as passport or permanent resident card information (to book flights), bank information (to deposit monthly allowance), medical examination form (to confirm suitability for the placement), confirmation of provincial healthcare coverage and proof of vaccinations. The extent of information required may vary depending on your volunteer placement. Throughout your placement, we may obtain information and reports about your placement from the partner as necessary to facilitate your placement and for oversight and reporting purposes.
If you participate in other volunteer activities such as becoming a Crossroads committee member, or volunteering at a Crossroads event, we collect your name, contact information and information about your interest in volunteering with Crossroads in order to determine an appropriate placement.
Registering for an Event: When you register to attend one of our events, we will collect personal information necessary to process your registration including your name and contact information, payment information and any information relevant to the format of the event. Your information may be shared with any partners with whom we are running the event as described to you at the time of registration. We may collect images, photos or videos from supporters who attend an event with us.
Application for employment or internship: If you apply for a job with us, we will collect the personal information contained in your résumé, cover letter or other employment-related materials (such as reference forms). We use this information for the purpose of processing and responding to your application and, if hired, for establishing and maintaining your employment relationship.
Mailing list: If you sign up to receive the Crossroads e-newsletter to keep informed about programs, special events and fundraising opportunities that may be of interest to you, we collect your name, email address, preferred language and postal code. You can unsubscribe at any time by clicking the “unsubscribe” link included at the bottom of each email. Alternatively, you can opt out of receiving email communications by contacting us at the contact information provided in the “Contact Us” section below. Please note that you may continue to receive certain informational or transactional communications from us such as tax receipts and our annual report. We may also send you communications about our programs, events and fundraising opportunities by mail. To reduce the cost of finding new donors Crossroads International may exchange its donor mailing list with other not-for-profit organizations. If you would prefer not to receive direct mail or prefer not to have your name included in lists we share with other organizations, please contact us at donorrelations@cintl.org
Custom Audience: We may use services provided by third-party platforms (such as Facebook and other social media websites) to serve targeted advertisements on such platforms to you or others with the same interests as you, and we may provide a hashed version of your email address, name, first name, location, province and language to the platform provider for matching purposes. To opt out of the use of your email address for targeted social media advertising purposes, please send a request using any of the methods set forth in the “Contact Us” section below.
Social Media: If you interact with us on our social media pages ,we may collect information about your interactions with us such as your engagement data (likes, comments, posts, interests, connections), general location as well as other information you authorize us to collect such as demographic information. We use this information to better understand our stakeholders, provide tailored information and improve our programs and fundraising efforts.
Surveys: From time to time, we may offer you the opportunity to participate in one of our surveys. We may retain your survey responses in an identifiable form or we may use the information obtained through surveys in an aggregated, de-identified form, as explained to you at the time of the survey. We use survey responses to help us understand our stakeholders, improve Crossroads programs and operations and to enhance our website.
Contact Us: When you contact us with a comment, question or complaint through email, telephone, or the “Contact Us” page on our Website, you may be asked for information that identifies you such as your name and email address, along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you in the future and to improve our volunteer programs and other offerings.
Prospective donors: We use software platforms that assist us in gathering publicly available information to identify prospective donors. We use this information to create prospective donor profiles, which would then be used to provide customized communications that are relevant to the prospective donors’ interests and preferences.
In addition to the above, we use the personal information we collect from and about you to perform the following functions to:
- identify you;
- correspond with you;
- inform you of relevant news events and information relevant to Crossroads or any relevant news or information of Crossroads’ partners;
- understand your needs, the suitability of our programs and services and assess future needs;
- conduct due-diligence activities which may include identity verification, anti-terrorism, anti-corruption, legal personality, economic sanctions and financial checks;
- administer surveys or request feedback to improve and manage our relationship with you;
- facilitate our admistrative and operational needs;
- identify other prospective donors;
- seek funding and donations;
- report to funders, donors and partners;
- meet our legal and regulatory obligations, including to enforce our legal rights; and
- to fulfil other purposes related to any of the above.
Employees: Crossroads generally collects personal information from or concerning our employees as required or permitted by law or for purposes related to establishing, maintaining and concluding the employment relationship. Crossroads collects personal information about employees directly from the employee. To carry out our activities and obligations as an employer we may collect, store, use or otherwise process the following types of personal information about you: personal contact details, date of birth, gender, marital and dependent status, beneficiary and emergency information, government identification such as social insurance number or other identification, bank account and payroll information, compensation history, wage and benefit information, insurance enrollment information, employment records (work history, proof of work eligibility, references), education and training information, employment location and other personal details contained in your application package. We only use your personal information where applicable law permits or requires it, for example, when necessary for the performance of our employment contract with you, or when the use is necessary to comply with a legal obligation that applies to us as your employer. We may use your personal information for the following legitimate business purposes:
- employee administration (including payroll and benefits administration);
- business management and planning including internal administration with our partners and funders;
- conducting performance reviews and determining performance requirements;
- evaluating and selecting prospective employees, or for determining an employee’s suitability for advancement, transfer or promotion to another position;
- assessing and monitoring employees’ attendance, performance, training requirements and leave requests and responding to employee absences, illness or injury;
- recognising employees’ special occasions and offering condolences where appropriate;
- marketing our employees and our work;
- contacting an employee or an emergency contact in the event of a work query or emergency;
- accounting and auditing;
- assessing qualifications for a particular job or task;
- conducting investigations into suspected unlawful or inappropriate activity and investigations into breaches of contract, including employment agreements;
- administering and processing employees’ work-related expenses;
- administering employees’ participation in work-sponsored events and programs;
- resolving any disputes arising between employees or between an employee and our donors, volunteers or other partners;
- administering employee benefits, insurance plans and professional memberships, and maintaining records relating to those plans, programs and memberships
- obtaining and providing references;
- training, education and development purposes;
- complying with our health and safety obligations;
- complying with applicable law; and
- for any other legitimate purpose identified to the employee.
DE-IDENTIFIED, AGGREGATE OR ANONYMIZED INFORMATION
We may also de-identify, aggregate or anonymize information to identify trends, manage our organizational needs, develop statistical information, understand how we are performing or develop relevant programs and services. Such information may also be shared with: (a) our donors, funders and partners to understand and improve Crossroads’ and the website’s performance and to develop better websites and other services and programs in the future; and (b) third parties for other analytical purposes. At no time will such information directly reveal your identity.
SHARING OF PERSONAL INFORMATION
We do not sell or disclose your personal information to third parties without your consent, except as set out below or as required or permitted by law.
Service Providers: Your personal information will be transferred (or otherwise made available) to certain third parties that provide services on our behalf. We use service providers to track the effectiveness of advertising that we place on other websites and to provide services such as website or other data analytics, background verifications, hosting data and the website, processing donation payments, sending marketing communications and providing advertising and marketing services. Our service providers are only provided with the information they need to perform their designated functions and are not authorized to use or disclose personal information for their own marketing or other purposes. Our service providers are required to protect the data and limit use and disclosure of the information for the specific purposes for which we supplied said information.
Volunteer Program Partners: If you participate in one of our Volunteer Programs, we will share your personal information (such as information contained in your CV, cover letter, interviews and reference checks) on a need-to-know basis with the partner organization at which you are placed in order to facilitate your placement.
Legal and Compliance: We and our Canadian, U.S. and other foreign service providers may provide your personal information in response to a search warrant, other legally valid inquiry or order, or to another organization for the purposes of investigating a breach of an agreement or contravention of law or detecting, suppressing or preventing fraud, or as otherwise may be required or permitted by applicable Canadian, U.S. or other law or legal process, which may include lawful access by U.S. or foreign courts, law enforcement, or other government authorities. Your personal information may also be disclosed where necessary for the establishment, exercise or defence of legal claims and to investigate or prevent actual or suspected loss or harm to persons or property.
INTERNATIONAL TRANSFERS OF PERSONAL INFORMATION
Given the international nature of our work, some of our service providers and partners may be based outside of the Province of Quebec and Canada, including the U.S. and various African countries such as Senegal, Ghana and Tanzania. Service providers and partners that provide the following services may store or be able to access personal information outside of the Province of Quebec and Canada: information technology and system administration, fundraising, donor relations management, payment and donor fund processing, and payroll processing services. This means your information may be accessible to law enforcement authorities outside of your jurisdiction, in accordance with the laws of that jurisdiction.
INFORMATION ABOUT OUR WEBSITE
Visiting our Website: In general, you can visit our website without telling us who you are or submitting any personal information. However, we collect the IP (Internet Protocol) addresses of all visitors to our website and other related information such as page requests, browser type, operating system and average time spent on our website. We use this information to help us understand our website activity and to monitor and improve our website.
Cookies: Our website uses a technology called “cookies”. A cookie is a tiny element of data that our website sends to a user’s browser, which may then be stored on the visitor’s hard drive so that we can recognize the visitor’s computer or device when they return. You may set your browser to notify you when you receive a cookie or to not accept certain cookies. However, if you decide not to accept cookies from our website, you may not be able to take advantage of all of the website features. Our website may also use third-party cookies to help us track the effectiveness of advertising that we place on other websites.
Analytics: We may use a third party such as Google Analytics to help us gather and analyze information about the areas visited on the website (such as the pages most read, time spent, search terms and other engagement data) in order to evaluate and improve the user experience and the website. These third- parties may use cookies and other tracking technologies. For more information about Google Analytics or to prevent the storage and processing of this data (including your IP address) by Google, you can download and install the browser plug-in available at the following link:
https://tools.google.com/dlpage/gaoptout?hl=en
You can also obtain additional information on Google Analytics’ data privacy and security at the following links:
https://policies.google.com/technologies/partner-sites and https://support.google.com/analytics/topic/2919631
Third-Party Links: Our website may contain links to third-party websites that are not owned or operated by Crossroads International. We provide links to third-party websites as a convenience to our users. These links are not intended as an endorsement of or referral to the linked websites. The linked websites have separate and independent privacy policies, notices, and terms of use. We do not have any control over such websites and therefore we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use or disclose, secure and otherwise treat personal information. We encourage you to read the privacy policy of every website you visit.
Pixels (also known as a “clear GIF” or “web beacon”): A “pixel tag” is a tiny image – typically just one -pixel – that can be placed on a web page or in an email to you, to tell us when you have displayed that page or opened that email.
SAFEGUARDS AND RETENTION
We have implemented reasonable administrative, technical and physical measures in an effort to safeguard the personal information in our custody and control against theft, loss and unauthorized access, use, modification and disclosure. We restrict access to personal information on a need-to-know basis to employees and authorized service providers who require access to fulfil their job requirements.
Our online donation pages and main website pages are secured using Secure Sockets Layer (SSL), a security protocol that provides communications and transactional privacy over the internet.
We have record retention processes designed to retain personal information for no longer than necessary for the purposes set out herein or as otherwise required to meet legal or business requirements.
YOUR RIGHTS
You may have the right to access, update and correct inaccuracies in your personal information in our custody or control, subject to limited exceptions under applicable law. You may also have the right, in specified circumstances depending on your jurisdiction, to object to our use of your personal information, to request the deletion of your personal information or restrict its use and to request a copy of the information you have provided to us be transferred to another person. Your rights are subject to applicable legal restrictions and we may take appropriate steps to verify your identity before responding to your request.
If you have any questions about these rights or if you would like to exercise any of them, please contact us as described in the “Contact Us” information below.
UPDATES TO THE PRIVACY POLICY
We may update this privacy policy periodically to reflect changes to our privacy practices. We encourage you to periodically review this page to ensure you are familiar with those changes. We will indicate at the top of this privacy policy when it was most recently updated.
CONTACT US
If you have any questions or complaints about this privacy policy or the manner in which we or our service providers treat your personal information, or to request access to our collection of your personal information, please contact us at:
Privacy Officer
Crossroads International
49 Bathurst St., Suite 201, Toronto, ON, M5V 2P2
privacy@cintl.org | 416 967.1611
Crossroads volunteers, employees, interns and contractors may also refer any inquiries, concerns or complaints about Crossroads’ handling of personal information to the Manager – Volunteer Mobilization or Human Resources. In most cases, talking with one of these two parties will resolve a complaint.
