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Orillia Soldiers' Memorial Hospital Foundation (“Foundation”) is committed to protecting the privacy of the personal information of its employees, volunteers, donors, potential supporters and other stakeholders. We value the trust of those with whom we deal and of the public and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us.

During the course of our various projects and activities we collect and use personal information. Anyone from whom we collect such information can expect that it will be carefully protected. Our privacy policy is based on ten internationally recognized privacy principles, which are detailed below.

We meet all legislative requirements with respect to privacy. We comply with the Donor Bill of Rights developed by the American Association of Fund Raising Counsel, the Association for Healthcare Philanthropy, Council for Advancement and Support of Education and the Association of Fund Raising Professionals. 

Defining Personal information

Personal information is any information that can be used to distinguish, identify or contact a specific individual. This personal information can include an individual’s opinions or beliefs, as well as facts about or related to the individual. Exceptions: business contact information, including email addresses, and certain publicly available information such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.

When an individual uses his or her home contact information as business contact information as well, we consider that the contact information provided is business contact information, and is not therefore, subject to protection as personal information.

Privacy Practices

The Foundation collects a limited amount of personal information about its donors and potential supporters, including name, title, address, telephone number, past donations and other relevant contact information. This personal information is collected for the following purposes:
- to comply with Canada Revenue Agency requirements 
- to provide donors with periodic stewardship information 
- to provide donors with appropriate recognition by the Foundation and the Hospital
- to provide donors and potential supporters with information about the Hospital and Foundation activities
- to promote opportunities where donors and potential supporters may support the Foundation
- to establish and maintain donor lists
- to establish and maintain mailing lists

Personal information collected by the Foundation is kept in confidence and is only disclosed where necessary to meet the above purposes.

Our employees/volunteers are only authorized to access personal information if they need to use that personal information for the reason (s) for which it was collected. Safeguards are also in place to ensure that the personal information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was collected and to prevent its being lost or destroyed. We also take measures to ensure that the integrity of this information is maintained.

We do not rent, sell or trade mailing lists or other personal information. Individuals also have the opportunity to opt out altogether of having us use their personal information except as required by law.

Website & Electronic Software
We use password protocols and encryption software to protect personal and other information we receive when a donation is made online. 

Our software is routinely updated to maximize protection of such information.

Updating of Privacy Policy
On a regular basis, we review our privacy practices for our various activities and update our privacy policy. Please check our website on an on-going basis for information on our most up-to-date practices or request a copy of our privacy information from our office.

Ten Privacy Principles

The Foundation is responsible for the personal information collected and maintained by it and which is under its control. In order to fulfill this responsibility:

(i) We have designated an official to be responsible for the day-to-day care and control of personal information. The Executive Director of the Foundation is the Foundation’s Privacy Officer.
(ii) The Privacy Officer oversees compliance with the terms of this Privacy Policy.
(iii) We have taken the following measures to ensure compliance with this Privacy Policy: 
a. Developing procedures to protect personal information
b. Developing procedures to receive and respond to complaints and inquiries.
c. Training our staff about policies and practices respecting personal information; and
d. Developing and distributing information to our staff and the general public explaining our policies and procedures respecting personal information.

The Foundation is committed to openness to you regarding its collection and use of personal information. We collect and use personal information only the purposes set out in our Privacy Policy.

To demonstrate this openness, we require the consent of our donor and mailing list subscribers prior to using their personal information for any purpose other than which it was originally collected.

Similarly, if any individuals wish to be advised of the personal information we have related to them, they can contact the Privacy Officer at the address in our Privacy Policy.

The Foundation is committed to ensuring that you are aware of how your personal information is used. We are dedicated to obtaining the consent of individuals who provide us with their personal information.

To this end, all our employees, personnel or agents are instructed to provide information about how personal information is used by us to all interested individuals who inquire, as well as obtain the consent of those who provide their personal information.

As well, we may periodically request written confirmation from you to ensure that the personal information collected and maintained by us is up-to-date and accurate. We also may ensure that we have your continuing consent to the use and retention of your personal information.

The Foundation will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to conform to obligations imposed by law. 

The Foundation restricts the collection of personal information only to that information that is necessary for the limited purposes noted above. We are committed to collecting personal information in a fair, open and lawful manner.

For this reason, the Foundation does not indiscriminately collect personal information. We collect personal information to fulfill the above-noted purposes only, and for no other purposes.

The Foundation does not use personal information for purposes other than those for which it was originally collected, unless it has first obtained the consent of the person from who such information was received. We retain personal information only for as long as it is needed and only for the fulfillment of the purposes for which it was originally collected.

The Foundation is committed to maintaining accurate, complete and up-to-date personal information. If you are aware of changes to the personal information you have given to us, simply inform us of the changes and we will update our records accordingly.

You may check and correct your personal information by contacting the Privacy Officer at the address set out in the Privacy Policy.

The Foundation has developed and implemented security safeguards appropriate to the sensitivity of the personal information kept by us. These security safeguards include:

(i) Physical security measures, such as locked cabinet storage and restricted access to areas where personal information is stored; and
(ii) Internal employee security measures, including restricted computer access, employee confidentiality agreements, and limited access to where personal information is stored.

If we use the services of any third parties to process personal information, we will enter into legal agreements, which require them to protect this personal information in a manner acceptable to us. In entering into these legal agreements, we do not transfer any interest in this personal information to them. Rather, the purpose of these legal agreements is to ensure that the personal information delivered to third parties is maintained at a level of security equal to that provided to us under this Privacy Policy.

We also ensure that any of our employees who deal with personal information are properly trained and are aware of the necessary and appropriate measures required to protect personal information.

Any personal information kept by us is disposed of or destroyed once it is no longer needed to meet the purposes for which it was collected.

The Foundation makes information about its policies and practices respecting the collection and maintenance of personal information available to all interested parties. We are pleased to answer any questions that you may have regarding the collection and maintenance of personal information. Please forward any questions in writing to the Privacy Officer at the address set out our Privacy Policy.

You can also request access to your personal information held by us. However, we reserve the right to confirm the identity of the person seeking access to personal information before complying with any access requests. Please forward your access request in writing to the Privacy Officer at the address set out our Privacy Policy.

Upon request, we will inform you if we have any of your personal information in our care and control, as well as providing you with the details of such personal information. We are also committed to ensuring that the personal information that is collected and maintained by us is correct, accurate and complete.

As well, you can challenge the completeness of your personal information under our care and control. Where you can successfully demonstrate that an error in the accuracy or completeness of your personal information exists, we will amend your personal information appropriately. When a challenge is not resolved to your satisfaction, then we will destroy your personal information under our care and control.

If we are unable to provide you with access to all of your personal information we hold about you, then the reasons for the denial of access will be provided to you.

As noted above, the Foundation has designated an official (The Privacy Officer) who is responsible for the day-to-day care and control of personal information. The Privacy Officer will receive and respond to all information requests regarding our privacy policies or about your personal information under our care and control. Equally, if you wish to be added or removed from any of the lists we maintain, please forward your request in writing to the Privacy Officer at the address set out our Privacy Policy.

We investigate all complaints received by us and will respond in writing in a timely manner. If any complaint is found to be justified, then we will take appropriate measures to resolve the matter to the satisfaction of the complaint.


If, at any time, you wish to amend your personal information with us or remove your name from our donor or mailing lists, simply forward your request in writing to the Privacy Officer at the address set out our Privacy Policy.




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