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Privacy Policy

Effective Date: 2025-08-01

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S.Au.S. (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information of our members, participants, donors, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with Quebec’s Law 25 (formerly Bill 64).

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1. Privacy Governance & Privacy Officer

As required by Quebec law, we designate a Person in Charge of the Protection of Personal Information (Privacy Officer) to oversee compliance.

Privacy Officer
Name: Lisa Kelly
Title: Executive Director / Privacy Officer
Email: lisa.kelly@s-au-s.org

The Privacy Officer is responsible for:

  • Approving privacy policies and practices

  • Reviewing Privacy Impact Assessments (PIAs)

  • Handling confidentiality incidents and breach notifications

  • Responding to privacy-related requests and complaints

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2. Information We Collect

We collect personal information necessary to manage memberships, programs, donations, and participation in our activities. This may include:

Parent/Guardian Information

  • Full name (first and last)

  • Phone number

  • Date of birth

Child Information

  • Full legal name (first and last)

  • Date of birth

  • Diagnoses or special needs (e.g., Autism Spectrum Disorder or other relevant diagnoses), provided voluntarily so we can better support your child

Family Information

  • Additional children’s names and dates of birth

  • Membership numbers and participation details

Other Data

  • Contact information for communications and program safety

  • Payment details (processed securely through third-party platforms)

  • Technical data (IP address, browser, device type) when visiting our website

  • Cookies and tracking data (see Section 6)

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3. Purpose & Legal Basis for Use

We use collected information to:

  • Process memberships and renewals

  • Register families for activities and programs

  • Communicate about services, events, and updates

  • Provide tailored support to children with specific needs

  • Manage donations and issue tax receipts

  • Report to funding bodies and grant providers

  • Manage bookkeeping and accounting requirements

  • Improve our programs, website functionality, and overall services

  • Statistical analysis

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4. Third-Party Platforms We Use

To provide services, we rely on trusted third-party platforms:

Zeffy – Used to manage memberships, program/activity registrations, and to receive donations.
CanadaHelps – Used as an additional online donation platform.

When you provide personal or payment information through these platforms, your data is also subject to Zeffy’s and CanadaHelps’ own privacy policies:

Zeffy Privacy Policy: https://www.zeffy.com/en-CA/privacy-policy
CanadaHelps Privacy Policy: https://www.canadahelps.org/en/privacy-policy/

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5. Sharing of Information

We do not sell your personal information. We may share data only in the following cases:

  • With funding bodies and grant providers for reporting and accountability

  • With bookkeeping and accounting firms for operational purposes

  • With Zeffy and CanadaHelps when processing memberships, registrations, or donations

  • With marketing partners, for limited outreach (only if you consent)

  • With Google and Meta/Facebook when their services are embedded or used for analytics/tracking

  • When required by law

  • With your explicit consent

When sharing outside Quebec, we conduct a Privacy Impact Assessment (PIA) and ensure appropriate safeguards are in place.

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6. Cookies & Tracking

We use cookies and tracking technologies to:

  • Ensure the site functions properly and securely

  • Monitor website traffic and improve performance

  • Track visitors who come to our site via Facebook/Meta

  • Support analytics and reporting

Our site also embeds Google Calendar, meaning Google may collect and process information according to its own Google Privacy Policy:
https://policies.google.com/privacy

Your choices:
You may disable cookies or tracking through your browser or device settings.
Disabling cookies may limit certain site features.

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7. Security & Breach Protocols

We use appropriate safeguards (restricted access, encryption, training) to protect personal information.

If a confidentiality incident occurs that poses a risk of serious harm, we will:

  • Act immediately to reduce harm

  • Notify the Commission d’accès à l’information du Québec (CAI) and affected individuals

  • Record the incident in our breach register, as required by law

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8. Your Rights

Under Quebec’s Law 25, you have the right to:

  • Access and correct your personal information

  • Request deletion of your information when no longer required

  • Withdraw consent for optional uses (e.g., marketing, cookies)

  • Request portability of your data (effective September 2024)

  • Object to automated decision-making

  • File a complaint with our Privacy Officer or directly with the CAI

Requests will be handled within 30 days unless an extension is permitted by law.

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9. Retention & Destruction

We retain personal information only as long as necessary for the purposes outlined above or as required by law. Once information is no longer needed, we securely delete or anonymize it.

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10. Updates to this Policy

We may update this Privacy Policy from time to time to reflect changes in practices or legal requirements. The most recent version will always be available on our website.

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11. Contact Us

For questions, requests, or complaints about privacy, please contact:

Privacy Officer
Name: Lisa Kelly
Email: lisa.kelly@s-au-s.org

If you are not satisfied with our response, you may also contact the Commission d’accès à l’information du Québec (CAI).

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