Personal information does not include business contact information when it is collected, used or disclosed for the purposes of enabling the individual or organization to be contacted in relation to business responsibilities and for no other purpose.

ECF collects personal information when users access our website (ecf.ca), make a donation, apply for grants or otherwise interact with us. The personal information we collect includes contact information, information required to process scholarships, job application information, or payment information when receiving donations.

Personal information will only be collected and used by authorized staff consistent with ECF business and related activities. Personal information is collected and used for the following reasons:

• To process gifts, grant, scholarships and award payments;
• To acknowledge and communicate with donors, volunteers, clients and other interest holders;
• To review, assess and execute applications for scholarships, bursaries, awards, loans and/or investments including for activities such as credit checks or securities/guarantees;
• To recruit staff and volunteers;
• To execute and administer contracts for services;
• To comply with legal and tax reporting requirements;
• To promote opportunities for donors, potential donors, and potential investors to support ECF;
• To assist fund holders, advisors and charities in appropriately acknowledging and stewarding the gifts of donors;
• To alert the family or honoree that a memorial or honorary gift has been made without disclosing the amount;
• To protect against fraud; and
• For other purposes for which you have provided consent.

The way ECF obtains consent for the collection of personal information varies with the sensitivity of the information being collected. Consent may be express or implied, depending on the circumstances. Individuals may withdraw consent by contacting ECF unless personal information is required to fulfill our legal or contractual obligations.

ECF sometimes acknowledges donors in publications and on the website (ecf.ca) and will do so subject to the consent of the individual donors. Donors who no longer wish to be listed may opt out by contacting us (see contact details below). Explicit consent is sought from living donors in donor recognition opportunities, including, but not limited to, plaques, special profiles included in publications such as magazines and newsletters and/or special profiles included on the website.

Personal information gathered by ECF is kept in confidence. Foundation staff are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained. Measures are taken to ensure the integrity of this information is maintained and to prevent its being lost or destroyed. Personal information is collected and used only for purposes that a reasonable person would consider appropriate considering the circumstances.

Personal information gathered by ECF is kept in confidence. Staff are permitted to access personal information when it is necessary to fulfill the purpose for which the information was collected.

Measures are taken to ensure the integrity of this information is maintained and to prevent it being lost or destroyed. Personal information is collected and used only for purposes that a reasonable person would consider appropriate considering the circumstances.

ECF makes reasonable security arrangements against risks such as unauthorized access, collection, use, disclosure or disposal. Security measures have been integrated into the day-to-day ECF operating practices and are outlined in various procedural documents.  Employees are made aware of the importance of maintaining the confidentiality of personal information.

Methods of protection include physical measures (e.g. locked cabinets, shredders), organizational measures (e.g. limitations on access, scheduled destruction of old information), and technological measures (e.g. security system, passwords).

ECF makes reasonable effort to ensure that personal information is accurate and complete. ECF relies on individuals to notify us if there are any changes to their personal information and will update records promptly.

In general, personal information will not be rented, sold or shared with any third party. However, as a regular course of business, such information may be provided to third parties that provide contracted services (such as mail houses, designers, printers, technology/systems) to ECF. In cases where such transfers take place, ECF will have agreements or other measures in place to protect information to the same standard as this privacy policy when being handled by those third parties.

Donors, grantees, clients, and volunteers may at any time request access to their personal information. Full access will be given subject to reasonable timelines for information retrieval.

Award applicants and recipients may request access to the information on their files.  Access will be given to all information which was provided by the applicant. The release of information relating to decisions made by ECF or its committees or panels will be at the discretion of the Foundation.

ECF uses password protocols, encryption software and firewalls to ensure privacy and to protect personal and other information received online. Our software is routinely updated to maximize protection of such information.

The ECF website compiles conventional log files to monitor and assess activity including traffic and visits. This assessment does not specifically identify any individual user without prior notice to the user through use of the site.

The ECF website provides website visitors with the ability to manage and customize their cookie preferences, including accepting or declining non-essential cookies.

Cookies categorized as “Necessary” are stored on the user’s browser as they are essential for enabling the basic functionalities of the site. They do not specifically identify any individual user.

Consent preferences are remembered ensuring those preferences are respected on subsequent visits to this site. It does not collect or store any personal information of the site visitors.

ECF’s Fund Founder Portal is build on Salesforce and is accessible by invited fund founders using a username and a user-created password. ECF tracks user sessions for analytics, experience improvements and security.

ECF’s website includes embedded online donation forms provided by CanadaHelps that may place cookies or collect technical information necessary to process transactions, maintain functionality, prevent fraud and support performance.

Such technologies are governed by the privacy and cookie practices of the applicable third-party provider. For more information visit CanadaHelps Privacy Policy (https://www.canadahelps.org/en/privacy-policy/)

Newsletter subscribers opt in to receive the latest news from ECF. Subscribers’ names and email addresses are used solely for the purpose of sending the newsletter. Tracking technologies are used to monitor user engagement (such as open rates and click through rates) and improve our content. Like the website, this information is used in an aggregated and anonymized form and does not personally identify any subscriber.

Subscribers can opt-out of the newsletter at any time through the unsubscribe link included in every newsletter or by contacting us.

Questions or concerns relating to ECF’s privacy practices or the treatment of personal information should be brought to the attention of ECF Administration at .

While we hope to be able to address any questions or concerns you have, should you not be satisfied with our response and wish to lodge a complaint, you may do so by contacting the Office of the Information and Privacy Officer of Alberta: toll-free  1-888-878-4044 or by regular mail: 9925 109 St NW, Edmonton, AB T5K 2J8, Canada.