EARTH BANK FOUNDATION — PRIVACY POLICY
Effective Date: May 12, 2026
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1. Introduction
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The Earth Bank Foundation ("we," "us," or "our") is a community foundation based in Ontario, Canada. 
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We are committed to protecting the privacy of everyone who interacts with us — including program participants, parents and guardians, volunteers, donors, and website visitors. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with applicable Canadian and Ontario privacy law, including PIPEDA, PHIPA, CASL, and the Child, Youth and Family Services Act, 2017.
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2. Information We Collect
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We may collect the following types of personal information:

• Contact information: name, email address, mailing address, phone number

• Registration details: date of birth, emergency contacts, program enrollment information

• Health and medical information: allergies, medications, physical or mental health needs (collected for participant safety and accommodation only)

• Financial information: payment and donation details (processed through secure third-party payment processors)

• Volunteer screening information: reference contact details, Vulnerable Sector Check results

• Photos and video: images or recordings of participants or events (only with consent)

• Website data: IP address, browser type, and pages visited (collected automatically for analytics)

• SMS messages powered by Ooma Office: SMS to provide timely updates and important information regarding our programs and events directly to your mobile device. SMS communications will only be sent with your consent and will include an option to opt-out at any time.

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For participants under 18 years of age, all personal information is collected with the knowledge and written consent of a parent or legal guardian.
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3. How We Use Your Information
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We use personal information only for the purposes for which it was collected, including:

• Registering and administering program participation

• Communicating with participants, parents, and guardians about programs and safety

• Processing donations and issuing charitable tax receipts

• Screening and managing volunteers, including Vulnerable Sector Checks for those working with children

• Responding to medical emergencies and ensuring participant safety

• Meeting our legal obligations, including mandatory reporting under the Child, Youth and Family Services Act, 2017

• Sending program updates, newsletters, and impact reports (with your consent, as required by Canada's Anti-Spam Legislation)

• Improving our programs through feedback and anonymized reporting

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4. Consent
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We collect personal information with your knowledge and consent. For sensitive information and information about minors, we require express written consent. You may withdraw your consent at any time by contacting us at info@theearthbank.ca. Withdrawing consent may affect our ability to provide certain programs or services.
We will never make program participation conditional on consent to uses of your information beyond what is necessary to deliver that program.
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5. Children's Privacy
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Protecting the privacy and safety of children is a foundational commitment. We apply the following practices for all youth-serving programs:

• All personal information about participants under 18 is collected through a parent or legal guardian

• We conduct Vulnerable Sector Checks on all staff and volunteers who work directly with minors

• We have mandatory reporting obligations under Ontario law — if we have reasonable grounds to believe a child is in need of protection, we are required to report to the appropriate authorities

• We will never publish photographs, videos, or identifying information about minors without the express written consent of their parent or guardian

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6. Disclosure of Your Information
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We do not sell, rent, or trade your personal information. We do not share it with other organizations for their independent use.
We may share your information only in the following circumstances:

• With trusted third-party service providers (such as virtual reception, website hosting and management, payment and donation processors or background check agencies) who are contractually bound to protect your information

• As required by law, court order, or legal process

• In a medical emergency, with emergency responders or healthcare providers

• As required under mandatory child protection reporting obligations
   

7. Personal Health Information
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Where we collect health or medical information for the purpose of participant safety and accommodation, we treat this as personal health information subject to Ontario's Personal Health Information Protection Act, 2004 (PHIPA). This information is used only for the purpose for which it was collected, stored with enhanced security, and never disclosed without consent except in a medical emergency or as required by law.
8. Electronic Communications (CASL)
We send marketing and newsletter emails only with your express or implied consent, as required by Canada's Anti-Spam Legislation (CASL). Every marketing email includes a working unsubscribe link. To unsubscribe at any time, use the link in any email or contact us at info@theearthbank.ca. Transactional messages (such as registration confirmations and tax receipts) may be sent without separate CASL consent.
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9. Security
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We protect your personal information using physical, technical, and organizational safeguards appropriate to the sensitivity of the information. These include password-protected and encrypted systems, restricted staff access, confidentiality agreements, secure document disposal, and privacy training for all personnel. In the event of a privacy breach, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.
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10. Retention
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We keep personal information only as long as necessary to fulfill the purposes for which it was collected or as required by law. Day camp records for minor participants are retained for seven years past the date the participant turns 18. Donor and tax receipt records are retained for a minimum of seven years as required by the Canada Revenue Agency. Volunteer Sector Check results are disposed of securely within six months of their purpose being fulfilled.
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11. Your Rights
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You have the right to:

• Access the personal information we hold about you

• Request corrections to inaccurate or incomplete information

• Withdraw consent for certain uses of your information

• Ask how your information has been used or disclosed

To exercise any of these rights, please contact us in writing at info@theearthbank.ca. We will respond within 30 days.
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12. Cookies and Website Analytics
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Our website may use cookies or similar technologies to improve your experience. You can disable cookies through your browser settings, though some features may be affected. We do not use cookies for behavioural advertising. Website analytics data is used in aggregate form only and is not linked to individual identities without consent.
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13. Third-Party Links
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Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing personal information.
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14. Updates to This Policy
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We may update this Privacy Policy from time to time. The current version will always be available on this page, with the effective date noted at the top. We will notify affected individuals of material changes.
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15. Contact Us and How to Make a Complaint
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For any privacy questions, access requests, consent withdrawals, or complaints, please contact our Privacy Officer:
Email: info@theearthbank.ca Organization: Earth Bank Foundation, Ontario, Canada
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We will acknowledge your inquiry within five business days and provide a substantive response within 30 days.
If you are not satisfied with our response, you may escalate your complaint to:

• Office of the Privacy Commissioner of Canada (OPC): www.priv.gc.ca | 1-800-282-1376

• Information and Privacy Commissioner of Ontario (IPC) — for health information: www.ipc.on.ca | 1-800-387-0073

© 2026 Earth Bank Foundation. All rights reserved.