CancerCare Manitoba Foundation Inc. (the "Foundation") adheres to the requirements of the Personal Information Protection and Electronic Documents Act ("PIPEDA") in the collection, maintenance, disclosure, access and use of personal information collected during transactions with the Foundation. The following policy, which is in harmony with PIPEDA, outlines the practice of the Foundation, as it relates to the collection, maintenance, disclosure, access and use of personal information.

What personal information is collected?

Donations

When making a donation to the Foundation, we collect the following personal information about the donor:

Name, address, phone number, and gift amount.

Donations in Memory or Honour

When making a donation in memory or in honour of a friend or family member, we collect the following personal information about the donor:

Name, address, phone number, and gift amount.

The Foundation also receives information, such as mailing address and the purpose of the donation, related to the person(s) who will be receiving the gift acknowledgment. This information is used to facilitate the acknowledgement card and is not retained for any other purpose, other than that identified below.

The Foundation records the relationship between donors and individuals that have had donations made in tribute to them. For example if a donation has been made in honour of a daughter's birthday, this relationship is noted. This information assists the Foundation when confirming how a donor should be recognized on one of our multiple donor recognition systems. This not only provides the Foundation an additional contact in order to make the confirmation, but also allows the Foundation to identify the family as supporters. If a donor or an individual that had donations made in tribute to them would like the Foundation to delete this relationship information, we will do so upon written request.

Pledges

When a donor makes a pledge to donate to the Foundation, we collect the following personal information about the donor:

Name, address, phone number, and pledge amount.

If the pledge is made by credit card and the donor would like to make a scheduled donation to this pledge and the donor does not wish to be called each donation period for card verification, we will retain the donor's credit card number upon written request by the donor.

Lotteries

When a supporter purchases a ticket to one of our lotteries approved by the Manitoba Gaming Control Commission or the City of Winnipeg , we collect the following personal information about the ticket buyer:

Name, mailing address, phone number, the amount paid for the ticket(s), number of tickets purchased and the assigned ticket number.

When an individual provides our office with any personal information, beyond that detailed above, our office will destroy that information.

What do we do with your personal information?

The Foundation guarantees that we do not under any circumstances sell, trade or release the Foundation mailing list or any part of the information we collect to any other party or agency, including CancerCare Manitoba.

Information is collected by the Foundation for the following purposes:

income tax receipting;
facilitating recognition of support to the Foundation;
participation in a lottery or raffle in which a ticket is purchased; and
notification of future fund-raising opportunities, including lotteries or raffles.

How can your personal information be accessed, changed or removed from our records?

Each piece of literature issued by the Foundation provides the donor or lottery ticket buyer an opportunity to update, modify or delete their personal information, as well as be removed from future mailings. At any time, a donor can request our office to disclose, change and remove the information that we have collected on their record. A donor can do this in the following ways:

Option 1. Unless otherwise indicated in this policy, by contacting the Foundation administrative office, by telephone, at 787-4143 within Winnipeg or toll free at 1-877-407-2223.

Option 2. By writing to the Foundation at:

CancerCare Manitoba Foundation Inc.
Rm1160 - 675 McDermot Ave
Winnipeg , MB R3E 0V9

Option 3. By attending our office, Monday to Friday, 9 am to 4 pm, at:

CancerCare Manitoba Foundation Inc.
Rm1160 - 675 McDermot Ave
Winnipeg , MB

Option 4. By returning, in the self-addressed return envelope, the original mail piece with the indicated changes.

Information collected from lottery activity can be accessed while the lottery is active. If the lottery is no longer active, our office requires 5 business days to retrieve the information from archives.

How long do we keep your personal information on record?

If a donor makes a donation to the Foundation, we are required by law to keep the donor information on file for seven years as per the Income Tax Act ( Canada ). If a donor continues to donate to the Foundation, we will retain the donor history beyond the seven year period in order to recognize the accumulated support. If a donor does not wish the Foundation to recognize their accumulated support and indicates these wishes in writing, the Foundation will delete their donor history beyond the required seven years.

If an individual purchases a lottery ticket that is approved by the Manitoba Gaming Control Commission or the City of Winnipeg , we are required to keep this information for three years. If an individual does not wish the Foundation to maintain this information beyond the three years and indicates these wishes in writing, the Foundation will delete their lottery history beyond the required three years.

What measures does the Foundation take to ensure that personal information is secure?

All donor information is stored on a computer system with appropriate security safeguards.

The security and maintenance of our computer system is contracted to CancerCare Manitoba 's Information Services Department. CancerCare Manitoba has a secure operating system and uses the same care and detail with the Foundation's computer system as they do with the patient health records at CancerCare Manitoba .

Information that is collected when a ticket is purchased to a lottery that has been approved by the Manitoba Gaming Control Commission, is secured and maintained by an organization that is registered with the Manitoba Gaming Control Commission and is under contract with the Foundation.

The contracts with these third parties ensure that any personal information which may be accessed by the third parties will not be collected, used or disclosed other than for the purposes that we have outlined above.

The Foundation's administrative offices are located on the main floor of the CancerCare Manitoba facility at 675 McDermot Ave. The facility is monitored 24 hrs a day by an electronic security monitoring system and with onsite security personnel. During non business hours the Foundation administrative office is secured, computer systems are non-operational and all files are held in a locked and secure location.

Who can you contact at the Foundation if you have concerns regarding your personal information?

The Director of Finance and Administration is responsible for the implementation of, and compliance with, the Personal Information Protection and Electronic Documents Act and this policy, and ongoing security of information collected through transactions with the Foundation. All staff are educated on the Foundation's Privacy Policy and are required to adhere to it. You may call the Director of Finance and Administration at 787-4143 in Winnipeg or toll free at 1-877-407-2223.

For more information, please follow these links:

The Privacy Commissioner of Canada Web site
View the Personal Information Protection and Electronic Documents Act online