Privacy and Security Policy of the Marie‑Vincent Website 

The way we process your personal information depends on the nature of your interaction with us through our website. Below is a description of how Marie‑Vincent collects and uses your personal information, with the understanding that we may also process your personal information as permitted by applicable law or otherwise with your consent.

When you browse our website, we process your personal information in the ways described in Sections 2.1 to 2.8:

• 2.1 When you subscribe to our newsletter
• 2.2 When you contact us through our contact forms or application forms
• 2.3 When you make a donation
• 2.4 When you register for an event (philanthropic, training or prevention)
• 2.5 When you submit an application for employment or to become a volunteer
• 2.6 When you purchase promotional items
• 2.7 When you submit a complaint using the designated form
• 2.8 Other purposes of use

When you browse our website for any other reason, please refer to Appendix B of this Policy, which addresses our use of cookies. The use of cookies may involve the processing of your personal information.

2.1 — When you subscribe to our newsletter

How do we collect your personal information?

We collect your personal information directly from you when you subscribe to our newsletter.

What categories of personal information do we collect and for what purposes do we use it?

• Category: User category (parent, professional, donor, volunteer, other)
  • Purposes of use: Used to tailor the content of our newsletters according to the category of users subscribed.
• Category: Email address
  • Purposes of use: Confirm your identity and send you our newsletter when you have consented to receive it (you may unsubscribe at any time by clicking the unsubscribe link).

Who has access to your personal information?

Marie‑Vincent employees whose duties require it may have access to all or part of your personal information. Service providers, platforms, and technologies that are integrated or otherwise necessary for the operation of our website and our newsletter distribution list. Your personal information may also be accessible to other users if you authorize it.

---

2.2 — When you contact us using our contact forms

How do we collect your personal information?

We collect your personal information directly from you when you complete our contact forms on our website.

What categories of personal information do we collect and for what purposes do we use it?

• Category: Identification information: first name, last name, email address, telephone number (only if you wish to be contacted by phone)
  • Purposes of use: Confirm your identity and allow Marie‑Vincent employees to contact you regarding a general inquiry or an employment request.
• Category: Message content (if personal information is provided) Important: Please do not include any personal information that is not necessary for the content of your message.
  • Purposes of use: Identify your needs to respond to your request.

Who has access to your personal information?

Marie‑Vincent employees whose duties require it may have access to all or part of your personal information. Service providers, platforms and integrated or otherwise necessary technologies for the operation of our website. Your personal information may also be accessible to other users if you authorize it.

---

Section 2.3 — When you make a donation

How do we collect your personal information?

We collect your personal information directly from you when you complete our online donation forms.

What categories of personal information do we collect and for what purposes do we use it?

• Category: Identification information: first name, last name, mailing address, billing address, email address, type and amount of donation
  • Purposes of use: Confirm your identity, manage and administer the donation (including confirming the transaction), renew your donation, issue tax receipts, and send our newsletter.
• Category: Salutation (optional)
  • Purposes of use: Confirm the preferred form of greeting.
• Category: Home, mobile, or work telephone number (optional)
  • Purposes of use: Contact you if you require our support.
• Category: Credit card information
  • Purposes of use: Process the payment of your donation. The information is processed directly by our service provider and the Foundation does not have access to these details.
• Category: Billing address (if different from the mailing address)
  • Purposes of use: Process the payment for your donation.
• Category: Comment (optional) Important: Please do not include any personal information that is not necessary in the context of your comment.
  • Purposes of use: Review any relevant comments.

Mentions in the context of our communications: When you complete the donation form, you have the option to select “I agree to have my donation acknowledged as part of the Foundation’s communication campaigns.” When you choose this option, your personal information may be used as part of our acknowledgement program, such as, for example, sending you a thank‑you card, mentioning it in our activity report, or mentioning it on our social media platforms. You may withdraw your consent for the above purposes at any time by writing to vieprivee@marie-vincent.org

In the case of a donation in shares or a donation in memoriam, you may be asked to provide additional information in order to comply with the specific requirements of these situations.

Who has access to your personal information?

Marie‑Vincent employees to provide technical support when completing the online form, to process your donation, and to follow up for tax purposes. It is important to note that when you make an online donation, Marie‑Vincent employees do not have access to your banking information. Service providers, platforms (particularly donation management platforms), and technologies that are integrated or otherwise necessary for the operation of our website, our newsletter service, and our online payment services operated by third parties. Your personal information may also be accessible to users other than those mentioned above, if you authorize it.

---

Section 2.4 — When you register for an event

How do we collect your personal information?

We collect personal information directly from you through our website or third‑party platform when you register for philanthropic, training or prevention events.

What categories of personal information do we collect and for what purposes do we use it?

• Category: Identification information: title, first name, last name, email address, telephone number, type of donor, mailing address, billing address, job title and organization, dietary restrictions, and other relevant details
  • Purposes of use: Confirm your identity, manage your registration, and allow Marie‑Vincent employees to contact you regarding Marie‑Vincent events and activities, send you a survey or thank‑you card, or send you our newsletter.
• Category: Payment information
  • Purposes of use: Process your donation payment. In the case of credit card payments, this information is processed directly by our service provider and Marie‑Vincent does not have access to it.
• Category: Billing address
  • Purposes of use: Process the event registration fees.

Optional information: Purposes of use: We ask that you only include the personal identification information necessary to identify you and follow up with you. As part of your participation in our event, the Marie‑Vincent Foundation must collect, use, disclose, and process your personal information to confirm your identity, verify the accuracy of your personal information, update it, manage and organize the fundraising activity, ensure compliance with your dietary restrictions or other specific needs that may be required, communicate with you about the event and our activities, send you a receipt for tax purposes, and meet our legal and regulatory requirements, including for external or internal control and verification purposes.

Other uses: Purposes of use: When you fill out the event form, you have the option to make a donation. If you select the option “I agree to have my donation mentioned in the Foundation’s communication campaigns,” your personal information may be used as part of the recognition plan, for example, by sending a thank‑you card, mentioning it in our activity report, or mentioning it on our social media. You may withdraw your consent for the above purposes at any time by writing to vieprivee@marie-vincent.org

Who has access to your personal information?

At Marie‑Vincent, our employees, whose duties require it, will have access to all or part of your personal information. Service providers, platforms (particularly donation management platforms), and technologies that are integrated or otherwise necessary for the operation of our website, our newsletter service, and our online payment services operated by third parties. Your personal information may also be accessible to users other than those mentioned above, if you authorize it.

---

Section 2.5 — When you apply for a job or volunteer position

How do we collect your personal information?

We collect your personal information when you submit your application for a job or to become a volunteer by filling out the form on our website or by sending us your application by email. We may also collect applications from third parties, for example via recruitment platforms.

What categories of personal information do we collect and for what purposes do we use it?

• Category: First name, last name, email, phone number (optional), the position you are applying for, and any personal information contained in your resume, cover letter or other documents
  • Purposes of use: Communicate with you, evaluate your job application, and manage any follow‑up related to your application.

Who has access to your personal information?

We restrict access to your personal information to Marie‑Vincent employees who need such access as part of the recruitment process (human resources, internal team members related to the position to be filled, technical and administrative support). We use service providers who provide software and cloud services to collect, store, and process your personal information on our behalf. We may share your personal information with a criminal background check service provider.

---

2.6 — When you purchase promotional items

How do we collect your personal information?

We collect personal information directly from you when you place an order through our website.

What categories of personal information do we collect and for what purposes do we use it?

• Category: Identification information: first name, last name, mailing address, email, billing address and phone number
  • Purposes of use: Confirm your identity and allow Marie‑Vincent employees to contact you, or to send you our newsletter.
• Category: Payment information
  • Purposes of use: Process your payment. In the case of credit card payments, this information is processed directly by our service provider and Marie‑Vincent does not have access to it.
• Category: Information about your order
  • Purposes of use: Process your order and manage our goods and services, as well as customer service.

Other uses: When you purchase a promotional item, you have the option of making a donation and selecting the option “I agree to have my donation mentioned in the Foundation’s communications campaigns.” Your personal information may be used as part of the recognition plan, for example, by sending a thank‑you card, mentioning it in our activity report, or mentioning it on our social media. You may withdraw your consent for the above purposes at any time by writing to vieprivee@marie-vincent.org

Who has access to your personal information?

Marie‑Vincent employees whose duties require it will have access to all or part of your personal information. Service providers, platforms (particularly donation management platforms), and technologies that are integrated or otherwise necessary for the operation of our website, our newsletter service, and our online payment services operated by third parties. Your personal information may also be accessible to users other than those mentioned above, if you authorize it.

---

2.7 — When you submit a complaint

How do we collect your personal information?

We collect personal information directly from you when you submit a complaint regarding our services.

What categories of personal information do we collect and for what purposes do we use it?

• Category: Identification information of the person concerned by the complaint: last name, first name, date of birth (if the child is a minor), language spoken, mailing address, telephone number, email address, Marie‑Vincent file number, if applicable
  • Purposes of use: Confirm the identity of the person concerned by the complaint.
• Category: Identifying information about the complainant: relationship to the person concerned by the complaint, last name, first name, language spoken, postal address, email address, telephone number
  • Purposes of use: Confirm your identity and allow Marie‑Vincent employees to contact you to follow up on your complaint.
• Category: Description of the complaint
  • Purposes of use: Understand the context of your complaint.
• Category: Your expectations regarding the complaint Important: Please do not include any personal information that is not necessary to the content of your complaint.
  • Purposes of use: Understand your expectations to take the appropriate measures to respond to your complaint.

Who has access to your personal information?

Marie‑Vincent employees whose duties require it will have access to all or part of your personal information relating to your complaint.

---

2.8 Other purposes

We may also process your personal information to confirm your identity, verify and update the accuracy of your personal information, comply with legal obligations, and ensure the security of our communications and systems in order to prevent and detect security threats. 

We do not knowingly collect personal information from children under 14 years of age. If you are under 14, please do not provide personal information without the express consent of a parent or legal guardian. If you are a parent or a guardian and you become aware that your child has provided us with personal information through our website, please contact us. If we learn that we have collected personal information from minors without verifying parental consent, we will take steps to delete that information from our servers. 

We use Google Analytics to improve your experience on our website. Google Analytics provides reports allowing us to obtain approximate location information (country and city) and analyze site usage through cookies. When browsing our website, you may enable the cookies identified as being used for identification, electronic profiling, or geolocation in the cookie banner on our website. For more information, we invite you to consult our cookie policy in Appendix B of this Policy. 

Your personal information is primarily stored electronically on secure servers or cloud platforms, including, Marie‑Vincent’s servers, cloud‑based service provider platforms, and servers of third parties with whom we do business. When using these platforms, your personal information may be transferred and hosted outside Québec by these providers, including elsewhere in Canada and in the United States. Certain information is held in paper format in secure filing cabinets at our offices. 

If we determine that disclosing your personal information outside Québec is necessary to support our operations, we assess whether your personal information will benefit from adequate protection upon disclosure. We will only disclose your personal information if we believe it receives adequate protection. Such disclosure will also be governed by an appropriate contractual agreement. 

In addition to sharing personal information with partners or service providers for the purpose of performing service agreements that fall within the purposes of this Policy, we may disclose your personal information in the following situations: (1) to comply with applicable law, regulation, court order, or any other legal process; (2) to enforce agreements you have entered into with us, including this Policy; or (3) to respond to complaints alleging that your use of the service infringes on the rights of a third party. 

We implement appropriate physical, technical and administrative safeguards to protect personal information. However, given inherent risks, we cannot guarantee absolute security and, therefore, we cannot ensure or guarantee the security of the personal information you transmit to us, and you do so at your own risk. 

If you have reason to believe that personal information has been compromised, please contact our Privacy Officer using the contact details provided in Section 1 of this Policy. 

Under applicable law, you have several rights regarding your personal information, including: 

7.1 Access to your personal information 

You may ask us whether we hold personal information about you and, if so, you may request access to that personal information. 

7.2 Rectification of inaccurate or incomplete personal information 

You may ask us to correct any incomplete or inaccurate personal information that we hold about you. 

7.3 Withdrawal of consent 

In certain cases, you may withdraw your consent to the disclosure or use of the personal information we hold about you. However, you understand that in such cases, we will no longer be able to process your requests as described in Sections 2.1 to 2.8. 

7.4 Data portability  

You may request that your personal information be provided to you or transferred to another organization in a structured, commonly used technological format, provided that your personal information is computerized and that no serious practical difficulties prevent such a transfer. 

To exercise any of these rights, please contact our Privacy Officer using the contact details provided in Section 1 of this Policy. 

Marie‑Vincent takes requests, complaints and comments regarding the way we handle personal information very seriously. We encourage you to contact our Privacy Officer to submit any complaints or comments regarding our personal information practices. 

Your complaint will be reviewed by our Privacy Officer, who will determine whether the handling of your personal information complies with our personal information governance policy as well as with any applicable law. 

You may also file a complaint with the Commission d’accès à l’information du Québec using the form available on the Commission’s website. However, we encourage you to contact our Privacy Officer first. 

This Policy does not apply to third‑party websites or services accessible through links on our website. If you follow such links, those third‑party sites or services will likely have their own privacy policies that you should review before submitting any personal information. 

This Policy may be updated from time to time to ensure clarity and transparency. Any updates will be published on the Marie‑Vincent website along with the date of the latest revision. Changes will take effect on the date indicated. 

Marie‑Vincent recognizes the importance of respecting privacy and protecting the confidentiality and security of the personal information it processes in the course of its activities. Marie‑Vincent also recognizes the importance of ensuring that all staff and partners are aware of the protection and confidentiality requirements related to the personal information collected and processed by Marie‑Vincent. 

To this end, in addition to a privacy policy, Marie‑Vincent has adopted an internal personal information governance policy. The purpose of this policy is to set out the principles governing the protection of personal information within the scope of our operations. 

The objectives of implementing this policy are to: 

1. Ensure the adequate, secure, compliant, and transparent processing of personal information; 
2. Establish guidelines governing the handling of personal information by Marie Vincent throughout its lifecycle; and 
3. Define the roles and responsibilities of our Privacy Officer and those of Marie‑Vincent staff members. 

1- Roles and Responsibilities

Since the protection of personal information is everyone’s responsibility at Marie‑Vincent, the Privacy Officer is supported by a team that is aware of and trained on this topic. Staff members also have an important role to play and are expected to: 

1. Review Marie‑Vincent’s policies related to the protection of personal information, sign a confidentiality agreement, comply with established procedures, and participate in the training and awareness activities offered by the organization in order to enhance their knowledge and adopt best practices for protecting personal information; and
2. Refer any questions or comments related to the protection of personal information we collect and process to the Privacy Officer.

2- Guiding Principles for Personal Information Governance 

Marie‑Vincent must protect personal information throughout its entire lifecycle, in accordance with its policy, its personal information protection practices, and the requirements set out in the law. 

Marie‑Vincent has adopted guidelines regarding best practices and prohibited practices in the handling of personal information, including: 

1. We determine the purposes for which personal information will be used before collecting it. Thereafter, personal information is used only in accordance with those purposes; 
2. We collect only the personal information necessary to carry out our mission; 
3. We ensure that we obtain consent from the individuals concerned when collecting personal information; 
4. We clearly and visibly display our privacy policy when collecting your personal information through technological means; 
5. We conduct privacy impact assessments (PIAs) when required by law; 
6. We limit access to your personal information to members of our staff and service providers who need access in the course of their duties or mandates; 
7. We do not disclose your personal information to third parties without your consent, unless permitted by law.  

3- Confidentiality Incident 

Marie‑Vincent has implemented a process to respond to and manage confidentiality incidents. Under this process, Marie‑Vincent must take reasonable steps to reduce the risk of serious injury and review its practices to help prevent future confidentiality incidents. 

Marie‑Vincent documents all confidentiality incidents in its register of confidentiality incidents and will modify its internal personal information governance policy as needed following a confidentiality incident. 

This policy regarding the use of analytics tools and cookies (the “Cookie Policy”) describes how Marie‑Vincent uses cookies, web beacons, and other identification, profiling, and location‑based technologies (“cookies”) on our website. 

Our Cookie Policy supplements our Privacy Policy and should therefore be read together with it. 

1- What should you know about cookies and web beacons? 

1.1 What is a cookie and what are web beacons? 

Cookies are small text files that are downloaded to your device when you visit a website, use a mobile application, or open an email. Cookies allow a website to recognize a device, store information (such as your preferences or how you use the site), and read that information each time you access the site. 

There are two types of cookies: (i) first‑party cookies; and (ii) third‑party cookies. Both types are technically similar and perform the same functions; the main difference lies in how they are created and how they are used. 

First‑party cookies. First‑party cookies are created by the website you are visiting. A website can only access the cookies it has placed on your device. For example, cookies placed when you visit a search engine cannot be accessed by our website. 

Third‑party cookies. Third‑party cookies are created by a site other than the one you are visiting and are primarily used for profiling and behavioral advertising. They also allow website owners to provide certain services. These cookies may be placed through what is known as a web beacon (explained below). Since a website can only access the cookies it has placed, we cannot access third‑party cookies placed on any of our websites. 

A web beacon, often referred to as a tracking pixel, is a transparent image, typically 1 pixel by 1 pixel, placed on a website or in an email to assess how a user interacts with specific content. Web beacons work by sending information to the third‑party web server when the beacon is requested for display. 

1.2What can you do to control cookies on your device? 

Most browsers allow you to configure how cookies are accepted. Keep in mind that modifying your cookie settings may prevent certain websites from functioning properly. Please consult your browser’s documentation to learn how to manage cookie settings. 

You can also use your browser’s private or incognito mode, which automatically deletes all cookies placed during your private session once all private windows are closed. Refer to your browser’s help section to learn more about how private browsing works. 

Some modern browsers include built‑in features to block or control profiling‑related content. Check your browser’s help section to see whether such functionality is available. Some browsers may also support third‑party extensions that can be used to manage and delete cookies. If you choose to use extensions, we encourage you to pay close attention to the extensions you install and the permissions they require. 

You may also disable our use of cookies and similar technologies that allow us to perform profiling and display advertising on third‑party sites. 

1. How do we use cookies on our website? 

1. Why do we use cookies on our website? 

For more information about the cookies we use on our website, please refer to our cookie banner. 

1. Analytics tools for measuring interaction with our website and promotional material 

3.1 What you should know about analytics tools 

Analytics tools are used to collect, analyze, and measure web traffic and user visits to our website to better understand and optimize how it is used. Analytics tools work by gathering information about how a visitor interacts with one or more pages on the site. This information includes, for example, the browser used. 

3.2 Which analytics tools do we use on our website? 

The Marie‑Vincent website uses Google Analytics to improve your user experience. To learn more about how Google Analytics processes your data, please consult our cookie banner available on our website. 

3.3 What can you do to prevent a website from collecting analytics information? 

You can take various steps to prevent a website from collecting details about your visits. You can: 

• Control the cookies accepted through your browser (see Section 1.2); and 

• Install browser extensions that disable the use of analytics tools.