Last updated: February 19, 2015
- Our Commitment To Privacy
- Meaning Of Personal Information
- Collecting and Using Personal Information
- Releasing Personal Information
- Protecting Personal Information
- Providing Personal Information Access and Accuracy
- Visiting Our Information Sites
- Email Comments, Questions Or Responses
- Responding To Contest Or Surveys
- Addressing Your Concerns
1. Our Commitment To Privacy
2. Meaning Of Personal Information
3. Collecting And Using Personal Information
Either before or when we collect personal information about you, we will explain how we intend to use it. We will limit the personal information we collect to what we need for those purposes, and we will use it only for those purposes. We will obtain your consent if we wish to use your personal information for any other purpose.
4. Releasing Personal Information
We may provide your personal information to other persons in situations where:
(a) We have your consent;
(b) The other parties are our suppliers or agents who assist us in serving you, for the same purpose for which we collected it;
(c) We are required or permitted to do so by law or applicable regulators and self-regulatory organizations; and
(d) Adjudication of a scholarship, grant or other award applications is involved.
5. Protecting Personal Information
We will protect your personal information with appropriate safeguards and security measures. We will retain your personal information only for the time it is required for the purposes we explain.
We will protect your personal information with appropriate safeguards and security measures. We adhere to security standards to protect your personal information against unauthorized access and use. When we provide personal information in response to a legal inquiry or order, we ensure that the order is valid and we disclose only the personal information that is legally required. All employees of YVRAF are familiar with the procedures that must be taken to safeguard your personal information. And to us, protecting the confidentiality of your personal information is more than a procedure - it's part of our job. It is specified in our employment agreements.
We retain your personal information only as long as it is required for the reasons it was collected. The length of time we retain personal information varies depending on the nature of your interaction with the Foundation. This period may extend beyond the end of your relationship with us but only for so long as it is necessary for us to have sufficient personal information to respond to any issue that may arise at a later date. When your personal information is no longer needed for the purposes explained to you, we will destroy, delete, erase or convert it to an anonymous form. We endeavour to ensure that your personal information is stored securely.
The information provided by an applicant on a scholarship, grant or other award application form for awards administered by the YVR Art Foundation is used during the deliberations of appointed juries and, when necessary, the Board of Directors. It is expected that members of our juries and the Board of Directors will retain the copies of the applications until the adjournment of the adjudication meetings, held several times a year, when the final decision is made on the awards to be given. Following award adjudication meetings, it is expected that all copies of the applications will be retained by the Foundation for disposal. The information on successful applicants is used and disclosed in accordance with applicable provincial and federal legislation.
Successful applications are held by the Foundation in perpetuity. Unsuccessful applications are held by the Foundation for a period of twelve months and then destroyed.
6. Providing Personal Information Access And Accuracy
We will give you access to the personal information we retain about you subject to certain statutory limitations. We will respond to your requests within the timelines prescribed by the applicable privacy legislation. We will make every reasonable effort to keep your personal information accurate and up-to-date.
Having accurate personal information about you enables us to give you the best possible service and minimize the possibility that out of date personal information may be used to make a decision which impacts you. For most updates, we rely on you for personal information. You can help by keeping us informed of any changes, such as if you move or change telephone numbers. If you find any errors in our personal information about you, let us know and we will make the corrections immediately, and make sure they are conveyed to anyone we may have misinformed. For personal information that remains in dispute, we will note your opinion in the file.
Why We Ask For Your Personal Information:
We ask you for personal information to establish and serve you as a member of our community. At the time you begin a relationship with us and during the course of our relationship, we may collect personal information about you. We obtain most of our personal information about you directly from you. The personal information we ask for depends on your particular relationship to the Foundation.
The purposes for which we collect, use and disclose your personal information include:
(a) Collecting and reviewing applications for YVR Art Foundation awards;
(b) Communicating with you by e-mail as described below;
(c) For administration of sponsorships and donations
How We Obtain Your Consent:
It is important to understand the different ways that we may obtain your consent to collect, use, disclose and share your personal information. Depending on the situation and the sensitivity of the personal information, we may obtain your consent in different ways. Express consent may be obtained verbally, online or in writing.
When We Release Your Personal Information:
We do not sell or rent personal information to others. However, we may release your personal information to parties outside YVRAF in certain circumstances, which include:
(a) With your consent;
(b) For promotional purposes relating to award recipients;
(c) When required or permitted to do so by law or applicable regulators and self-regulatory organizations
Withdrawal Of Consent:
Should you choose to withdraw your consent for the sharing of personal information, and, given reasonable notice, we will record and respect your choices. In most cases you are free to refuse or withdraw your consent at any time. You may do so by contacting us at (604) 276-6261 or email firstname.lastname@example.org. Our staff will be pleased to explain your options and any consequences of refusing or withdrawing your consent, and record your choices.
8. Visiting Our Information Sites
When you go directly to the information portion of our websites and move from page to page, read pages or download content onto your computer, we learn which pages are visited, what content is downloaded, and the address of websites that you visited immediately before coming to our websites. However, none of this is associated with you as an individual. It is measured only in aggregate. We use this information to find out how many people visit our websites and which sections of the sites are visited most frequently. This helps us to know what type of personal information is most useful to our website visitors so that we can improve our websites and make it easier for our website visitors to access personal information. We record the statistical information on the numbers of visitors to our websites, but no personal information about you in particular will be kept or used.
A cookie is a small file containing certain pieces of personal information that a website creates when you visit the site. It can track how and when you use a site, which site you visited immediately before, and it can store that personal information about you.
There are two common types of cookies, “session cookies” and “persistent cookies”. Session cookies store personal information only for the length of time that you are connected to a website - they are not written onto your hard drive. Once you leave the website, the originator of the cookie no longer has the personal information that was contained on it. YVRAF uses session cookies as an additional security feature for its online services. For example, when you login to any web service and are authenticated through your login ID and password, a cookie will store the identification number of your browser. Throughout your session, the cookie acts as a type of digital signature to identify your current session to the web server.
We also use session cookies to track your visits within our site. We use that information to determine the type of personal information that you are looking for in our site and to improve our site. We use information about the site you visited immediately prior to our site to assess the viability of links to our site that we have created on third party sites.
The personal information stored in “persistent cookies” is written onto your hard drive and remains there until the expiry date of the cookie. YVRAF uses persistent cookies to store non-sensitive personal information that you are aware of and have agreed to. For example, if you choose the option on our login screen to remember your YVRAF account, the system will remember and automatically input your user name each time you use the service from that personal computer.
We also employ persistent cookies, in order to provide you with a more comfortable online experience. A persistent cookie is placed on your computer's hard drive to remember your language preference and ensure you are always presented with the appropriate language. We also employ a persistent cookie to ensure that any online targeted offer which you have already responded to is not presented again each time you login to our Internet site.
We use personal information about your computer, such as IP Address and Browser type. The primary method of collecting this personal information is through a persistent cookie which is added to your computer. The personal information is collected to assist us in authenticating you and your computer. All persistent cookies used by YVRAF are encrypted for additional security.
Currently, most browsers do not distinguish between session cookies and persistent cookies. For web services to operate, your browser must be set to accept cookies. If you are concerned about having your browser enabled to accept cookies while you are surfing other websites, we recommend that you enable your browser to notify you when it is receiving a cookie. This gives you the ability of accepting or rejecting any cookie presented by the web server you are visiting.
10. Email Comments, Questions Or Responses
When you send us an email or when you ask us to respond to you by email, we learn your exact email address and any personal information you have included in the email.
We use your email address to acknowledge your comments and/or reply to your questions, and we will store your communication and our reply in case we correspond further. We will not sell your email address to anyone. We may use your email address to send you information about our activities and programs that we believe may be of interest to you. If you don't want us to contact you by email with information about our activities, you may tell us so at any time.
If you have asked us to put you on an email mailing list to provide you with certain information on a regular basis, or if we send you information about activities and programs email, you may ask us to remove you from the list at any time (using the unsubscribe instructions provided with each email and on the site where you signed up).
Remember that email sent over the Internet is generally unencrypted. If YVRAF requests that you transmit confidential personal information to us over the Internet when filling out an application online, we ensure that such transmission is encrypted. We recommend that you use caution when forwarding free-format email messages to us and that you do not include confidential personal information in those messages, as they are not encrypted.
We will never send email messages to our applicants, donors or subscribers requesting confidential personal information such as passwords or account numbers. Please do not act on any such emails as you may compromise your banking personal information by following links to a counterfeit Internet site(s).
11. Addressing Your Concerns
If you have any questions, concerns or problems about privacy, confidentiality or how a request for personal information was handled, we encourage you to let us know, and you can take the following actions. If you choose to mail or email us, please include your full name, address and telephone number. Contact us in one of the following ways:
YVR Art Foundation
P.O. Box 23750, APO
We'll work hard to provide an acceptable solution but if you are not satisfied, the Executive Director will become involved in the resolution of your problem or concern.