Sevan Childhood Foundation

Privacy Policy

Sevan Childhood Foundation

Effective Date: December 4, 2024

The Sevan Childhood Foundation ("the Foundation," "we," "us," or "our") is committed to the highest standards of privacy, confidentiality, and security. We recognize that many of the families who contact us share deeply personal information regarding their children's health, development, and financial circumstances. We treat this responsibility with the utmost seriousness.

We comply with all applicable privacy laws, including the Personal Information Protection Act (British Columbia) ("PIPA"), the Personal Information Protection and Electronic Documents Act (PIPEDA), and applicable health-privacy standards relating to the handling of sensitive child information.

This Privacy Policy explains how we collect, use, disclose, store, and safeguard personal information.

By interacting with the Foundation, accessing our website, or submitting information, you consent to the practices described below.

Table of Contents

1. Scope of Policy 2. What Personal Information We Collect 3. How We Use Personal Information 4. How We Protect Sensitive Health Information 5. Disclosure of Personal Information 6. Retention & Destruction 7. Access, Correction, and Consent Rights 8. Children's Privacy Protections 9. Cross-Border Transfers 10. Third-Party Links 11. Updates to This Policy 12. Contact Information
1

Scope of Policy

This policy applies to:

  • Personal information provided by families seeking support
  • Health-related and developmental information about children
  • Donor information
  • Information from volunteers, applicants, and advisors
  • Website users and form submissions
  • Any personal information collected during outreach, events, assessments, or program administration
2

What Personal Information We Collect

We collect only the information necessary to carry out our mission and support our programs, including:

2.1. For Families and Children

Highly sensitive category; handled under strict confidentiality

  • Child's name, date of birth, developmental history
  • Health-related information provided by parents/guardians
  • ASD assessment documentation, clinical reports, or referral notes
  • Family demographics and household information
  • Financial eligibility information (optional)
  • Waitlist status and prior service history
  • Any information voluntarily disclosed for support purposes

We do not collect information directly from minors; all information must come from a parent or legal guardian.

2.2. For Donors

  • Full name, contact information
  • Donation history
  • Payment information (processed securely by third-party platforms)
  • Communication preferences

2.3. For Volunteers & Prospective Board Members

  • Contact information
  • Skills, education, and experience
  • Background details relevant to the role (optional)
  • Any screening documentation or declarations

2.4. For Website Users

  • Information submitted via contact forms
  • Technical data such as IP address, browser type, and device specifications
  • Cookies or analytics data (non-identifying)
3

How We Use Personal Information

We use personal information strictly for the purposes for which it was collected, including:

3.1. For Families

  • Reviewing eligibility for ASD assessment funding
  • Coordinating referrals to clinicians, programs, or community supports
  • Communicating updates, decisions, or next steps
  • Providing relevant resources or educational materials
  • Understanding community needs and improving program design

We do not use family or child information for fundraising, marketing, or any unrelated purpose.

3.2. For Donors

  • Processing donations and issuing receipts
  • Maintaining accurate donor records
  • Providing updates on campaigns and impact (with opt-out option)

3.3. For Volunteers or Board Applicants

  • Assessing suitability for roles
  • Communicating responsibilities and onboarding
  • Maintaining governance records

3.4. For Website & Analytics

  • Enhancing user experience
  • Understanding website engagement
  • Improving accessibility and service delivery

We do not use analytics data to identify individuals.

4

How We Protect Sensitive Health Information

We implement strict safeguards that meet or exceed Canadian health-privacy standards:

Administrative Safeguards

  • Access restricted to designated personnel only
  • Confidentiality agreements for all volunteers, staff, and board members
  • Standardized intake and document handling procedures
  • Training on privacy, confidentiality, and health information security

Technical Safeguards

  • Encrypted cloud storage for sensitive documents
  • Multi-factor authentication for internal access
  • Secure file transfer protocols
  • No storage of child health information on personal devices

Physical Safeguards

  • Secure storage of any physical records (locked, limited access)
  • No hard copies retained unless absolutely necessary
  • Immediate destruction of unnecessary documents
5

Disclosure of Personal Information

We will not disclose personal information except in the following limited circumstances:

5.1. With Explicit Consent

To coordinate referrals or funding with:

  • Psychologists
  • SLPs, OTs, PTs
  • Behavioural consultants
  • Community programs
  • ASD assessment providers

Consent must be written or electronically recorded.

5.2. To Trusted Service Providers

For tasks such as:

  • Secure digital storage
  • Donation processing
  • Website hosting
  • Administrative support

These providers must sign confidentiality agreements and meet Canadian privacy standards.

5.3. As Required by Law

If compelled by court order, regulatory authority, or safety concerns.

5.4. No Selling or Misuse

We never sell, trade, or share personal information with third parties for marketing, fundraising, or commercial purposes.

6

Retention & Destruction

  • Personal information is stored only as long as necessary to fulfill program requirements or legal obligations.
  • Health-related child information is retained for the minimum duration required, then securely destroyed.
  • Destruction methods include shredding, permanent deletion, or secure digital erasure.
7

Access, Correction, and Consent Rights

Parents/guardians, donors, and volunteers have the right to:

Request access to their personal information
Request corrections or updates
Withdraw consent to the use or disclosure of their information
Request deletion (where legally permissible)

To make a request, contact us at [email protected]

We will respond within the legally required time frame.

8

Children's Privacy Protections

  • We do not collect information directly from minors.
  • All child information must come from a parent or legally authorized guardian.
  • We do not contact children directly or disclose information to any third party without explicit parental consent.
9

Cross-Border Transfers

Whenever possible, personal information is stored within Canada.

If service providers store data outside Canada (e.g., encrypted cloud providers), we ensure contractual safeguards that meet Canadian privacy requirements.

10

Third-Party Links

Our website may include links to external organizations. We are not responsible for the privacy practices of those entities and encourage reviewing their policies.

11

Updates to This Policy

We may update this Privacy Policy from time to time. Where changes are significant, we will notify users through our website or email.

12

Contact Information

For questions, concerns, or privacy requests, please contact:

Privacy Officer

Sevan Childhood Foundation

[email protected]

sevanfoundation.org

#101 15315 31 St Avenue
Surrey, BC V3Z 6X2
Canada