Our Policies

Privacy is a concern we take seriously

We have tried to create an easy to use and interpret Privacy Policy. As per Canadian Privacy Act, below is a short breakdown of what we collect, how we collect it and when we disclose it. This is only a short statement which references sections located in our policy.

We collect PERSONAL CONTACT details in order to send newsletters, reply to questions and fulfill our programming mandates. You WILL NOT be contacted without previous permission unless we have received information which may involve harassment or an indication of threat.

We use DATA COLLECTION methods such as Google Analytics to collect details to assist in our marketing efforts including and locations to plan events, activities or outreach. We do not sell or share this information with advertiser or third parties. We may share information such as demographic data and number/type of reports from a location; to our members and sponsors to help them understand the impact we are having or where we are needed next.

We will DISCLOSE INDICATIONS OF CHILD/SENIOR ABUSE, THREATS OR COMMENTS OF HATE. Please see individual sections in the Privacy Policy for details.

You Can Unsubscribe to our Newsletters at any time by clicking the “Unsubscribe” link inside the email. Please contact us if you are unable to do so and we can help.

Social Media posts should be considered “public” and accessible by all. We do delete hateful messages, but we may not be able to prevent hate speech always on social platforms.

Data Collection Services We Use

We do collect personal information to send newsletters and other informative emails. We store that information our secure servers provided by DreamHost, Google, MailChimp and Basecamp (third party service providers).

We are currently using Google Analytics on our digital platforms which include our Website and Facebook, Twitter, Instagram, FreshDesk and MailChimp accounts. You are not required to sign up with any third party to access our support system or access our basic public services, products and online store. Individuals do not have to sign up with a Third Party to access our services. Those who sign up with FreshDesk or other third-party services are subject to individual privacy policies from each service and we cannot ensure enforcement of our policies on those services without restrictions. For a complete list of third parties we use and links to third party privacy policies, please click here, or scroll to the bottom of the page.

Personal Data and Social Media Collection

We also use social media to share information and interact with members of the public. Any comment made from or to our third part social media platforms are not covered by our privacy policy and should be considered a part of the public domain. They are also covered by privacy policies of their respective platforms. These platforms currently include Facebook, Twitter and YouTube.

We do not sell or share your personal details, contact information or data. With your permission, we may refer you to an outside party to better serve your needs or answer your questions. We have no plans to add advertising to the website, we hope instead to be able to fund the website through sponsorship and/or partnerships; some sponsors will have their chance to have a larger logo or graphic with a message displayed on various image sliders placed throughout the website. This ensures we have control over messages displayed to our community as well as advertisers are not profiting from the site.

Why We Are Sending You A Message

If you are receiving an email or direct message from us, you have:

a) signed up via a digital portal

b) entered one of our contests

c) sent an email or filled out a form

d) followed us on social media (please see each platforms policies)

And we are simply fulfilling what you have asked. We work very hard to ensure we are not sending information to individuals without their permission unless in accordance to applicable laws and regulations. On social media platforms, we try to target our advertising towards the LGBT and Ally community, but this is not done for all initiative and in accordance to the social media platforms privacy policy, we have a right advertise on the platform given we are in accordance with their advertising guidelines.

Indication of Threat/Hate or Abuse of a Child/Senior

If there is an indication of a threat of harm to oneself or others, violence or general threat to the public all information will be shared openly with law enforcement entities, relevant organizations and publicly shared if advised upon.

Under various Provincial Laws throughout Canada which require report information related to the potential abuse of a child. Based in Ontario, we are legally obligated to do so in relation to child abuse.

We also believe we have a moral obligation to report information related to potential abuse of a senior in a residence to provincial authorities and assist with a senior getting help who are in un-registered residence or carried for in a home environment.

It is our understanding we do not have to disclose incidents in which an adult discloses of their abuse as a child and will not do so without the permission of the individual involved.

How We are Working to Ensure Your Privacy

We do not store lists that contain contact personal details on external hard-drives without encryption and restrict those types files to be downloaded to local machines. We have also instituted device policies on all mobile devices with access to our email and file system, requiring devices to have security features in place and allowing a remote wipe of the device.

We Work to Prevent the Disclosure of Your Information

As stated above, we will disclose your private personal information such as your contact details, details and IP address in a circumstance that we are required to do so by law, and feel have an obligation to do so. This decision will not be made lightly and will be done so by our appointed Privacy Officer. We will make all efforts to work with authorities and not publicly announce personal information until charges have been laid or an investigation is formally announced and part of public information.

Any public disclosure of contact details, location and information will only be done so in the event of an immediate public threat to individuals or with consultation with law enforcement entities.

We strive to always be in accordance with the direction set out in the United Nations’ Charter of Rights of Freedoms, to ensure one’s privacy and prevent harassment or intimidation due to an individual expression of their opinion.

We also are hosted by a provider in that also believes in your privacy, search “DreamHost denies access” or visit their blog to find out about actions they have taken and continue to take to protect the handing over of mass amounts of data of visitors of a website during the latest US Election cycle.

For formal complaints, requests or concerns:

Mail to

Why We March LGBT (@InnovationWorks)

Privacy Officer

201 King Street

London ON N6A 1C9

Policy Statement

Why We March LGBT is committed to fostering a harassment-free workplace where all employees are treated with respect and dignity. The Canadian Human Rights Act protects employees from harassment based on race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability or pardoned conviction. Harassment at Why We March LGBT is not tolerated. Employees who are found to have harassed another individual may be subject to disciplinary action. This includes any employee who: interferes with the resolution of a harassment complaint; retaliates against an individual for filing a harassment complaint; or files an unfounded harassment complaint intended to cause harm.

Application

This policy applies to all current employees of Why We March LGBT including full and part-time, casual, contract, permanent and temporary employees. This policy also applies to job applicants and volunteers. This policy applies to all behaviour that is in some way connected to work, including during off-site meetings, training and on business trips. Definitions

Harassment is:

offending or humiliating someone physically or verbally;threatening or intimidating someone; or making unwelcome jokes or comments about someone’s race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability or pardoned conviction.

Sexual harassment is:

offensive or humiliating behaviour that is related to a person’s sex;behaviour of a sexual nature that creates an intimidating, unwelcome, hostile or offensive work environment; or behaviour of a sexual nature that could reasonably be thought to put sexual conditions on a person’s job or employment opportunities.

Responsibilities and Expectations

Why We March LGBT is responsible for:

providing all employees and volunteers a harassment-free workplace

Our Creative Director is Responsible for:

ensuring that this policy is applied in a timely, consistent and confidential manner;

determining whether or not allegations of harassment are substantiated;

and determining what corrective action is appropriate where a harassment complaint has been substantiated.

Our Volunteer Director is responsible for:

the administration of this policy;

reviewing this policy annually, or as required; and making necessary adjustments to ensure that this policy meets the needs of the organization.

Supervisors are responsible for:

fostering a harassment-free work environment and setting an example about appropriate workplace behaviour;

communicating the process for investigating and resolving harassment complaints made by employees;

dealing with harassment situations immediately upon becoming aware of them, whether or not a harassment complaint has been made;

taking appropriate action during a harassment investigation, including separating the parties to the harassment complaint, when appropriate.

Employees and volunteers are responsible for:

treating others with respect in the workplace;

reporting harassment to our Volunteer Director;

and cooperate with a harassment investigation and respecting the confidentiality related to the investigation process;

Employees/volunteers can expect:

to be treated with respect in the workplace;

that reported harassment will be dealt with in a timely, confidential and effective manner;to have their rights to a fair process and to confidentiality respected during a harassment investigation;

and to be protected against retaliation for reporting harassment or cooperating with a harassment investigation.


Procedures for Addressing a Harassment Complaint Filing a Complaint

An employee/volunteer may file a harassment complaint by contacting our Volunteer Director. The complaint may be verbal or in writing. If the complaint is made verbally, the Volunteer Director will record the details provided by the employee.

The employee/volunteer should be prepared to provide details such as what happened; when it happened; where it happened; how often and who else was present (if applicable).

Complaints should be made as soon as possible but no later than within one year of the last incident of perceived harassment, unless there are circumstances that prevented the employee from doing so.

The Volunteer Director will tell the person that the harassment complaint has been made against, in writing, that a harassment complaint has been filed. The letter will also provide details of the allegations that have been made against them.

Every effort will be made to resolve harassment complaints within 30 days. The Creative Director will advise both parties of the reasons why, if this is not possible.

If either party to a harassment complaint believes that the complaint is not being handled in accordance with this policy, he or she should contact the Creative Director.

Mediation

Wherever appropriate and possible, the parties to the harassment complaint will be offered mediation prior to proceeding with a harassment investigation.

Mediation is voluntary and confidential. It is intended to assist the parties to arrive at a mutually acceptable resolution to the harassment complaint.

The mediator will be a neutral person, agreed upon by both parties. The mediator will not be involved in investigating the complaint.

Each party to the complaint has the right to be accompanied and assisted during mediation sessions by a person of their choosing.

Investigation

If mediation is inappropriate or does not resolve the issue, a harassment investigation will be conducted. All investigations will be handled by an individual who has the necessary training and experience. In some cases, an external consultant may be engaged for this purpose.

The investigator will interview the person who made the complaint, the person the complaint was made against and any witnesses that have been identified. All people who are interviewed will have the right to review their statement, as recorded by the investigator, to ensure its accuracy.

The investigator will prepare a report that will include:

a description of the allegations;

the response of the person the complaint was made against;

a summary of information learned from witnesses (if applicable);

and a decision about whether, on a balance of probabilities, harassment did occur.

This report will be submitted to the Creative Director. Both parties to the complaint will be given a copy.

Substantiated Complaint

If a harassment complaint is substantiated, the Creative Director will decide what action is appropriate.

Corrective action for the employee found to have engaged in harassment may include: a reprimand; a suspension; a transfer; a demotion; and/or dismissal.

Both parties to the complaint will be advised, in writing, of the decision.

Other Redress

An employee/volunteer who is not satisfied with the outcome of the harassment complaint process may file a discrimination complaint with the Canadian Human Rights Commission.

Privacy and Confidentiality

All parties to a harassment complaint are expected to respect the privacy and confidentiality of all other parties involved and to limit the discussion of a harassment complaint to those that need to know.

Why We March LGBT and all individuals involved in the harassment complaint process, will comply with all requirements of the Privacy Act to protect personal information.

Review

Why We March LGBT will review this policy and procedures on an annual basis, or as required, and will make necessary adjustments to ensure that it meets the needs of all employees.

Enquiries

Enquiries about this policy and related procedures can be made to our Volunteer Director.