To read the entire Policies of The Duke of Edinburgh’s International Award – Canada, please click here.

Privacy Policy

Updated October, 2024

WHO WE ARE

The Duke of Edinburgh’s International Award is a global framework whose goal is to challenge, empower and recognize young people between the ages of 14 and 24. The Duke of Edinburgh’s International Award Canada (“Award Canada”) is the national entity (Charity Registration Number 12391 6751 RR0002) licensed in Canada.

OUR COMMITMENT

Award Canada is committed to protecting the privacy of the Personal Information of its employees, participants, leaders, volunteers, donors and other stakeholders.

DEFINITION OF PERSONAL INFORMATION

Personal information is any information that is identifiable to you as an individual. This may include, but is not limited to, your name, gender, age, date of birth, language of correspondence, mailing address, telephone number, fax number, email address, and membership in an organization (“Personal Information”). Personal Information does not include publicly available information about you in your capacity as an employee of an organization such as your name, job title, work mailing address, work email address, work fax number, or work telephone number.

COLLECTION OF INFORMATION

Award Canada only collects Personal Information from:

  • Registering participants and parents / guardians (as appropriate)
  • Donors
  • Volunteers
  • Employees and job applicants
  • Award Holders and Alumni
  • Others who have shown an interest in Award Canada

This information is collected by a variety of methods, not limited to: Online Record Book, website, email, phone, social media, surveys, forms, mail, or in-person.

INFORMATION COLLECTED

We may collect the following Personal Information:

  • Contact information (such as your name, email address, phone number and address)
  • Financialinformation (such as your billing, account and donation information)
    • Donation information: Award Canada does not collect your credit card information. Instead, this information is collected and processed by a designated third-party who use and store it under their own policies and procedures that meet or exceed our privacy policy requirements.
    • Donations made by credit card in person, through the mail or by phone are collected by Award Canada and processed using a third-party provider. 
  • Participation information (such as details about your taking part in events or activities)
    • Note:We recommend that young people up to the age of majority gain parent/guardian permission before sending any Personal Information about themselves to anyone over the internet. All participants under 18 are required to provide signed parental consent forms before they can be registered for the Award.
  • Self-declared medical information for health and safety concerns at specific events

ONLINE PRIVACY

Award Canada is committed to protecting the privacy of those who use our website. Award Canada does not collect any Personal Information about individuals browsing our website.

Award Canada does use cookies and other technology on our websites to increase your browsing experience as well as learn how our work appeals to you most. We collect statistical information through a log file which indicates number, length, and frequency of page visits, external links redirecting users to our website, and which browser, operating system, and type of device (mobile or desktop) was used to access our website. This information is analyzed to help us develop content that responds to the interests of our website visitors. We use links in our emails to track open and click-through rates to help us learn what emails appeal to you most.

Award Canada’s website uses Google Analytics to track usage of our website for reporting and evaluation purposes. Google Analytics uses first-party cookies to report on user interactions on Google Analytics customers’ websites. These cookies are used to store non-personally identifiable information. Browsers do not share first-party cookies across domains. For further information on the privacy policy concerning Google Analytics, please see: https://policies.google.com/privacy

We may also use third party cookies, beacons and other storage technologies to understand what website content is most important to you so that we can measure our performance and target sponsored and unsponsored content to you on those third-party platforms. For example, we use Facebook’s tracking pixel to learn what content you are interested in on our website so we can serve only our most relevant advertising to you on Facebook. You can opt out from such Facebook advertising by clicking “Why am I seeing this?” on our Facebook ads, clicking “Options” and then selecting “Hide all ads from this advertiser”.

USE OF INFORMATION

Award Canada uses the Personal Information it collects to better serve our participants, volunteers and alumni and to expand our community of support. This includes using the information:

  • To deliver services, manage, administer, record and support participation in the Award;
  • To thank supporters, manage our relationships with donors and stakeholders;
  • To invite supporters to special events;
  • For service phone calls and emails;
  • For audit purposes and to manage legal obligations;
  • To manage our Award Canada staff including recruitment and professional development; and
  • For a specific purpose identified to you at the time of collection.

Award Canada is committed to using the Personal Information it collects in a respectful and useful way. Award Canada is also committed to making sure those contacted do not receive more than a reasonable number of emails, letters, or phone calls.

DISCLOSURE OF INFORMATION

Award Canada does not disclose personal information to individuals, organizations or corporations outside of Award Canada at any time or for any reason, except with the consent of the individual or:

  • As required or authorized by law or by order or requirement of a court, administrative agency or other government tribunal;
  • Where we believe, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
  • Where the information being disclosed or used is in the public domain; or
  • Where Personal Information is shared between Award Canada and an Authorized Organization, or person, for the specific purposes of administering the Award and providing support. Authorized Organizations include The Duke of Edinburgh’s International Award Foundation, Award Centres (e.g. schools and clubs who assist in delivering the Award), Operating Partners, Award assessors, Award volunteers and Award Leaders (the contact persons and mentors for Award participants).

Where Award Canada is obliged or permitted to disclose Personal Information without consent, we will not disclose more information than is minimally required in the applicable circumstances.

Award Canada does not sell or rent your Personal Information to other organizations. 

When Award Canada is responsible for overseeing Personal Information that is maintained for us by third parties who may be outside of Canada, we ensure that any third party has written privacy policies that meet or exceed the terms of this Privacy Policy and ensure that they are not authorized to disclose any Personal Information without your express consent. 

STORAGE OF INFORMATION

Personal information is stored in our database(s) on a secure cloud-based server. Only authorized Award personnel have access to this information. Award Canada will retain your Personal Information only for as long as necessary to fulfill the purposes set out in this Privacy Policy, or as required or authorized by law. It will then be destroyed, erased or made anonymous. 

Award Canada has a comprehensive data management, retention and destruction policy: Data Document Retention Archiving & Destruction Policy_EN.pdf as well as a comprehensive Information Technology and Cybersecurity Policy: Information Technology & Cybersecurity Policy_EN.pdf. While Award Canada will always take reasonable steps to protect the Personal Information held, please be aware that there are inherent risks in transmitting Personal Information online. 

If you are concerned about sending Personal Information of a sensitive nature to us online, you may prefer to contact us by telephone or mail. 

CONSENT

Award Canada collects personal information about you or, if applicable, your child or ward, only when you voluntarily provide it. Typically, we will seek express consent for the use or disclosure of such Personal Information at the time of collection. In certain circumstances, consent may be sought after the Personal Information has been collected but before use (for example, when we want to use information for a purpose not previously identified). 

By providing Personal Information to Award Canada, you are providing “deemed” consent to the collection, use and disclosure of your Personal Information in accordance with this Privacy Policy. Examples of when Personal Information is provided include: 

  • Participant registration
  • Parental Consent 
  • Online Record Book registration 
  • Award events registration. 

We respect your right to control your Personal Information, including your right to revoke consent to the collection, use or disclosure of your Personal Information. If you would like to access the Personal Information that we hold about you, or if you wish to have your Personal Information removed from our database, please contact us at the address set out in the Accountability section of this Privacy Policy. We will fulfill your request in the timeliest way possible. 

When you provide contact information to us for one purpose, we may contact you using that Personal Information for other areas of our work. To stop receiving email from us at any time, click the unsubscribe link at the bottom of any of our emails or email us at info@dukeofed.org and type “unsubscribe” in the subject line 

ACCOUNTABILITY

Award Canada does its best to ensure that all information is recorded accurately—if you notice any errors in our correspondence with you or if your Personal Information changes, please contact us at info@dukeofed.org to update your file. 

If you have any questions or concerns about the Award Canada Privacy Policy or want to access to, or to correct, your Personal Information, you may contact: 

Chief Executive Officer
Award Canada
858 King St W, Unit A
Toronto, ON M5V 1P1
info@dukeofed.org

POLICY UPDATE AND CHANGE NOTICE

Privacy laws are rapidly changing, and as a result we may change this Privacy Policy from time to time at our sole discretion and without notice. Changes will be reflected on this page. The collection, use and disclosure of your Personal Information by Award Canada will be governed by the version of this Privacy Policy in effect at that time. To read the entire Policies of The Duke of Edinburgh’s International Award – Canada, please click here https://www.dukeofed.org/policies/