Data management and privacy policy
Version: 1.0
Update: March 11, 2022
1. Background
DATAide is a skills and leadership development program to help community agencies launch successful digital transitions to fight poverty, create a more equitable society, and better serve their clienteles. Steered by Centraide of Greater Montreal and carried out in partnership with the Centraides of Quebec and Open North, DATAide is financially supported by the Government of Quebec. The program is offered throughout Quebec and will run for three years (2022-2024).
2. General provisions
This policy applies to all data collected and handled by the DATAide program.
If you have any questions about the DATAide program, its data management and privacy policy, and how it administers the data that is collected and handled for the program, please write to the email address provided at the end of this policy.
The stakeholders listed in section 7 of this policy agree to abide by all provisions of the policy and comply with the legal provisions applicable to the management, access, use and protection of the program data.
This policy will be updated as necessary (for example, upon any changes to the program). Participants will be informed of these updates by email.
3. Data governance principles
3.1. Ethical framework
Centraide of Greater Montreal adheres to the Framework of Ethical Operations for the Centraides of Quebec. This strict framework summarizes the values and standards of conduct that govern all actions of each Centraide. It protects the dignity and rights of all individuals affected by this action. It also aims to uphold Centraide’s reputation for ethical conduct and integrity and to preserve the relationship of trust with the community that the organization has built over the years. Consult our Framework of Ethical Operations here.
To respect the Framework of Ethical Operations of the Centraides of Quebec, the DATAide program team (which involves Centraide of Greater Montreal and Open North) commits to adhering to the following principles for administering the program data:
The program data shall be:
Handled legally, fairly and transparently with respect to the community agencies involved and their employees who participate in the program.
Collected for specific, explicit and legitimate purposes and shall not be handled in any other way that is inconsistent with these purposes.
Adequate, relevant and limited to what is necessary for the purposes for which they are collected and handled.
Stored in a format that identifies the individuals in question for no longer than is necessary for the purposes for which the data is collected or handled. Data may be kept for longer periods solely for archival purposes in the public interest, for scientific or historical research purposes, or for statistical purposes, subject to the required and appropriate technical and organizational measures implemented to safeguard the rights and freedoms of the agencies and individuals concerned.
Handled using the appropriate technical or organizational measures to provide a sufficient degree of data security and to protect the privacy and confidentiality of any personal information, which includes protection against unauthorized or unlawful handling of this data and against its accidental loss, destruction or damage.
4. Specific purposes for collecting program data
The personal and non-personal data we collect is strictly used for the purpose of carrying out activities to deploy the DATAide program.
These activities include:
Administering registrations to the DATAide program:
The webinar registration form is required to collect certain types of information about community agencies to determine their eligibility to register for the program.
Separate application forms for the training, leadership support and grant program are required to collect certain types of information about community agencies to determine their eligibility for these components of the program.
Development of the DATAide program content:
A self-assessment questionnaire with an informed consent form will be given out to community agencies in Quebec. The information collected from this questionnaire will give the DATAide team a snapshot of real-time knowledge of the program's target audience to identify skills to develop and to build a customized training program focused on the needs of learners.
For all program components (webinar, training, leadership support, and grants), information will be collected from participants to continuously improve the content quality and to meet the goals of the different program components, which includes helping learners build new skills as well as transferring knowledge.
Program evaluation
5. Sensitivity of the information collected
To create an accessible program that promotes equity, diversity and inclusion, some questions on the registration form may pertain to sensitive personal information. Respondents may refrain from answering these questions if they wish. This information can be characterized as being of a highly sensitive nature. Other personal information may include the participant's name.
Other information collected by the program is not personal and pertains to organizational information. While this information may be confidential and sensitive, the degree of sensitivity is generally very low.
6. Access to collected information
The information collected for the program is considered as data that must be secured and only shared with people on a restricted basis. This is explained in Section 9.
7. Parties given access to the information
Centraide of Greater Montreal agrees not to communicate, exchange or share the personal information collected as part of the DATAide program with any third party, with the exception of its program partners, who include:
Open North
The information will be shared with Open North to implement DATAide activities and to continually develop and improve the program.
The Centraides of Quebec
The Centraides of Quebec will have access to the information as part of the process to select agencies to join the DATAide program (application files, grant application documents).
Government of Quebec
For accountability purposes, the DATAide program will communicate information in reports submitted to the government (agency name, participants).
8. Withdrawal of consent
Any individual may withdraw from the DATAide program at any time and, as a result, withdraw his or her consent to the collection, use or disclosure of his or her personal information by contacting the DATAide program coordination office at the email address below. This request will be processed within a reasonable amount of time in compliance with prevailing standards and laws.
9. Data protection measure
Centraide of Greater Montreal has implemented methods to protect and backup confidential information that are appropriate for the sensitive nature of the information provided. In addition, only the authorized individuals who need this information to perform their duties have access to it.
Only de-identified and aggregated information will be used to share analytical results with a broader audience for the purpose of raising awareness about the program's progress, lessons learned, and impact.
10. Access to your personal information
All individuals have the right to know whether we possess personal information about them and have the right to consult this information and verify its accuracy. All personal and confidential information is stored in secure locations. To access your personal information or for any questions about the protection of your privacy or about the program, please contact:
DATAide Program - Centraide of Greater Montreal