Website Privacy Policy
1. About This Policy
Camelot Centre (“Camelot Centre,” “we,” “us,” or “our”) is a Burlington, Ontario not-for-profit registered charity that offers a creative day program, camps, and related supports for adults with developmental disabilities. This Website Privacy Policy explains how we collect, use, disclose, protect, and retain personal information through camelotcentre.com, our online forms, email, telephone communications, fundraising pages, and related digital services.
This policy is written for Camelot Centre’s website and online interactions. It does not replace any separate enrolment forms, consent forms, emergency contact forms, participant agreements, fee schedules, fundraising notices, volunteer materials, or other program documents that may apply to a specific relationship with Camelot Centre.
Camelot Centre is not a medical clinic. However, our online application process requests highly sensitive personal information, including disability-related, health-related, medication, allergy, mobility, behavioural, and support-needs information. We treat that information as sensitive and expect staff, board members, and service providers handling it to do the same.
2. The Information We Collect
Depending on how you interact with the website or Camelot Centre, we may collect the following categories of personal information:
Contact and identity information, such as a participant’s or caregiver’s name, phone number, email address, mailing address, date of birth, and preferred contact method.
Program application and enrolment information, such as present living arrangements, past day activities, eligibility information, attendance preferences, availability, scheduling requests, and other information relevant to reviewing an application or supporting participation.
Sensitive participant information, such as formal diagnoses, medical conditions, medications, allergies, food sensitivities, mobility information, communication methods, level of independence, self-care needs, literacy and life-skills information, behavioural challenges, environmental sensitivities, and other support-related details provided through applications, attachments, or communications.
Caregiver, representative, and emergency information, such as parent or primary caregiver details, authorized representative information, support contacts, and other third-party information you provide to help us communicate safely and appropriately.
Volunteer, employment, and governance-related information, such as volunteer inquiries, résumés, cover letters, background information, references, and correspondence relating to board, staff, or volunteer opportunities.
Donation and fundraising information, such as donor names, contact details, donation history, receipting information, and event participation details, including information processed through third-party fundraising platforms.
Technical information, such as IP address, browser type, device type, pages visited, referral URLs, cookies, security logs, and similar website usage information.
Communications and preferences, such as emails, messages, inquiries, feedback, survey responses, newsletter preferences, and records of your consent or instructions.
3. How We Collect Information
We collect personal information directly from you when you complete a form, submit an online application, email or call us, make an inquiry, ask for a tour, volunteer, apply for employment, participate in a fundraising activity, or donate.
We may also collect information from an authorized parent, caregiver, guardian, substitute decision-maker, support person, agency, school, service provider, donor platform, or referral source where you or the participant have authorized that sharing or where the law otherwise permits it.
Some information is collected automatically when you use the website, such as browser information, basic device information, and cookies or similar technologies that support site performance, security, and analytics.
4. Why We Collect, Use, and Disclose Information
Camelot Centre collects, uses, and discloses personal information only for purposes that are reasonable in the circumstances and connected to our charitable activities, program operations, website administration, or legal obligations. Those purposes may include:
responding to inquiries and scheduling tours, interviews, meetings, or follow-up calls;
reviewing applications for the day program, camps, and related services;
assessing eligibility, program fit, safety considerations, support needs, staffing requirements, and accommodation needs;
communicating with participants, caregivers, volunteers, donors, applicants, service providers, and community contacts;
delivering programs, supervising activities, planning supports, maintaining attendance and contact records, and carrying out related administrative functions;
processing fees, donations, tax receipts, fundraising communications, event registrations, and related financial records;
considering volunteer or employment applications and carrying out recruitment, screening, and onboarding activities;
meeting legal, tax, regulatory, insurance, governance, audit, safety, and recordkeeping obligations;
protecting the security of our website, systems, participants, staff, volunteers, donors, and community members; and
improving our website, communications, fundraising, and program administration.
We do not use sensitive participant information for unrelated marketing purposes.
5. Consent and Authority
Where required, we rely on consent to collect, use, or disclose personal information. Consent may be express or implied depending on the sensitivity of the information, the nature of the interaction, and the purpose involved. Because Camelot Centre’s online application collects highly sensitive information, we expect the person submitting the application to have legal authority or informed authorization to provide that information.
If you submit information on behalf of another person, you represent that you are authorized to do so and that the information you provide is accurate to the best of your knowledge.
You may withdraw consent for certain uses of personal information, subject to legal, contractual, safety, or operational limits. Withdrawing consent may affect our ability to process an application, communicate with you, provide services, or maintain the relationship in a safe and workable way.
6. Sharing Personal Information
Camelot Centre does not sell, rent, or trade personal information, including donor lists, participant information, volunteer records, or caregiver information.
We may share personal information on a need-to-know basis with:
Camelot Centre staff, board members, contractors, and volunteers who require the information to carry out their duties appropriately and lawfully;
service providers that help us operate our website, manage records, host systems, process donations, handle email communications, maintain technology, or provide professional services such as accounting, legal, insurance, security, or audit support;
fundraising and payment providers, including third-party donation platforms, payment processors, and banking partners;
government bodies, regulators, law enforcement, emergency responders, insurers, or professional advisers where required or permitted by law;
a caregiver, substitute decision-maker, support worker, agency, or other third party where you have directed or authorized the disclosure, or where disclosure is reasonably necessary for program operations, safety, or legal compliance; and
another organization or service provider in connection with a merger, restructuring, grant reporting obligation, audit, insurance claim, or transfer of administrative operations, subject to appropriate confidentiality protections.
The online application page states that information submitted through that process is confidential and for the use of Camelot Centre staff and the Board of Directors. This policy is intended to reflect that operational expectation while also acknowledging that limited disclosures to necessary service providers, advisers, or legal authorities may still be required.
7. Donations, Fundraising, and Third-Party Donation Platforms
Camelot Centre accepts support from donors and promotes donations through third-party platforms, including CanadaHelps. When you click a donation link or complete a donation through a third-party platform, that platform’s own privacy policy, terms, security practices, and payment rules will also apply.
Camelot Centre may receive donor and receipting information from third-party fundraising platforms so that we can acknowledge gifts, maintain donor records, issue or reconcile receipts where applicable, comply with tax and charity law requirements, and communicate with supporters in line with their preferences and applicable law.
Camelot Centre does not sell, barter, lease, or trade donor lists.
8. Cookies, Analytics, and Similar Technologies
Our website may use cookies, server logs, and similar technologies to operate the site, remember preferences, improve functionality, monitor performance, prevent misuse, and understand how visitors use the site.
If analytics or third-party website tools are enabled, those tools may collect technical and usage information such as IP address, browser type, pages viewed, date and time of visits, and approximate location based on IP.
You can usually control cookies through your browser settings. Disabling some cookies may affect how the website functions.
9. Third-Party Links, Embedded Tools, and External Services
Our website may contain links to or integrations with third-party websites and services, including donation platforms, maps, social media pages, video platforms, event tools, and email providers. Once you leave our website or interact with a third-party service, that provider’s own terms and privacy practices apply.
Camelot Centre is not responsible for the privacy, security, or content practices of third-party services that we do not control. We encourage you to review the privacy policies and terms of those providers before submitting personal information.
10. Safeguards
Camelot Centre uses administrative, physical, and technical safeguards that are appropriate to the sensitivity of the information in our custody or control. Depending on the context, those safeguards may include access controls, password protection, role-based permissions, secure storage, confidential handling expectations, locked files, staff and board confidentiality practices, document retention controls, and vendor oversight.
No website, email system, or electronic storage method can be guaranteed to be completely secure. For that reason, you should not submit information that is unnecessary for your request, and you should contact us directly if you are unsure whether a particular form of communication is appropriate.
11. Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this policy and to meet legal, regulatory, tax, insurance, audit, funding, safety, and operational requirements.
Because Camelot Centre is a registered charity, some records must be retained for specific periods under Canadian charity and tax rules. For example, copies of official donation receipts must generally be kept for at least two years from the end of the calendar year in which the donations were received, while certain books and records such as financial statements, source documents, and T3010-related records generally must be kept for six years or longer. Certain core corporate and charity records, such as governing documents and meeting minutes, may need to be kept indefinitely.
When personal information is no longer required, we will securely delete, destroy, anonymize, or de-identify it, where appropriate and reasonably possible.
12. Access, Correction, and Questions
Subject to applicable law and appropriate identity verification, you may request access to personal information we hold about you, ask us to correct information that you believe is inaccurate or incomplete, or ask questions about how your personal information has been handled.
We may need to limit access where the law permits, including where disclosure would reveal another person’s personal information, confidential evaluative material, legally privileged information, or information that cannot reasonably be separated from another record.
Requests should be made in writing so that we can understand and document them properly.
13. Cross-Border or External Processing
Camelot Centre is based in Ontario. Some service providers we use now or in the future may process or store information outside Ontario or outside Canada. If that occurs, the information may be subject to the laws of the jurisdiction where it is processed or stored, and may be accessible to courts, law enforcement, or regulators in that jurisdiction.
Camelot Centre expects service providers to protect personal information by contract or equivalent safeguards that are appropriate to the sensitivity of the information and the services being provided.
14. Children and Youth
Camelot Centre’s public website and programming are directed primarily toward adults. The online application and program materials are generally intended for adults with developmental disabilities and for their caregivers, representatives, or support networks. We do not knowingly solicit information from children through the public website except where it is submitted by an authorized adult in connection with a program inquiry or other lawful purpose.
15. Changes to This Policy
We may update this Website Privacy Policy from time to time to reflect operational, legal, regulatory, or website changes. When we do, we will post the updated version on our website and update the effective date above. Material changes may also be highlighted in another appropriate way if required or if we believe doing so would be helpful.
16. Contacting Camelot Centre About Privacy
Privacy questions, requests, corrections, complaints, or consent updates may be directed to:
Camelot Centre
Attn: Privacy Officer
370 Shoreacres Road
Burlington, ON L7L 2H5
Phone: (905) 633-7700
Email: camelotcentre@gmail.com