1. GENERAL
The J. Harper Kent Charitable Foundation Inc. (“Foundation”) is a charitable foundation that awards bursaries and scholarships to students from the Bathurst region. As part of that undertaking, the Foundation processes applications annually from students for these bursaries and scholarships.
The Foundation understands the importance of protecting the privacy of the personal information of individuals and the importance of security of confidential information of all types. We have created this Privacy Policy (the “Policy”) to inform you about our privacy practices, including how we collect, use and disclose your personal information.
Please note that the Foundation reserves the right to update or change this Policy at any time. We will notify you of any changes by posting an updated Policy on our website. The most current version of this Policy will govern the Foundation’s use of your personal information. It is your responsibility to check for updates. By continuing to access the Foundation website after changes are made to this Policy, you agree to be bound by the revised terms.
2. CONSENT FOR PERSONAL INFORMATION
By creating an account or profile on our website (the “Profile”) and/or by completing and submitting the application form (each such form submitted by you, an “Application”) either by mail or through the Foundation’s website, you authorize us to collect your personal information directly from you and from others (such as references, educational institutions, etc.), as necessary for us to review scholarship and bursary applications, to administer and monitor awards, and other ancillary purposes outlined in this Policy (collectively, the “Permitted Purposes”). You also agree that we will disclose to the post-secondary institution that you name on the Application (the “Post-Secondary Institution”) the personal information you provide to us and other personal information we collect in connection with your Application.
3. INFORMATION WE COLLECT
The Foundation collects and processes personal information in accordance with this Policy. We will not sell, share, or rent this information to others, except as accounted for in this Policy.
Personal information submitted to the Foundation, including through the Foundation’s website, mobile applications, or a prescribed form, is kept confidential unless disclosed in accordance with this Policy or any legal requirements.
During the course of our various activities, we may gather and use personal information through our website, mobile site, and applications. This information may be obtained directly from you or collected from third parties to which you have provided consent to disclose this information with us. Our Policy regarding how personal information entrusted to us is collected, used, disclosed, or retained reflects the principles set forth in Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”). The term “personal information” shall be as defined in PIPEDA, as amended from time to time.
There are different ways in which we collect your information:
- Cookies and Tracking. Through cookies and tracking, we can track information, including but not limited to (a) how many users visit each part of our site; (b) what features are used; (c) how many of our users are using a certain screen resolution; and (d) what kind of browser they are using.
- Profile Information. When you register for an account and create a Profile, you will be asked to provide certain information, including but not limited to your name, email address, username, password, address, Social Insurance Number, phone number etc.
- Application Information. Each time you complete an Application, your Profile information will be automatically imported into the Application. You will also be asked to provide certain additional information, including but not limited to your name, university student ID number, educational history, employment history, scholarship grants outside of the Foundation, household financial information, etc.
4. HOW WE USE YOUR INFORMATION
All personal information collected by the Foundation is used for the Permitted Purposes only. Consistent with these purposes, applicants should also expect that information collected by the Foundation may come to be used and disclosed to perform the following functions:
- contact you about your Application;
- respond to your inquiries and requests;
- process and evaluate your Application, and make decisions about scholarship and bursary awards; and;
- protect our systems and the integrity of our auditing process.
For the purposes of Application evaluation and award administration, the selection committee is provided with access to your Profile (other than your username and password) and multi-year summaries of your submitted Applications and history of awards.
Personal information gathered by the Foundation is kept in confidence. Selection committee members and their agents are authorized to access personal information only as required to undertake the Permitted Purposes. Reasonable safeguards are in place to ensure that the personal information is not disclosed or shared more widely than is reasonably necessary to achieve the Permitted Purposes for which it was obtained.
We keep the personal information you provide to the Foundation for the following time periods:
- Applications may be retained for so long as you maintain a Profile;
- your Profile will be maintained until the earlier of (i) receipt by the Foundation of written notice from you requesting that the Foundation de-active your Profile; and (ii) the day following the seven (7) year period after the submission of your most recent Application.
After the expiry of the relevant period, the personal information association with your Application or your Profile, as applicable, is securely destroyed or deleted.
5. DISCLOSING YOUR INFORMATION
Personal information provided by you to the Foundation will not be sold, shared, or rented to outside organizations unless in accordance with this Policy. We may disclose your information in the following ways:
- we list on our website the names of current recipients of the general annual scholarship, and maintain a rolling list of all Dr. J Harper Kent Scholar Bursary award winners, along with biographies and photos of those bursary award winners;
- we disclose the personal information to your Post-Secondary Institution; and
- we may transfer your personal information, as required for the Permitted Purposes, to third parties who provide services on our behalf, such as hosting, data storage and processing service providers, and auditors who analyze our systems to ensure that your personal information is protected.
Additionally, we may use and disclose your information when we believe such use or disclosure is permitted, necessary or appropriate:
- under applicable law;
- to comply with the legal process or other legal obligations, including our obligations under contracts;
- to respond to requests from governmental authorities;
- to protect our operations or those of the Post-Secondary Institutions or other third parties;
- to protect our rights, privacy, safety, and property, and those of our affiliates, you, and others; and
- to allow us to pursue available remedies or limit the damages that we may sustain.
6. YOUR RIGHTS AND ACCESS
You can review the personal information you have submitted by logging in to your Profile through our Student Portal. If you would like to request changes, or ask for personal information deletion, please contact us at scholarship@jharperkent.ca.
7. WHAT ARE COOKIES AND HOW DO WE USE THEM?
The Foundation’s website uses cookies to collect and store certain information in accordance with this Policy. A ‘cookie’ is a small text file sent from a website and stored on the user’s computer by the user’s web browser. Upon visiting a site that uses cookies, a cookie is downloaded onto your computer or mobile device. The next time you visit that site, your device will remember useful information such as preferences, visited pages, or logging in options.
Cookies are widely used to add functionality to websites, or to ensure they work more efficiently for users. When registering for and using our website, our website will send cookies to your computer. The information stored in our cookies is used to provide you with customized information. If you have used a part of our website or a function of our website, we can keep track of that and use it to help change website content or certain aspects of the website framework.
Most web browsers allow some control to restrict or block cookies through the browser settings; however, if you disable cookies you may find this affects your ability to use certain parts of our website. For more information about cookies please visit https://www.aboutcookies.org.
8. SECURITY
The Foundation employs reasonable industry safeguards that are intended to protect our systems against unauthorized use and access to personal information. Notwithstanding these measures, no collection, storage, or transmission of information over the Internet on websites or otherwise can be guaranteed to be 100% secure, and therefore we cannot and do not ensure, warrant or guarantee the security of any such personal information. All access to our website, and the provision of personal information through your Profile or an Application, is done at your own risk.
In no event will the Foundation, its directors, officers, agents or employees, be responsible for losses or damages or expenses of any kind whatsoever relating to or arising in any manner under or in connection with a person’s use of Foundation’s website, creation of a Profile, submission of an Application and/or the provision of personal information to the Foundation. Without limiting the generality of the foregoing, in no event will the Foundation be liable for damages for loss of data or information or other pecuniary loss, special damages or any other damages relating to or arising from a person’s use of Foundation’s website, creation of a Profile, submission of an Application and/or the provision of personal information to the Foundation.
Mail, voice communications, faxes, and data transmissions over the Internet are all susceptible to possible loss, misrouting, interception, and misuse of the information being communicated or transmitted. You can prevent unauthorized access to your account and personal information by selecting and securing your access password properly and limiting access to your computer, device, and browser. You should always log out after accessing your account.
Our servers, on which your personal information resides, are located in Canada and follow industry standards pertaining to security. We may use third party services and providers that may keep your information stored in accordance with their policies.
9. BREACH
The Foundation acts in compliance with all applicable privacy laws. The Foundation shall comply with, and provide users with, reasonable assistance in complying with applicable laws with respect to any unauthorized use, access, or disclosure of personal information.
10. ACCESS, QUESTIONS, AND CONCERNS
You can contact us below if you have a question or a complaint about our privacy policy or privacy and how it relates to our websites in general.
J. Harper Kent Charitable Foundation Inc.
PO Box 1177
Bathurst, New Brunswick
Canada
E2A 4H9
scholarship@jharperkent.ca