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Online Privacy Policy

PURPOSE

Summit Housing & Outreach Programs (“Summit”) is committed to protecting the privacy, confidentiality, and security of personal information collected through its website, social media platforms, and other online services. This policy describes how Summit collects, uses, discloses, protects, retains, and disposes of information obtained through its online properties.

This policy is intended to inform users about:

  • The types of information that may be collected when accessing Summit’s online properties;

  • How information is collected, used, retained, protected, and disclosed;

  • The role of cookies and other technologies that may support website functionality;

  • The circumstances under which information may be shared;

  • Individual privacy rights and options;

  • How to contact Summit regarding privacy-related questions, requests, or concerns.

This policy applies to Summit’s website, online forms, electronic communications, and social media platforms, including Facebook, Instagram, LinkedIn, and any future digital platforms operated by Summit.

ACCOUNTABILITY

Summit has designated a Privacy Officer who is responsible for overseeing compliance with privacy legislation, organizational privacy practices, privacy risk management, staff education, and the protection of personal information collected or maintained by the organization.

All employees, students, volunteers, contractors, and service providers who have access to personal information are expected to protect the confidentiality of that information and use it only as required to fulfill their responsibilities.

DEFINITIONS

Online Privacy Policy August 2026

Personal Information Information about an identifiable individual, including but not limited to name, address, telephone number, email address, demographic information, or any other information that can reasonably identify a person.

Cookie A small data file placed on a user’s device by a website to support website functionality, improve user experience, or gather website usage information.

Privacy Officer The individual designated by Summit to administer and oversee privacy compliance and privacy-related inquiries.

CONSENT

By accessing and using Summit’s online properties, users acknowledge that they have reviewed this policy.

Where personal information is voluntarily submitted through email, online forms, newsletter subscriptions, donation platforms, applications, surveys, or other communications, users provide consent for Summit to collect, use, and disclose that information for the purpose for which it was provided, unless otherwise required by law.

Users may withdraw consent where permitted by law, subject to legal, operational, or contractual limitations.

INFORMATION WE MAY COLLECT

Depending on the services and website features in use, Summit may collect the following information.

Information Collected Automatically When users visit Summit’s website, certain technical information may be collected automatically, including:

  • IP address;

  • Browser type and version;

  • Device type;

  • Operating system;

  • Date and time of access;

  • Pages visited;

  • Referring website or search engine;

  • General geographic location derived from IP address;

  • Website usage statistics.

This information is used to support website operation, improve user experience, monitor security, and evaluate website performance.

Information Voluntarily Provided Users may choose to provide personal information through:

  • Contact forms;

  • Complaint forms;

  • Newsletter subscriptions;

  • Donation activities;

  • Volunteer inquiries;

  • Employment applications;

  • Service inquiries;

  • Email communications.

Information collected may include:

  • Name;

  • Email address;

  • Telephone number;

  • Mailing address;

  • Employment or volunteer-related information;

  • Information included within inquiries, applications, or communications.

USE OF INFORMATION

Summit may use personal information to:

  • Respond to inquiries and requests;

  • Provide programs, services, and information;

  • Process applications and submissions;

  • Distribute newsletters and organizational updates;

  • Administer donations and fundraising activities;

  • Improve website functionality and user experience;

  • Meet legal, regulatory, contractual, and accreditation requirements;

  • Protect the security and integrity of organizational systems.

Summit will limit collection, use, and disclosure of personal information to what is reasonably necessary for identified purposes.

COOKIES AND WEBSITE TECHNOLOGY

Summit’s website may use cookies and similar technologies to support website functionality, enhance user experience, monitor website performance, and improve services.

Where required, users will be informed of cookie usage and offered available consent options.

Users may adjust browser settings to decline cookies; however, some website features may not function properly if cookies are disabled.

DISCLOSURE OF INFORMATION

Summit does not sell, rent, or trade personal information.

Personal information may be shared only:

  • With authorized staff members who require the information to perform their duties;

  • With service providers acting on Summit’s behalf and subject to appropriate confidentiality and privacy obligations;

  • Where required by law;

  • For legal proceedings or investigations;

  • To protect the rights, safety, property, or security of Summit, its clients, staff, or the public.

Any disclosure will be limited to the information necessary to fulfill the intended purpose.

PROTECTION OF PERSONAL INFORMATION

Summit uses administrative, technical, and physical safeguards appropriate to the sensitivity of the information collected.

Safeguards may include:

  • Role-based access controls;

  • Confidentiality agreements and obligations;

  • Staff privacy training;

  • Secure electronic systems;

  • Encryption technologies where appropriate;

  • Password-protected systems;

  • Secure record storage;

  • Ongoing monitoring and security updates.

While Summit takes reasonable steps to protect information, no method of electronic transmission or storage can be guaranteed as completely secure.

RETENTION AND DESTRUCTION

Personal information will be retained only for as long as necessary to fulfill the purposes for which it was collected and to meet legal, regulatory, operational, or accreditation requirements.

When personal information is no longer required, it will be securely destroyed, deleted, anonymized, or otherwise disposed of in accordance with Summit’s records retention and destruction practices.

ACCESS AND CORRECTION

Individuals may request access to personal information that Summit maintains about them and may request correction of inaccurate or incomplete information, subject to applicable legal requirements.

Requests should be submitted to Summit’s Privacy Officer.

PRIVACY BREACHES

Any suspected loss, unauthorized access, disclosure, alteration, or misuse of personal information will be investigated promptly and managed in accordance with Summit’s privacy breach management procedures and applicable legal requirements.

Where required, affected individuals and appropriate authorities will be notified.

THIRD-PARTY WEBSITES

Summit’s website may contain links to external websites, social media platforms, donation portals, employment sites, or community resources.

Summit is not responsible for the privacy practices, content, or security of external websites. Users are encouraged to review the privacy policies of any third-party websites before providing personal information.

PRIVACY CONCERNS, COMPLAINTS, OR QUESTIONS

Individuals who have questions, concerns, requests for access to information, or privacy complaints may contact:

Privacy Officer
Summit Housing & Outreach Programs
2305 Wyecroft Road, Suite 200
Oakville, Ontario L6L 6R2
Phone: 905-847-3206
Email: info@summit-housing.ca

Summit will review and respond to privacy-related inquiries and complaints in a timely manner.

POLICY REVIEW

This policy shall be reviewed at least every three years, or sooner if required due to legislative, operational, technological, or accreditation-related changes.