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Privacy Policy

CircleUp Foundation (“CircleUp”, “we”, “our”, or “us”) is committed to protecting your privacy and ensuring the confidentiality of your personal information. This policy explains how we collect, use, store, and protect the information you share with us through our website, online forms, and communications.

 

1. Scope
This Privacy Policy applies to information collected through:

  • Our website (www.circleupfoundation.com)

  • Online forms, such as Request for Services, Volunteer Applications, or Newsletter Sign-Up

  • Email or phone communication with our team

It does not apply to information collected by CircleUp clinicians during therapy, assessment, or clinical services, which are governed separately under Ontario’s Personal Health Information Protection Act (PHIPA).

 

2. Information We Collect
We may collect the following types of information when you use our website or submit forms:

a. Personal Information You Provide Voluntarily
Examples include:

  • Name, email address, and phone number

  • Demographic or professional details (e.g., if applying to volunteer or join the Clinical Collective)

  • Information you share in contact forms or intake questionnaires

  • Donation information (handled through a secure third-party payment processor)

b. Non-Identifying or Technical Information
Automatically collected data may include:

  • IP address, browser type, and device information

  • Pages visited and time spent on the site

  • Cookies or analytics data used to improve website performance

This data is used only in aggregate and does not personally identify you.

 

3. How We Use Your Information
We collect and use information to:

  • Respond to your inquiries, applications, or requests for services

  • Process donations and issue tax receipts

  • Manage newsletter subscriptions and email updates

  • Administer volunteer, clinician, and donor records

  • Improve our website, services, and community programs

  • Comply with legal, regulatory, and charitable reporting requirements

We do not sell, rent, or trade your information to third parties.

 

4. Personal Health Information
If you participate in therapy, assessment, or clinical programs through CircleUp’s Clinical Collective, your health information is handled only by the clinician providing your care. That clinician is the custodian of your health records and is responsible for maintaining, storing, and protecting that information in compliance with PHIPA and their professional college standards.

CircleUp Foundation does not access or store personal health records. With your written consent, your clinician may share limited administrative information (e.g., number of sessions completed or general progress indicators) with CircleUp solely for funding or program coordination. No clinical notes or sensitive details are shared.

 

5. Donations and Payment Security
All online donations are processed securely through third-party payment providers that comply with PCI-DSS (Payment Card Industry Data Security Standards). CircleUp Foundation does not store or have access to your full credit card details.

6. Cookies and Analytics
We use cookies and similar technologies to improve website functionality and analyze traffic patterns. You may choose to disable cookies through your browser, but this may affect how the site functions. We may use services like Google Analytics or Wix Analytics, which collect anonymous traffic data.

7. Storage and Retention
Personal information is stored securely on encrypted servers located in Canada (or with trusted service providers that meet equivalent Canadian privacy standards). We retain information only as long as necessary to fulfill the purposes for which it was collected or as required by law.

Newsletter subscribers may unsubscribe at any time by clicking the “unsubscribe” link in any CircleUp email.

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8. Access and Control of Your Information
You have the right to:

  • Access the personal information we hold about you

  • Request corrections or updates to inaccurate information

  • Withdraw consent for future contact

  • Request deletion of your personal data, where applicable

Requests can be made by contacting us at: circleuporg@gmail.com

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9. Confidentiality and Security Measures
We use administrative, technical, and physical safeguards to protect your information against unauthorized access, loss, or misuse. Access to personal data is restricted to authorized staff, volunteers, or contractors who require it to perform their duties and who are bound by confidentiality agreements.

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10. Links to External Sites
Our website may include links to external organizations or partners. CircleUp Foundation is not responsible for the privacy practices or content of those third-party websites.

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11. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The revised version will be posted on our website with the “Last Updated” date at the top.

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12. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact:

CircleUp Foundation
circleuporg@gmail.com

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