KLHIISA
PRIVACY POLICY
Kawartha Lakes & Haliburton Integrated Immigrant Services Association (KLHIISA)
Effective Date: September 6, 2026
Last Updated: September 6, 2026
1. Our Commitment to Privacy
Kawartha Lakes & Haliburton Integrated Immigrant Services Association (“KLHIISA,” “we,” “our,” or “us”) is a non-profit organization located in Ontario, Canada. We are committed to respecting and protecting the privacy and confidentiality of individuals who interact with our organization, including clients, program participants, volunteers, donors, community members, partners, and website visitors.
This Privacy Policy explains how KLHIISA collects, uses, stores, protects, and, where applicable, discloses personal information through our website, programs, services, events, communications, and other organizational activities.
KLHIISA is committed to handling personal information responsibly, transparently, and respectfully.
2. Privacy Legislation
KLHIISA is a non-profit organization and many of its activities are conducted for non-commercial, charitable, community, settlement, educational, and social-support purposes.
Depending on the nature of the information collected and the activity involved, different privacy laws or legal requirements may apply. Federal privacy guidance indicates that the Personal Information Protection and Electronic Documents Act (PIPEDA) generally applies to organizations when they collect, use, or disclose personal information in the course of commercial activities and does not generally apply to non-profit organizations that are not engaged in commercial activities.
This Privacy Policy is therefore intended to establish KLHIISA's privacy practices for its activities regardless of whether a particular activity is subject to PIPEDA or another privacy statute.
Where specific legislation applies to KLHIISA's activities or information, KLHIISA will comply with the applicable legal requirements.
3. What Is Personal Information?
For the purposes of this Privacy Policy, personal information generally means information about an identifiable individual.
Depending on the circumstances, this may include:
Name
Address
Email address
Telephone number
Date of birth or age
Information provided when requesting services
Program registration information
Employment or education information
Immigration or settlement-related information
Information about housing or family circumstances
Information relating to participation in programs or workshops
Photographs, video, or audio recordings
Correspondence and communications with KLHIISA
Information provided through our website or online forms
Other information that could reasonably identify an individual
KLHIISA recognizes that some information shared by individuals may be highly sensitive. Such information will be treated with additional care.
4. Information We Collect
KLHIISA may collect personal information when you:
Contact us through our website
Request information or services
Register for a program, workshop, or event
Participate in KLHIISA programs or activities
Volunteer with KLHIISA
Communicate with our staff or representatives
Subscribe to newsletters or communications
Complete surveys, evaluations, or feedback forms
Participate in community consultations
Apply for a position or volunteer opportunity
Provide information as part of a referral or partnership
We aim to collect only information that is reasonably necessary for the purpose for which it is collected.
5. How We Use Personal Information
KLHIISA may use personal information to:
Respond to inquiries
Provide or coordinate services
Make appropriate referrals
Register individuals for programs and events
Communicate with participants and community members
Deliver workshops and educational activities
Evaluate and improve our programs
Conduct program administration and reporting
Meet funding and grant requirements
Maintain appropriate organizational records
Communicate information about KLHIISA programs and activities
Administer volunteers and community initiatives
Protect the safety and security of individuals and the organization
Comply with applicable legal requirements
We will not knowingly use personal information for an unrelated purpose without appropriate consent or another lawful basis for doing so.
6. Consent
Where appropriate, KLHIISA will obtain consent before collecting, using, or disclosing personal information.
Consent may be provided verbally, in writing, electronically, or in another appropriate manner depending on the circumstances.
An individual may withdraw consent where permitted and subject to any legal, contractual, funding, or operational requirements that may require KLHIISA to retain or use certain information.
Withdrawal of consent may affect KLHIISA's ability to provide certain services.
7. Sensitive Information
KLHIISA recognizes that newcomers and community members may seek assistance involving highly personal circumstances.
This may include information relating to:
Immigration status or circumstances
Experiences of discrimination
Gender-based violence or domestic abuse
Housing insecurity
Employment circumstances
Family matters
Financial hardship
Legal or justice-related concerns
Other personal or vulnerable circumstances
KLHIISA will take reasonable steps to protect sensitive information and will limit its collection, use, and disclosure to what is reasonably necessary for the relevant service, program, administrative purpose, or legal requirement.
Individuals should avoid submitting highly sensitive information through public website comments or unsecured online communications unless specifically requested.
8. Website Forms
KLHIISA's website may include contact, registration, application, feedback, or other online forms.
Information submitted through these forms may be used to respond to inquiries, provide services, process registrations, make referrals, communicate with individuals, and administer KLHIISA programs.
Please provide only the information necessary for your request.
9. Website Cookies and Analytics
The KLHIISA website may use cookies, analytics tools, and similar technologies to maintain website functionality, understand website usage, improve services, and monitor website performance.
These technologies may collect information such as:
IP address
Browser and device information
Pages visited
Date and time of visits
Referring website
General website usage information
Third-party website services may have their own privacy policies and practices.
10. Third-Party Service Providers
KLHIISA may use third-party providers for services such as:
Website hosting
Online forms
Email communications
Event registration
Cloud storage
Information technology
Website analytics
Payment or donation processing
Video conferencing
Other organizational services
Where third-party providers process personal information on behalf of KLHIISA, we will take reasonable steps to ensure that information is handled appropriately and only for authorized purposes.
11. Referrals and Information Sharing
KLHIISA may refer individuals to other organizations, agencies, community services, legal resources, government programs, or other service providers.
Where sharing personal information is necessary for a referral, KLHIISA will seek appropriate consent where required, unless disclosure is otherwise permitted or required by law.
KLHIISA does not sell or rent personal information.
12. Photographs, Videos, and Testimonials
KLHIISA may take photographs or record video or audio at events, workshops, programs, and community activities.
Where identifiable images, recordings, quotations, or testimonials are intended for public promotional or communications purposes, KLHIISA will seek appropriate consent where required.
Individuals may contact KLHIISA with questions or concerns about the use of their image, recording, quotation, or testimonial.
13. Children and Youth
KLHIISA may provide programs or activities involving children and youth.
We take reasonable steps to protect the privacy of young participants and, where appropriate, obtain consent from a parent, guardian, or the participant as required by the circumstances and applicable requirements.
14. Protecting Personal Information
KLHIISA takes reasonable administrative, technical, and physical measures to protect personal information from unauthorized access, use, disclosure, alteration, loss, or destruction.
These measures may include:
Limiting access to authorized individuals
Password and access controls
Secure electronic storage
Physical security measures
Confidentiality practices
Secure disposal of information
Privacy awareness and training
Although KLHIISA takes reasonable precautions, no electronic transmission or storage system can be guaranteed to be completely secure.
15. Retention and Disposal
KLHIISA retains personal information only for as long as reasonably necessary for the purposes for which it was collected, organizational requirements, program administration, funding requirements, legal obligations, or other legitimate purposes.
When personal information is no longer required, KLHIISA will take reasonable steps to securely destroy, delete, or anonymize it.
16. Privacy Incidents
If KLHIISA becomes aware of an unauthorized access, loss, disclosure, or other privacy incident involving personal information, we will take reasonable steps to investigate, contain, and address the incident.
Where notification is required by applicable law or is otherwise appropriate, KLHIISA will notify affected individuals and/or the appropriate authorities.
17. Access and Correction
Individuals may contact KLHIISA to request access to personal information that KLHIISA holds about them or to request correction of inaccurate or incomplete information.
Requests should be made in writing and should provide enough information for KLHIISA to identify the relevant records.
KLHIISA may need to verify the identity of the individual making the request.
18. Privacy Questions or Complaints
If you have a question, concern, or complaint about KLHIISA's handling of personal information, please contact us.
Privacy Contact
Kawartha Lakes & Haliburton Integrated Immigrant Services Association (KLHIISA)
Email: info@klhiisa.org
Phone: 705-212-2345
Website: www.klhiisa.org
KLHIISA will review privacy concerns and respond within a reasonable period.
Depending on the nature of the issue and the legislation that applies, an individual may also have the right to contact the appropriate privacy oversight authority.
19. External Websites
The KLHIISA website may contain links to external websites operated by governments, community organizations, service providers, partners, or other third parties.
KLHIISA is not responsible for the privacy practices or security of external websites.
Users should review the privacy policies of external websites before providing personal information.
20. Changes to This Privacy Policy
KLHIISA may update this Privacy Policy periodically to reflect changes to our programs, website, technology, organizational practices, or applicable legal requirements.
The most recent version will be posted on the KLHIISA website with the applicable effective and update dates.
21. Contact KLHIISA
Kawartha Lakes & Haliburton Integrated Immigrant Services Association (KLHIISA)
Email: info@klhiisa.org
Phone: 705-212-2345
Website: www.klhiisa.org
Our Privacy Commitment
KLHIISA is committed to treating personal information with dignity, respect, confidentiality, and care.
We recognize that people may come to KLHIISA while navigating settlement, immigration, employment, language services, housing, family, safety, justice, or other significant life circumstances. Protecting privacy is an important part of creating a safe, welcoming, and trustworthy organization.