Privacy Policy

1. Our Commitment to Privacy

iCON recognizes that privacy is an important part of building trust with youth, families, volunteers, donors, employees, community partners, and the public.

We seek to collect, use, retain, disclose, and protect personal information responsibly and only for legitimate organizational purposes.

Our privacy practices are intended to reflect applicable Canadian and British Columbia privacy requirements, including the Personal Information Protection Act (PIPA) and, where applicable, federal privacy legislation.

B.C.'s privacy regulator specifically identifies not-for-profit organizations among the organizations covered by PIPA and emphasizes appropriate collection, use, disclosure, access, correction, and protection of personal information.

2. What Is Personal Information?

For purposes of this policy, personal information generally means information about an identifiable individual.

Depending on the circumstances, this may include:

• Name

• Mailing address

• Email address

• Telephone number

• Date of birth

• Emergency contact information

• Volunteer information

• Employment information

• Donation information

• Program participation information

• Communication preferences

• Photographs or video recordings

• Information provided through forms or applications

• Correspondence with iCON

• Information submitted through our website

We recognize that information relating to youth and vulnerable individuals may require additional care and safeguards.

3. Information We May Collect

We collect only information reasonably necessary for legitimate organizational purposes.

Depending on your relationship with iCON, information may be collected when you:

• Contact us

• Register for a program

• Volunteer

• Apply for employment

• Make a donation

• Subscribe to communications

• Participate in an event

• Request information

• Become a community partner

• Participate in a survey

• Submit a form

• Communicate with our staff or volunteers

• Visit or interact with our website

We may also collect limited technical information when you visit our website, such as browser type, device information, approximate geographic information, pages visited, and technical information necessary to maintain website security and functionality.

4. How We Use Personal Information

Personal information may be used for purposes such as:

• Delivering programs and services

• Communicating with participants and families

• Managing volunteers

• Processing donations

• Issuing donation acknowledgements or receipts where applicable

• Managing events

• Responding to inquiries

• Managing employment and organizational administration

• Communicating with donors and supporters

• Developing community partnerships

• Improving programs and services

• Maintaining organizational records

• Protecting the safety and security of our organization

• Meeting legal, regulatory, accounting, or governance requirements

We will seek to limit collection, use, disclosure, and retention to what is reasonably appropriate for the identified purpose. This reflects the privacy principles recognized in Canadian privacy guidance.

5. Consent

Where required, iCON will seek meaningful consent before collecting, using, or disclosing personal information.

Depending on the circumstances, consent may be:

• Written

• Electronic

• Verbal

• Implied where legally appropriate

We will explain the purpose for which information is being collected when reasonably practical.

Individuals may withdraw consent where applicable, subject to legal, contractual, safety, operational, or record-retention requirements.

6. Youth and Children's Privacy

Because iCON's mission includes youth outreach, we recognize the particular importance of protecting information relating to children and young people.

We will take reasonable steps to ensure that:

• Youth information is collected only for legitimate purposes.

• Access to youth information is restricted to authorized individuals.

• Sensitive information is handled appropriately.

• Photographs and recordings are obtained and used responsibly.

• Parental or guardian consent is obtained where appropriate or required.

• Program information is not publicly disclosed in a manner that unnecessarily identifies individual youth.

• Staff and volunteers understand their confidentiality responsibilities.

Where a program involves minors, iCON may establish additional program-specific consent, safeguarding, photography, media, and information-management procedures.

7. Photographs, Video & Media

iCON may photograph or record events, programs, activities, or community initiatives for purposes including:

• Program documentation

• Public awareness

• Fundraising

• Newsletters

• Social media

• Website content

• Annual reports

• Promotional materials

Where appropriate, iCON will obtain consent before using identifiable photographs or recordings, particularly where children or youth are involved.

Individuals who do not wish to participate in identifiable photography or video should communicate their preference to the event organizer or iCON representative.

For youth programs, additional consent procedures may apply.

8. Donations & Financial Information

When individuals make donations or financial contributions, iCON may collect information necessary to:

• Process the contribution

• Confirm the transaction

• Communicate with the donor

• Maintain appropriate financial records

• Issue documentation where applicable

• Comply with legal and accounting requirements

iCON will generally rely on trusted payment processors for processing payment-card information rather than storing complete payment-card details on our own website systems.

iCON does not ask individuals to send credit-card numbers, banking passwords, Social Insurance Numbers, or other highly sensitive financial credentials by ordinary email.

9. Email Communications

If you provide your email address, we may use it to:

• Respond to your inquiry

• Provide requested information

• Send organizational updates

• Provide newsletters

• Communicate about programs or events

• Communicate with volunteers

• Communicate with donors or supporters

Where applicable, electronic marketing communications will include appropriate unsubscribe or preference-management mechanisms.

You may contact us at any time to request that we change your communication preferences.

10. Website Cookies & Analytics

Our website may use cookies and similar technologies to:

• Operate essential website functions

• Remember preferences

• Understand website traffic

• Improve website performance

• Maintain security

• Understand how visitors use our website

Third-party services used by the website may independently use cookies or similar technologies.

Where applicable, visitors may be able to control certain cookies through their browser settings or available website consent tools.

Important: We should customize this section once we have confirmed exactly which Squarespace analytics, Google Analytics, Meta Pixel, donation tools, forms, and other third-party services are actually installed. We should not claim that iCON uses a particular tracking technology until we've verified it.

11. Third-Party Service Providers

iCON may use trusted third-party providers to support organizational activities, including:

• Website hosting

• Email

• Cloud storage

• Payment processing

• Donation processing

• Event registration

• Communications

• Analytics

• Accounting

• Customer relationship management

• Artificial intelligence

• Cybersecurity

Where personal information is handled by a service provider on iCON's behalf, we seek to use reasonable contractual, technical, and administrative safeguards appropriate to the nature of the information.

B.C.'s privacy guidance recognizes that organizations remain responsible for information under their control and should have appropriate privacy-management practices.

12. International Data Processing

Some technology and service providers used by iCON may store or process information on servers located outside Canada.

Where this occurs, information may be subject to the laws of the jurisdiction in which it is stored or processed.

iCON will take reasonable steps to select reputable service providers and establish appropriate safeguards for personal information.

We will update this section as our technology environment develops.

13. Artificial Intelligence

iCON is developing a formal Digital Transformation & Artificial Intelligence Governance Framework.

AI may be used to assist with legitimate organizational activities such as:

• Administrative work

• Research

• Grant development

• Communications

• Program development

• Educational materials

• Strategic planning

• Document preparation

• Marketing

• Financial-literacy education

• Organizational analysis

AI will not replace human responsibility, judgment, mentoring, safeguarding, or leadership.

iCON will establish restrictions governing the submission of personal, confidential, youth, financial, employment, or otherwise sensitive information into AI systems.

AI-generated information will be subject to appropriate human review before being relied upon for significant organizational purposes.

This approach is consistent with the broader privacy principle that organizations should assess privacy implications when introducing new technologies. The Office of the Privacy Commissioner of Canada specifically recommends privacy impact assessment and threat analysis for new initiatives and technologies.

14. Information Security

iCON takes reasonable measures to protect personal information against:

• Unauthorized access

• Collection

• Use

• Disclosure

• Loss

• Theft

• Modification

• Destruction

Security measures may include:

• Password protection

• Multi-factor authentication

• Access controls

• Secure cloud services

• Device security

• Software updates

• Staff and volunteer training

• Limited access to sensitive information

• Secure disposal of information

Access to confidential information will be limited according to organizational responsibilities.

15. Privacy Breaches

A privacy breach may occur when personal information is:

• Lost

• Stolen

• Accessed without authorization

• Disclosed improperly

• Sent to the wrong person

• Accidentally made publicly accessible

• Compromised through a security incident

If iCON becomes aware of a suspected privacy breach, we will assess the incident and take reasonable steps to:

1. Contain the breach.

2. Protect affected information.

3. Determine what information was involved.

4. Assess potential harm.

5. Document the incident.

6. Take corrective measures.

7. Notify affected individuals or regulators where required.

8. Prevent recurrence.

B.C.'s privacy regulator provides specific guidance for organizations developing privacy-breach response procedures.

16. Retention & Secure Disposal

iCON will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required for legal, accounting, governance, safety, or other legitimate organizational requirements.

When information is no longer required, we will take reasonable steps to securely dispose of, destroy, or anonymize it.

Retention periods may vary depending on the type of record.

17. Access to Personal Information

Individuals may request access to personal information that iCON holds about them, subject to applicable legal limitations.

A request should:

• Be made in writing where reasonably possible.

• Identify the individual making the request.

• Describe the information being requested.

• Provide sufficient information for iCON to locate the relevant records.

Individuals may also request correction of inaccurate or incomplete personal information.

B.C.'s PIPA provides individuals with a right to request access to their own personal information held by private-sector organizations.

18. Correcting Personal Information

If you believe that information iCON holds about you is inaccurate or incomplete, please contact us.

We will review reasonable correction requests and, where appropriate, update our records.

19. Privacy Questions & Complaints

We encourage individuals to contact iCON first with any privacy question, concern, or complaint.

Our designated privacy contact is:

Ralf Landsberger
Executive Director / Founder
iCON Youth Outreach Society
Email: ralf@iCONYouthOutreach.org

Privacy inquiries may also be sent to:

info@iCONYouthOutreach.org

We will make reasonable efforts to investigate and respond to privacy concerns in a timely manner.

Canadian privacy guidance emphasizes that organizations should provide an accessible process for privacy inquiries and complaints and identify the person responsible for privacy practices.

20. External Privacy Oversight

If an individual is not satisfied with iCON's response to a privacy concern, they may have the right to contact the appropriate privacy regulator.

For organizations operating in British Columbia, the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) provides oversight and guidance concerning PIPA.

We encourage individuals to first give iCON an opportunity to address their concern directly.

21. Website Terms of Use

By accessing and using the iCON Youth Outreach Society website, you agree to use the website lawfully and responsibly.

You agree not to:

• Attempt to gain unauthorized access to the website or its systems.

• Interfere with website security or functionality.

• Upload malicious code.

• Misuse forms or communication tools.

• Use website content for fraudulent or unlawful purposes.

• Impersonate iCON or its representatives.

• Misrepresent your relationship with iCON.

iCON reserves the right to modify, suspend, or discontinue portions of the website when reasonably necessary.

22. Website Content Disclaimer

iCON strives to provide accurate and current information.

However, website content is provided for general informational purposes and may not always reflect the most current information.

Information provided on this website should not be interpreted as:

• Legal advice

• Financial advice

• Tax advice

• Investment advice

• Medical advice

• Professional counselling

• Emergency services

Visitors should obtain appropriate professional advice where necessary.

23. Financial Education Disclaimer

Some iCON programs and resources may provide general financial-literacy education.

Educational materials are intended to increase financial knowledge and awareness. They are not intended to constitute personalized financial, investment, tax, legal, insurance, or accounting advice.

Where a participant requires personalized professional advice, iCON may recommend that the individual consult an appropriately qualified professional.

This section will be particularly important once iCON Financial Pathways becomes operational.

24. External Links

Our website may contain links to third-party websites operated by organizations, businesses, government agencies, community partners, or other entities.

These links are provided for convenience and informational purposes.

iCON does not control third-party websites and is not responsible for their:

• Content

• Privacy practices

• Security

• Availability

• Terms of use

Visitors should review the privacy policy and terms of any third-party website they visit.

25. Intellectual Property & Copyright

Unless otherwise indicated, content created by iCON Youth Outreach Society for this website—including text, logos, graphics, documents, photographs, and other original materials—is owned by or used with permission by iCON Youth Outreach Society.

Visitors may view and share links to our publicly available content for legitimate informational purposes.

Except where permitted by law or expressly authorized by iCON, website content may not be:

• Reproduced commercially

• Modified for commercial purposes

• Republished as another organization's content

• Represented as original work of another organization

• Used to imply endorsement by iCON

Third-party trademarks, logos, photographs, and other intellectual property remain the property of their respective owners.

26. Use of iCON Name, Logo & Branding

The iCON Youth Outreach Society name, logo, trademarks, program names, and branding elements may not be used in a manner that suggests sponsorship, partnership, endorsement, or affiliation without prior authorization.

Community partners may be granted limited permission to identify iCON as a partner or supported organization where appropriate.

27. User-Submitted Content

If you submit comments, testimonials, photographs, stories, applications, feedback, or other materials to iCON, you retain ownership of your intellectual property unless otherwise agreed.

By submitting content for publication, you grant iCON permission to use the material for the purpose for which it was submitted, subject to any consent or usage restrictions communicated at the time of submission.

Where individuals are identifiable, iCON will seek appropriate consent before publicly publishing personal stories, photographs, or testimonials.

28. Accessibility

iCON Youth Outreach Society is committed to making its digital communications as accessible and usable as reasonably possible.

We aim to:

• Use clear language.

• Provide readable content.

• Maintain logical navigation.

• Use descriptive headings.

• Provide alternative text for meaningful images where practical.

• Consider accessibility when developing digital resources.

If you encounter an accessibility barrier on our website, please contact us so we can work toward an appropriate solution.

29. Changes to This Policy

iCON may update this Legal & Privacy page periodically to reflect:

• Changes in legislation

• Changes to organizational practices

• New programs

• New technology

• New website functionality

• Changes to third-party services

• Improvements to privacy and security practices

The updated version will be posted on this page with a revised Last Updated date.

30. Contact iCON

iCON Youth Outreach Society

Legal Name: iCON Youth Outreach Society
Incorporation Number: S0085967
Business Number: 79301 2048 BC0001

Mailing Address:
9445 Coote Street
Chilliwack, BC V2P 6B7
Canada

General Inquiries:
info@iCONYouthOutreach.org

Executive Director:
Ralf Landsberger
ralf@iCONYouthOutreach.org

Website:
iCONYouthOutreach.org

Legal Notice

This page is intended to communicate iCON Youth Outreach Society's general policies and practices in a clear and accessible manner. It is not intended to constitute legal advice.

iCON Youth Outreach Society will review its privacy and legal policies periodically and may obtain professional legal advice where appropriate.