1. Introduction

Partner Dogs Canada Inc. (“PDC”, “we”, “us”, or “our”) is committed to protecting the privacy of individuals who interact with our organization, including donors, volunteers, program participants, website visitors, and members of the public.

This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws.

By using our website (partnerdogscanada.org) or providing your personal information to PDC, you consent to the practices described in this Policy.

2. What Is Personal Information

Personal information means any information about an identifiable individual. This may include:

Name, address, phone number, and email address
Donation history and payment information
Volunteer application information
Service dog program application details, including disability-related information
Photographs or images shared with PDC
Any other information you provide to us voluntarily

We do not collect personal information without a clear purpose, and we do not collect more than is reasonably necessary.

3. How We Collect Personal Information

We collect personal information in the following ways:

3.1 Directly from You

When you contact us by email, phone, or through our website
When you submit a volunteer, service dog, or therapy dog application form
When you make a donation or participate in a fundraising event
When you subscribe to our email communications
When you attend a PDC program, event, or visit

3.2 Automatically Through Our Website

Standard web server logs may capture your IP address and browser information when you visit our website
We do not currently use tracking cookies or analytics tools that collect personal data

4. Why We Collect Personal Information

We collect and use personal information only for the following purposes:

To process and acknowledge donations, including issuing official donation receipts
To communicate program updates, newsletters, and event information to those who have opted in
To process volunteer, service dog, and therapy dog program applications
To keep the records required of a registered charity by the Canada Revenue Agency (CRA)
To respond to inquiries and provide support to program participants
To recognize and thank volunteers and donors
To improve our programs and services

We will not use your personal information for purposes other than those listed above without your consent, except as required by law.

5. Sensitive Personal Information

Some information we collect in connection with our service dog program — including disability-related documentation — is considered sensitive personal information under Canadian privacy law.

We handle sensitive information with additional care:

It is collected only when necessary for program eligibility assessment
It is accessible only to authorized PDC volunteers, staff and board members directly involved in the program
It is not shared with third parties without explicit written consent
It is stored securely and retained only as long as necessary

6. Sharing of Personal Information

We do not sell, rent, or trade personal information. We may share personal information only in the following limited circumstances:

With volunteers, staff, or board members who need the information to carry out PDC programs and activities
With service providers that handle information on our behalf, such as our online donation platform (Zeffy) and our website provider
With legal counsel or professional advisors, as required
With the Canada Revenue Agency (CRA) or other government bodies, as required by law
With your consent, for purposes such as program testimonials or public recognition

Any third parties with whom we share personal information are required to handle it in accordance with applicable privacy laws.

7. Storage and Security

Personal information is stored on secure systems, including password-protected files and cloud storage with access controls. We take reasonable precautions to protect personal information from unauthorized access, disclosure, alteration, or destruction.

However, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security, but we are committed to following best practices appropriate for a volunteer-driven not-for-profit organization.

8. Retention of Personal Information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law.

Donor records: Retained for a minimum of 7 years for CRA and financial compliance purposes
Volunteer records: Retained for the duration of the volunteer relationship plus 2 years
Program application records: Retained for the duration of participation plus 3 years
Email subscription records: Retained until the individual unsubscribes

When personal information is no longer needed, it is securely deleted or destroyed.

9. Your Rights

Under PIPEDA and applicable Ontario law, you have the right to:

Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
Withdraw consent for the use of your personal information (subject to legal and contractual limitations)
Ask questions about our privacy practices

To exercise any of these rights, please contact our Privacy Officer using the information in Section 11 below. We will respond to requests within 30 days.

10. Email Communications and Opt-Out

If you have subscribed to receive communications from PDC, you may unsubscribe at any time by:

Clicking the unsubscribe link in any email we send
Contacting us directly at the email address in Section 11

We comply with Canada’s Anti-Spam Legislation (CASL). We will only send commercial or promotional emails to individuals who have expressly consented to receive them.

11. Contact Information

PDC has designated a Privacy Officer who is responsible for our compliance with this Policy. For questions, concerns, or requests related to this Privacy Policy or our privacy practices, please contact:

Privacy Contact — Partner Dogs Canada Inc. Privacy Officer: Richard Teixeira, Secretary Email: info@partnerdogscanada.org
Mailing address: 20927 McCowan Road, Mount Albert, ON L0G 1M0 Website: partnerdogscanada.org

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be posted on our website at partnerdogscanada.org.

We encourage you to review this Policy periodically. Continued use of our website or services after any update constitutes acceptance of the revised Policy.

Effective Date: October 21, 2026

Approved by the Board of Directors of Partner Dogs Canada Inc. (resolution in writing, October 21, 2026)