The foundation’s Chief Privacy Officer (CPO) is the Executive Director, who works closely with the Honorary Secretary, Board of Directors and the Advisors of lhfc, and in accordance with the principles and policies of the privacy standard Canada, and PIPEDA, PHIPA and FIPPA legislation to promote and protect the privacy of all benefactors of lhfc.
The foundation may uses third party vendors for services that would not be practical or cost-effective for us to perform ourselves. Services that employ a third vendor include but are not limited to:
Mail processing
Database analysis
info@lhfc.ca
Attention: Privacy Officer
718 - 5 Massey Square, Toronto, Ontario M4C 5L6, Canada
Phone: 1-647-706-1018, Email: info@lhfc.ca
Further information on privacy and personal information may be found on the website of the Privacy Commissioner of Canada at www.privcom.gc.ca
We value all donors and others who make a complaint and view this as an opportunity to refine and improve our procedures.
Privacy is respected
Requests for anonymity are respected and strictly adhered to.
Complaints will be dealt with promptly and sensitively by the appropriate staff member.
The foundation’s financial affairs will be conducted in a responsible manner, consistent with the ethical obligations of stewardship and all applicable law.
All donations will be used to support the foundation’s objects, as registered with the Canada Revenue Agency (CRA).
All restricted or designated donations will be used for the purposes for which they were given unless the charity has obtained legal authorization to use them for other purposes. Alternate uses will be discussed where possible with the donor or the donor’s legal designate. If the donor is deceased or legally incompetent and the foundation is unable to contact a legal designate, the donation will be used in a manner that is as consistent as possible with the donor’s original intent. If necessary, the foundation will apply to the courts or the appropriate regulatory body to obtain legal authorization to use the donation for other purposes.
Annual financial reports are necessary to achieve transparency and accountability to donors and the public. They are accessible on the Foundation’s website, provided upon request and will:
1. be factual and accurate in all material respects
2. disclose the gross amount of fundraising revenues (receipted and non-receipted);
3. disclose the total amount of fundraising expenses (including salaries and overhead costs);
4. disclose all donations that are receipted for income tax purposes;
5. disclose the total amount of expenditures on charitable activities (including gifs to other charities);
6. segregate undesignated and designated funds;
7. identify government grants and contributions separately from other donations; and
8. Financial Statements will be prepared in accordance with generally accepted accounting principles and standards established by the Canadian Institute of Chartered Accountants, in all material respects (or disclose a discrepancy between the practice and GAAP).
The cost-effectiveness of the foundation’s fundraising programs will be reviewed regularly by the governing board. No more will be spent on administration and fundraising than is required to ensure effective management and resource development. The foundation will disclose its process for evaluating its spending and will comply with CRA recommended cost of fundraising guidelines.
The foundation will, upon request, disclose the revenue and expense assumptions for its fundraising activity as approved by its Board in its annual budget.
The foundation’s financial statements will be audited by an independent tax consultant/adviser.
An Investment Policy Statement will be in place setting out asset allocation, procedures for investment decisions, and asset protection issues. It will be reviewed annually by our Board of Directors.
A Gift Acceptance Policy will be in place to provide guidance on the types of gifts our foundation can accept. We will conform with all federal government regulations and legal requirements.
The Foundation will act promptly to provide information requested in its most current form. This includes financial statements, annual reports, our charitable business number as assigned by CRA, any information contained in the public portion of the foundation’s most recent Charity Information Return (T3010) for CRA, a list of the names of our governing board will be published in our website.
The foundation will provide information that will add to the public’s understanding of and confidence in our operations, methods, and costs of fundraising by publishing an annual report.
We will release a financial summary or extract, related to and consistent with the information provided in our full financial statements including minutes.
All eligible donations, regardless of amount, will receive an official gift receipt.
We guard against making unwarranted or intrusive inquiries into a donor or prospect’s donation/gift history or personal life and gather only information that is relevant and necessary to our fundraising efforts
We make all reasonable efforts to ensure the personal information we collect is complete and accurate
We require attribution for all data that we collect.
We encourage donors to review, correct and update personal information.
We require a donor’s consent before confidential information is released to outside parties.
We have established and follow reasonable time periods for the retention and disposal of donor information.
We have established special security safeguards to protect donor information and limit access to donor files.
We give special protection to all records pertaining to anonymous donors.
We recognize that our duty to ensure the confidentiality of donor records continues even after our relationship with a donor or prospect has ended.
We record a donor’s oral consent regarding the proposed use of their personal information when information is collected by phone.
We provide donors with an opportunity to remain anonymous and to request that the donor’s name and/or the amount of the gift not be publicly released.
We honour donors’ and prospective donors’ requests to: limit the frequency of contact; not be contacted by telephone or other technology; receive printed material concerning the organization; and discontinue contact.
Our website lists our foundation’s full name, charitable business number, and mission clearly and immediately for online donors.
For those who wish to contact us other than through the website or e-mail, we clearly provide alternative contact information.
Eligibility for an official gift receipt is clearly outlined.
All precautions are taken to ensure that gifts made electronically are safe, private and secure, and that a donor’s personal information is protected.
E-donors are assured that any information they provide is held in strict confidence, and that this Ethical Fundraising Practices Policy is clearly listed on our website.
Electronic donors will receive communications or solicitations from the foundation but will have a clearly identified area where they can “opt out” of receiving any future communications. Donors will also be given the opportunity to provide direction on how often they would like to be contacted and by which method, i.e.: mail, phone or email.
Our Board of Directors reviews our fundraising practices and policies on a regular basis and tests them for continuing relevance, legislative compliance and applicability. Adjustments are made, as required, to ensure that the maximum amount of donations possible is applied to our charitable activities in a manner that is consistent with the long-term interests of our organization and its beneficiaries
Our fundraising policies, practices and expectations are clearly communicated to all team.
In accordance with all applicable laws, fundraising solicitations on behalf of the Foundation will:
1. be truthful.
2. accurately describe the foundation’s activities and the intended use of donated funds; and
3. all fundraising solicitations by the foundation disclose our name and the purpose for which the funds are requested. This includes address or other contact information.
The Foundation will be honest and clear on any claims it makes about the grants. It will refrain from using marketing materials or making representations that could be misleading. The foundation will not exploit its beneficiaries. It will be sensitive in describing those it serves (whether using graphics, images or text) and fairly represent their needs and how these needs will be addressed.
When the Foundation conducts online solicitations, its practices will be consistent with or exceed the provisions of the Canadian Code of Practice for Consumer Protection in Electronic Commerce
When the foundation conducts face-to-face solicitations, its practices shall include measures to
1. provide verification of the affiliation of the person representing the foundation; and.
2. secure and safeguard any confidential information, including credit card information, provided by donors.
3. encourage donors to consult their professional advisors to determine the tax consequences of their gift.
Volunteers, employees and third party consultants/solicitors who solicit or receive funds on behalf of the Foundation shall:
1. adhere to the provisions of this Canada Standards;
2. act with fairness, integrity, and in accordance with all applicable laws;
3. adhere to the provisions of applicable professional codes of ethics, standards of practice, and all relevant foundation policies, etc.;
4. cease solicitation of a prospective donor who identifies the solicitation as harassment or undue pressure, or who states that he does not wish to be solicited;
5. disclose immediately to the Foundation any actual or apparent conflict of interest or loyalty; and
6. Disclose upon request, whether the individual or entity seeking donations is a volunteer, employee or contracted third party.
7. not accept donations for purposes that are inconsistent with the foundation’s objects or mission.
The Foundation will provide, upon request, its best available information on the gross revenue, net proceeds and costs of any fundraising activity it undertakes.
Paid staff or consultants will be compensated by a salary, retainer or fee, and will not be paid finders’ fees, commissions or other payments based on either the number of philanthropic contributions received or the value of funds raised.
The foundation will not sell, rent or exchange its donor list.
The foundation’s governing board will be informed at least annually of the number, type and disposition of complaints received from donors or prospective donors.
It is the policy of our foundation to have a written complaints procedure in place to ensure that all complaints from donors or the community-at-large are handled promptly, courteously, and to the satisfaction of all parties.
We define a conflict of interest for our fundraisers and advise all fundraisers that they must act in the best interests of our organization rather than in furtherance of their personal interests or the interests of third parties.
We instruct all fundraisers to avoid situations where their personal interest conflicts or appears to conflict with their duties within our organization.
We instruct all fundraisers to avoid situations where their personal interest conflicts or appears to conflict with their duties within our organization.
We instruct all fundraisers to evaluate their conduct in light of the impact on our organization
We require our fundraisers to disclose both actual and apparent conflicts of interest.
Our conflict-of-interest disclosure procedures are clearly articulated and we believe well understood by all staff and directors.
Our staff, directors and volunteers recognize that the duty to disclose even an “apparent” conflict of interest requires a consideration of public perception when evaluating whether a conflict of interest is present.
We are mindful of our fiduciary duty to ensure the disclosure of any conflict of interest that would be of material interest or relevance to a donor or which may influence a donor’s decision to give; and
Where a donor elects to make a gift in spite of the presence of a conflict of interest, we encourage that the donor obtain independent advice regarding his or her gift. Further, we encourage donors to seek independent advice if the proposed gift might significantly affect the donor’s financial position, taxable income or relationship with other family members.
Fundraisers are compensated on the basis of their experience, expertise and the time requirements of the position.
Where a fundraiser’s performance exceeds job expectations and additional compensation is merited, eligibility for and calculation of the amount of compensation to be paid is not based on a percentage of income (e.g., in the form of donations, gifts, grants and similar funds) received by our organization as a result of the fundraiser’s efforts.
We undertake the institutional planning, board development and volunteer recruitment necessary to make our fundraising program successful over time.
Prioritizes capital preservation;
Maximizes returns and minimizes risk, given prevailing market conditions;
Adheres to the safeguards and diversity to which a prudent investor would normally adhere; and
Selects investments that are appropriate to the foundation’s vision and mission, philosophy of social justice, environmental responsibility and humanitarian/economic values.