Privacy Policy
Effective Date: June 16, 2026
Personal Information Protection Policy
The Frontline Foundation for First Responders is committed to protecting the privacy and confidentiality of the personal information entrusted to us by our donors, beneficiaries, volunteers, employees, board members, event participants, partners, suppliers, and other individuals who interact with the Foundation.
We manage personal information in accordance with Alberta’s Personal Information Protection Act, applicable federal privacy laws, the requirements of the Canada Revenue Agency for registered charities, and good charitable governance practices. Alberta’s public guidance confirms that individuals have the right to access personal information held by an organization and request corrections. CRA also requires registered charities to collect certain donor information for official donation receipts, including donor name and address, gift amount, eligible amount, receipt number, charity registration number, and related receipt details.
This policy explains how we collect, use, disclose, protect, retain, and provide access to personal information.
1. Who We Are
Frontline Foundation for First Responders is an Alberta-based charity created to support the health, wellness, resilience, and long-term well-being of first responders and their families.
Our work may include mental health and wellness supports, benevolence assistance, educational bursaries for first responder families, and memorial or community projects that honour service and sacrifice.
For the purposes of this policy, “first responders” may include police, fire, EMS, corrections, dispatchers, nurses, doctors, and other frontline personnel, as well as their families.
2. What Is Personal Information?
Personal information means information about an identifiable individual. This may include, but is not limited to:
- name;
- home address;
- email address;
- phone number;
- donation history;
- payment-related information;
- volunteer information;
- employment information;
- event registration information;
- photographs, videos, or testimonials;
- family or beneficiary information;
- information provided in an application for assistance, bursary, support, or funding;
- sensitive information relating to hardship, wellness, mental health, financial need, or family circumstances.
Personal information does notgenerally includebusiness contact information used solely to contact an individual in their professional capacity.
3. What Personal Information We Collect
We collect only the personal information that is reasonably necessary for our charitable, operational, fundraising, governance, employment, volunteer, and legal purposes.
We may collect personal information from:
Donors and supporters
This may include:
- name;
- mailing address;
- email address;
- phone number;
- donation amount;
- donation date;
- payment method;
- receipting details;
- communication preferences;
- event participation;
- sponsorship information;
- donor recognition preferences;
- whether a donor wishes to remain anonymous.
Beneficiaries and applicants
Where individuals or families apply for support, bursaries, benevolence assistance, or other programs, we may collect information necessary to assess eligibility and administer the support. This may include:
- name and contact information;
- relationship to a first responder;
- employment/service category;
- family information;
- financial or hardship information;
- supporting documentation;
- information related to the requested support;
- information needed to verify eligibility or deliver assistance.
Because this information may be sensitive, we will handle it with a higher level of care and limit access to those who need it for approved Foundation purposes.
Volunteers, board members, and employees
This may include:
- contact information;
- résumé or background information;
- references;
- skills, qualifications, and experience;
- emergency contact information;
- criminal record check or vulnerable sector check, where appropriate;
- training records;
- volunteer assignments;
- employment, payroll, tax, benefit, or performance information, if applicable.
Event participants
This may include:
- registration information;
- ticket purchases;
- raffle or fundraising participation;
- meal preferences or accessibility needs;
- photographs or videos from events;
- waiver or consent forms, where applicable.
Website and digital information
When you visit our website, donation forms, event pages, or digital platforms, we may collect limited technical information such as:
- IP address;
- browser type;
- device information;
- pages visited;
- referral source;
- cookies or analytics information;
- form submissions;
- email engagement information.
Where we use third-party platforms such as donation processors, CRM systems, email marketing tools, event platforms, payment processors, or website analytics tools, those providers may process personal information on our behalf.
4. Why We Collect Personal Information
We collect, use, and disclose personal information for purposes including:
- processing donations;
- issuing charitable tax receipts;
- maintaining donor records;
- communicating with donors and supporters;
- sending newsletters, event updates, impact reports, and Foundation information;
- administering fundraising campaigns, raffles, events, auctions, sponsorships, and donor recognition;
- assessing applications for benevolence assistance, bursaries, wellness support, or other charitable programs;
- delivering charitable programs and services;
- managing volunteer involvement;
- recruiting and managing employees, contractors, and volunteers;
- complying with CRA, AGLC, legal, accounting, audit, insurance, and regulatory requirements;
- maintaining accurate financial and governance records;
- preventing fraud or misuse of Foundation funds;
- responding to inquiries, complaints, access requests, or correction requests;
- protecting the safety, rights, and property of the Foundation, its beneficiaries, donors, volunteers, employees, and the public.
We do not collect more personal information than is reasonably necessary for these purposes.
5. Consent
We will obtain consent to collect, use, or disclose personal information except where collection, use, or disclosure without consent is authorized or required by law.
Consent may be express or implied depending on the circumstances and the sensitivity of the information.
For example:
- when a donor provides information to make a donation, we may use that information to process the donation and issue a receipt;
- when an individual signs up for our newsletter, we may use their email address to send Foundation updates;
- when a person applies for assistance, we may use the information provided to assess eligibility and administer support;
- when a person agrees to be photographed or featured in a story, testimonial, or campaign, we will seek appropriate consent.
We will seek express consent where information is sensitive, where we intend to use an individual’s image or story publicly, or where the purpose is not obvious.
You may withdraw consent at any time, subject to legal, contractual, receipting, audit, or regulatory requirements. If consent is withdrawn, we may not be able to provide certain services, process certain requests, issue receipts, or continue certain communications.
6. Sensitive Information
Because the Foundation may support first responders and families during difficult circumstances, we may receive sensitive personal information relating to mental health, wellness, hardship, grief, family circumstances, financial need, employment circumstances, or crisis support.
We will:
- collect only what is necessary;
- limit access to those who need the information;
- use the information only for the purpose for which it was collected, unless otherwise authorized by law or consented to;
- store the information securely;
- avoid unnecessary disclosure;
- take reasonable steps to preserve dignity, confidentiality, and trust.
We will not publicly identify beneficiaries or share personal stories, images, or testimonials without appropriate consent.
7. Donor Information and Receipting
We collect donor information to process donations, issue charitable tax receipts, recognize contributions where appropriate, maintain accurate financial records, and comply with CRA requirements.
Official donation receipts require specific information, including the donor’s full name and address, the amount and date of the gift, the eligible amount of the gift, the charity’s name and registration number, the receipt number, and other required details.
Donors may request that their gift be anonymous for public recognition purposes. We will respect anonymity requests, subject to any legal, accounting, audit, CRA, or regulatory obligations.
We do not sell donor lists.
We do not rent, trade, or exchange donor personal information with other organizations.
8. Use of Third-Party Service Providers
We may use trusted third-party service providers to support our operations, including:
- donation processing;
- payment processing;
- CRM/donor management;
- email communications;
- event registration;
- accounting and bookkeeping;
- website hosting;
- cloud storage;
- analytics;
- legal, audit, insurance, or professional services.
These providers may process personal information on our behalf. We will take reasonable steps to ensure service providers protect personal information and use it only for the services they provide to the Foundation.
Some providers may store or process information outside Alberta or outside Canada. Where this occurs, personal information may be subject to the laws of the jurisdiction where it is stored or processed.
9. Communications and Email Preferences
We may contact donors, volunteers, event participants, partners, and supporters about:
- donations and receipts;
- event details;
- volunteer opportunities;
- Foundation news;
- program updates;
- fundraising campaigns;
- impact reporting;
- administrative matters.
Individuals may unsubscribe from marketing or newsletter communications at any time by using the unsubscribe link in an email or by contacting us directly.
We may still send administrative or transactional messages, such as donation confirmations, receipts, event registration details, or legally required notices.
10. Photographs, Videos, Stories, and Testimonials
At events or through Foundation programs, we may collect photographs, videos, stories, quotes, or testimonials.
We will seek consent before using identifiable personal images, stories, or testimonials for public communications, fundraising, marketing, media, social media, or donor reporting.
Individuals may withdraw consent for future use, subject to practical limitations where materials have already been printed, published, distributed, or archived.
11. Volunteer, Employee, and Board Information
We collect personal information from volunteers, employees, contractors, and board members for purposes such as:
- recruitment;
- onboarding;
- verifying qualifications;
- assigning roles;
- training;
- supervision;
- performance management;
- safety and emergency contact purposes;
- payroll, tax, or benefits administration, where applicable;
- insurance and risk management;
- compliance with applicable laws and Foundation policies.
Where criminal record checks, vulnerable sector checks, or other background checks are required, we will collect and use that information only where reasonable and appropriate for the role.
12. Disclosure of Personal Information
We may disclose personal information where necessary and appropriate, including to:
- CRA, AGLC, or other regulators, where required;
- auditors, accountants, lawyers, insurers, or professional advisors;
- payment processors and donation platforms;
- service providers acting on our behalf;
- partner organizations involved in delivering approved charitable programs, where necessary and with appropriate safeguards;
- law enforcement, government, or regulatory authorities where required or permitted by law;
- another organization in connection with a merger, reorganization, or transfer of charitable programs, subject to appropriate safeguards.
We will not disclose personal information for unrelated purposes without consent unless authorized or required by law.
13. Safeguards
We protect personal information using safeguards appropriate to the sensitivity of the information.
These may include:
- password protection;
- limited access permissions;
- secure cloud storage;
- locked physical files;
- confidentiality obligations for employees, volunteers, board members, and service providers;
- secure payment processing;
- staff and volunteer training;
- secure destruction of paper and electronic records;
- limiting access to sensitive beneficiary information;
- reasonable administrative, technical, and physical safeguards.
No system is completely secure, but we take reasonable steps to prevent unauthorized access, collection, use, disclosure, copying, modification, loss, or theft.
14. Retention and Destruction
We retain personal information only as long as reasonably necessary for the purposes for which it was collected, or as required for legal, accounting, CRA, audit, insurance, regulatory, governance, or operational purposes.
When personal information is no longer required, we will securely destroy, delete, anonymize, or de-identify it.
Donation and financial records may need to be retained for CRA, audit, and accounting purposes.
15. Accuracy and Correction
We make reasonable efforts to keep personal information accurate and complete.
Individuals may request correction of their personal information by contacting us. If we determine that information is inaccurate or incomplete, we will correct it where reasonable and appropriate.
16. Access to Personal Information
Individuals may request access to their own personal information held by the Foundation.
Requests must be made in writing and must provide enough detail for us to identify the information being requested.
We will respond within the time required by applicable law. Under Alberta’s PIPA framework, organizations generally have 45 calendar days to respond to access requests, subject to permitted extensions. The Edmonton Police Foundation policy uses this same 45-day response period.
We may refuse access in whole or in part where permitted or required by law, including where disclosure would reveal personal information about another individual, confidential Foundation information, legally privileged information, or information that cannot be disclosed for safety, legal, or regulatory reasons.
17. Privacy Breaches
If we become aware of a privacy breach involving personal information under our control, we will take reasonable steps to contain, assess, investigate, and respond to the breach.
Where required by law, we will notify the Office of the Information and Privacy Commissioner of Alberta and/or affected individuals. Alberta’s PIPA requires breach notification to the Commissioner without unreasonable delay where there is a real risk of significant harm.
18. Children and Youth
Where we collect personal information about children or youth, including in connection with bursaries, family supports, events, or memorial/community programs, we will take reasonable steps to obtain consent from a parent or guardian where appropriate or required.
19. Website Cookies and Analytics
Our website may use cookies, analytics tools, pixels, or similar technologies to understand website traffic, improve user experience, measure campaign performance, and support Foundation communications.
Users may be able to disable cookies through their browser settings. Some website features may not function properly if cookies are disabled.
20. Links to Other Websites
Our website or communications may contain links to third-party websites, including donation platforms, event platforms, social media sites, partner organizations, or payment processors.
We are not responsible for the privacy practices or content of third-party websites. Individuals should review the privacy policies of those websites before providing personal information.
21. Questions, Concerns, or Complaints
If you have questions, concerns, complaints, or requests regarding your personal information, please contact:
Privacy Officer
Frontline Foundation for First Responders
Email: [Insert Privacy Email]
Mailing Address: [Insert Address]
Phone: [Insert Phone Number]
We will take privacy concerns seriously and will make reasonable efforts to respond promptly and appropriately.
22. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our operations, technology, legal obligations, or privacy practices.
The updated version will be posted on our website with a revised “Last Updated” date.