Last Updated: February 2025

This Privacy Policy explains how NANAIMO F O S NON-PROFIT HOUSING ("we," "us," or "our") collects, uses, discloses, and protects your personal information.

1. Introduction

NANAIMO F O S NON-PROFIT HOUSING is committed to protecting the privacy and confidentiality of personal information provided to us. We are a registered Canadian charity (Registration Number: 132004995RR0001) based in Nanaimo, British Columbia.

This Privacy Policy governs our data collection and usage practices for our website, housing programs, and services. By using our website or services, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Housing Application Information: Income details, housing history, references, health information relevant to housing needs
• Donation Information: Name, address, payment information (processed securely through third-party payment processors)
• Volunteer Information: Skills, availability, references, background check results (where applicable)
• Website Usage Data: IP address, browser type, pages visited, time spent on pages

2.2 Sensitive Information

For housing applicants, we may collect sensitive information such as:

• Mental health information (to determine program eligibility)
• Financial information (to assess affordability and rent calculations)
• Emergency contact information

This sensitive information is collected only with your explicit consent and is used solely for determining eligibility and providing appropriate housing support.

3. How We Use Your Information

We use the information we collect for the following purposes:

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: We may share information when you have given us explicit permission to do so
• Service Providers: We may share information with trusted third-party service providers who help us operate our programs (e.g., payment processors, background check services)
• Legal Requirements: We may disclose information if required by law, court order, or government regulation
• Emergency Situations: We may share information if necessary to protect the health, safety, or rights of our residents, staff, or others
• Partner Organizations: With your consent, we may share relevant information with partner agencies to coordinate support services

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

Our security measures include:

• Secure storage of physical and electronic records
• Limited access to personal information (need-to-know basis)
• Encryption of sensitive data
• Regular security assessments and updates
• Staff training on privacy and data protection

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience and analyze website performance.

What are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us remember your preferences and understand how you use our site.

Types of Cookies We Use:

• Essential Cookies: Required for basic website functionality
• Analytics Cookies: Help us understand how visitors use our site
• Preference Cookies: Remember your settings and preferences

You can control cookie settings through your browser preferences. However, disabling cookies may affect website functionality.

7. Data Retention

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

• Housing Applications: Retained for the duration of occupancy plus 7 years for legal and administrative purposes
• Donation Records: Retained for 7 years for tax and audit purposes
• Contact Form Inquiries: Retained for 2 years
• Website Analytics: Aggregated data retained indefinitely; individual user data retained for 2 years

8. Your Rights and Choices

You have the following rights regarding your personal information:

To exercise any of these rights, please contact us using the information provided below.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are not directed to children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date at the top of this policy
• Sending email notifications to registered users (for material changes)

Your continued use of our services after any changes indicates your acceptance of the updated policy.

12. Contact Us About Privacy

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to your privacy-related inquiries within 30 days.

Charity Registration Number: 132004995RR0001
Proudly serving Nanaimo, British Columbia