Privacy & Complaints Policy
The Dr. Mina MacKenzie Memorial Trust Fund ("Mina Fund") is committed to protecting the privacy, confidentiality, and security of the personal information entrusted to us by donors, volunteers, partners, beneficiaries, website users, and other stakeholders.
The Mina Fund collects, uses, retains, and safeguards personal information only for purposes that support its charitable mission and organizational operations, including donor stewardship, volunteer engagement, fundraising, communications, regulatory compliance, and governance activities. The organization is committed to handling personal information responsibly and in accordance with applicable Canadian privacy legislation.
We recognize that donors, volunteers, and supporters place their trust in us when sharing personal information. We are committed to maintaining that trust by limiting access to personal information to authorized individuals, implementing reasonable safeguards to protect information from unauthorized access or disclosure, and maintaining practices that promote transparency, accountability, and respect for individual privacy.
This Privacy Policy describes how the Mina Fund collects, uses, protects, retains, and discloses personal information, as well as the rights of individuals regarding their personal information. It also outlines our commitment to providing a fair and transparent process for addressing privacy concerns and complaints.
By interacting with the Mina Fund, including through our website, donation platforms, volunteer activities, communications, fundraising initiatives, or other services, individuals acknowledge that their personal information may be collected, used, and disclosed in accordance with this Privacy & Complaints Policy.
The Mina Fund reviews this policy periodically to ensure it remains current, effective, and aligned with applicable legal, governance, and operational requirements.
The Dr. Mina MacKenzie Memorial Trust Fund ("Mina Fund") collects personal information only as necessary to support its charitable activities, donor stewardship, volunteer engagement, communications, fundraising, regulatory compliance, and organizational governance.
Personal information may include:
- Name, address, email address, and telephone number;
- Donation and tax receipting information;
- Volunteer application and participation information;
- Communication preferences;
- Information voluntarily submitted through website forms, email correspondence, or fundraising activities.
The Mina Fund collects personal information only by lawful and fair means and only for purposes that a reasonable person would consider appropriate.
The Mina Fund uses personal information for purposes that may include:
- Processing donations and issuing charitable tax receipts;
- Communicating with donors, volunteers, and supporters;
- Responding to inquiries and requests;
- Providing updates regarding programs, projects, fundraising campaigns, and organizational activities;
- Recruiting, coordinating, and supporting volunteers;
- Meeting legal, regulatory, reporting, and audit requirements;
- Protecting the security and integrity of the organization's operations.
Personal information will not be used for purposes unrelated to these activities without the individual's consent unless required by law.
The Mina Fund is committed to protecting personal information through reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information.
Examples of measures used by the organization include:
- Restricting access to donor and financial information to authorized individuals only;
- Limiting volunteer access to organizational systems based on operational requirements;
- Maintaining confidentiality obligations through volunteer agreements and governance practices;
- Using secure online platforms and password-protected systems for storage and collaboration;
- Regularly reviewing user permissions and access rights.
Volunteers and directors who have access to confidential information are required to protect that information and use it only for authorized organizational purposes.
The Mina Fund values the trust placed in it by donors and volunteers.
Donor information is used exclusively for charitable, stewardship, communication, and regulatory purposes. The Mina Fund does not sell donor lists and does not share donor information except as required for operational purposes, legal compliance, or with the donor's consent.
Volunteer information is collected and maintained only as necessary to support volunteer recruitment, onboarding, coordination, recognition, and organizational administration.
Access to organizational systems and information is granted according to an individual's role and responsibilities.
For example:
- Volunteers involved in communications activities may be granted access to social media publishing tools and website content management functions.
- Access to donor records, financial information, and confidential governance documents is restricted to authorized Board members and designated organizational leaders.
- Access permissions are reviewed and adjusted periodically to ensure appropriate protection of organizational information.
The Mina Fund may use third-party service providers to support its operations, including website hosting, payment processing, collaboration platforms, email communications, and social media management.
Where third-party providers process personal information on behalf of the organization, the Mina Fund takes reasonable steps to ensure that such providers maintain appropriate safeguards and handle information in a secure and responsible manner.
Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, to meet legal and regulatory requirements, or to support the legitimate administrative and historical needs of the organization.
When information is no longer required, it will be securely deleted, destroyed, or anonymized where appropriate.
Individuals may request access to personal information held by the Mina Fund and may request correction of inaccurate or incomplete information.
Questions, concerns, or requests regarding personal information should be directed to the organization's designated privacy contact.
Questions regarding this Privacy Policy or the handling of personal information may be directed to:
Dr. Mina MacKenzie Memorial Trust Fund (Mina Fund)
Email: admin@minatrustfund.ca
Website: www.minatrustfund.ca
This Privacy Policy is reviewed periodically by the Board of Directors to ensure continued compliance with applicable legislation, organizational practices, and evolving privacy requirements.
Approved by the Board of Directors: July 23, 2026
Next Scheduled Review: No later than July 23, 2031
The Dr. Mina MacKenzie Memorial Trust Fund ("Mina Fund") is committed to operating with integrity, accountability, transparency, and respect for all stakeholders.
We welcome feedback and encourage individuals to raise concerns regarding our programs, fundraising activities, communications, volunteers, directors, policies, or other organizational activities.
Complaints may be submitted by email to:
admin@minatrustfund.ca
Please include:
- Your name and contact information;
- A description of the concern;
- Relevant dates and details;
- Any supporting documentation or information available.
Anonymous complaints may be reviewed where sufficient information is provided.
The Mina Fund will:
- Acknowledge receipt of complaints within a reasonable period;
- Review complaints fairly and objectively;
- Gather additional information where appropriate;
- Respond in a timely manner;
- Take reasonable corrective action where warranted.
Complaints involving a Board member, officer, financial integrity, legal compliance, or significant organizational risk may be referred directly to the Board of Directors for review.
Information relating to complaints will be handled confidentially to the extent reasonably possible and in accordance with the Mina Fund Privacy Policy.
Personal information will be shared only with those who require it to investigate, review, or resolve the matter.
The Mina Fund maintains records of complaints received and actions taken.
The Board of Directors receives an annual summary of:
- The number of complaints received;
- The general nature of complaints;
- Their disposition or resolution;
- Any recommended improvements to organizational policies or practices.
As of the date of this policy, the Mina Fund has received no formal complaints requiring review by the Board.
The Dr. Mina MacKenzie Memorial Trust Fund ("Mina Fund") provides this website for charitable, educational, fundraising, volunteer engagement, and informational purposes.
While the Mina Fund makes reasonable efforts to ensure that information published on this website is accurate and current, the organization does not guarantee the completeness, accuracy, or suitability of all content. Information on this website may be updated, revised, or removed without notice.
The Mina Fund may provide online donation, fundraising, or eCommerce functionality from time to time. Use of such services is subject to applicable laws, payment processing requirements, and organizational policies.
This website may contain links to third-party websites, social media platforms, payment processors, charitable partners, or other external resources.
The inclusion of a link does not imply endorsement, sponsorship, approval, or affiliation unless specifically stated. The Mina Fund is not responsible for the content, privacy practices, security, or terms of use of third-party websites and encourages users to review those policies before providing personal information or conducting transactions.
The Mina Fund website may use cookies and similar technologies to improve website functionality, security, analytics, navigation, and user experience.
Users may configure their browser settings to refuse or delete cookies; however, certain website features may not function properly if cookies are disabled.
By continuing to use this website, users acknowledge and accept the use of cookies and similar technologies as described in this policy.
For privacy inquiries, complaints, or governance-related concerns:
Dr. Mina MacKenzie Memorial Trust Fund (Mina Fund)
Email: admin@minatrustfund.ca
Website: www.minatrustfund.ca
This Privacy and Complaints Policy was approved by the Board of Directors on July 23, 2026 and will be reviewed at least every five years or sooner if required by changes in legislation, governance requirements, or organizational practices.
Approved: July 23, 2026
Next Scheduled Review: July 23, 2031
Approved by the Board of Directors of the Dr. Mina MacKenzie Memorial Trust Fund on July 23, 2026. Next review no later than July 23, 2031.