Mississippi Valley Field Naturalists (referred to in this statement as “MVFN”) is a charitable organization committed to protecting the privacy of our members, donors, volunteers, and supporters. MVFN understands the importance of protecting personal information in our care and control. We are committed to maintaining the trust of those who join and support our activities. This statement explains why and when MVFN may ask for your personal information and how we protect any personal information that we collect.
- Privacy Officer
The MVFN Board of Directors designates either the President of Mississippi Valley Field Naturalists, or an individual named by the Board of Directors, as the Privacy Officer responsible for overseeing compliance with this privacy statement and applicable privacy laws.
You may direct questions, concerns, or requests related to personal information may to:
Privacy Officer
Mississippi Valley Field Naturalists (MVFN)
Address: 2854 Ramsay Concession 8, Mississippi Mills ON K0A1A0
Email: privacy@mvfn.ca
- Personal Information We Collect
MVFN collects only the information necessary to operate our organization and provide services to our members and supporters. This may include:
- Name
- Mailing address
- Email address
- Telephone number
- Family member or partner names and contact information
- Membership status
- Interests related to MVFN activities
- Donation amounts and history
- Event registrations, which may have event specific information requirements
In some cases, additional information may be required to comply with legal or regulatory requirements, including:
- Board Director details required for government filings
- Data for Canada Revenue Agency reporting forms such as T1235 forms
- How We Use Personal Information
Personal information is used only for purposes related to MVFN operations, including:
- Managing memberships
- Communicating with members, supporters and event participants
- Processing donations and issuing tax receipts
- Organizing events, activities, and programs
- Sending newsletters and email updates about MVFN events and activities
- Maintaining records required for regulatory and financial reporting
MVFN may contact members for two distinct purposes and through two distinct methods:
Administrative or membership-related communications: These may include billing, payment confirmations, membership renewals, expired memberships, outstanding balances, or other matters directly related to a person’s membership. MVFN may retain membership information in order to contact current or former members about these administrative matters. Members may request to stop receiving these types of emails by contacting MVFN’s Privacy Officer at privacy@mvfn.ca.
Optional promotional communications: These may include information about activities, events, programs, fundraising campaigns, or other MVFN initiatives. Anyone who does not wish to receive optional promotional email communications may unsubscribe using the unsubscribe link included in the email or contact MVFN to request removal from promotional mailing lists.
- Third-Party Use and Service Providers
The MVFN website may include links that take you to other websites that are not operated by us. When you click on their link, you will be directed to that third party’s site, where you can review their own privacy statements, which are their sole responsibility.
MVFN also uses specific third-party technologies that are part of its operations. These providers may have limited access to personal information when necessary to perform services for MVFN.
Examples include:
- Website and communications support providers
- Accounting or bookkeeping service providers
- Membership management platforms
- Payment processing providers
- Email communication platforms
- Website hosting providers
These providers are only given access to information necessary to perform their services and must adhere to all applicable data protection requirements. You may review their practices and policies on their websites.
MVFN uses Yapla, a third-party platform, to process registrations, payments, and member information: www.yapla.com
Email delivery is through WP Mail SMTP: wordpress.org/plugins/wp-mail-smtp/
Security logging occurs through Wordfence: www.wordfence.com
- Safeguarding Personal Information
Safeguards are in place to ensure personal information is secure and used only to achieve the purpose for which it was gathered, including:
- Limiting access to authorized individuals
- Using password protected systems
- Using reputable cloud-based services
- Securely storing physical documents
Access to this information is limited to authorized MVFN officers or volunteers who require the information to perform their duties.
MVFN is a volunteer, charitable organization that does not engage in commercial activity and seeks to protect any personal information, principally acquired for membership, volunteer and fundraising purposes, through appropriate technical and organizational practices.
- Cookies and Tracking Technologies
The MVFN website uses third-party tools and plugins, including Google Analytics, for content management and to help manage search engine visibility and website structure. Cookies and similar technologies are used to improve website functionality, understand how visitors use the website, and support certain features provided by third-party services.
Cookies are small data files stored on a visitor’s device when visiting a website. These files help websites remember information such as user preferences or website usage patterns.
These tools collect de-identified information such as:
- Pages visited
- Time spent on the website
- General geographic region
- Browser and device type
Visitors may control, block, or delete cookies through their web browser settings. Some browsers, privacy settings, extensions, or consent tools may also limit certain analytics and tracking technologies, including Google Analytics. Please note that disabling cookies may affect certain website functionality.
- Consent
By becoming a member of MVFN, registering for an event, making a donation, subscribing to communications, or otherwise providing personal information to MVFN, you consent to the collection, use, and storage of your information as described in this privacy statement.
You have the right to withdraw this consent at any time, subject to limitations as permitted under the applicable laws.
You may direct requests to withdraw consent to the MVFN Privacy Officer anytime.
MVFN does not address anyone under the age of 14 and does not knowingly collect personally identifiable information from anyone under the age of 14. Any parent or guardian who becomes aware that their child has provided us with personal information, please contact us. If we learn that we have acquired personal information from anyone under the age of 14 without parental consent, we will take steps to remove that information from our databases.
- Retention of Information
We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal requirements.
MVFN may retain certain contact information for former members to communicate about future membership opportunities, renewals, or related organizational activities unless the individual asks in writing not to be contacted.
When records are no longer required, they are securely deleted or destroyed.
Servers for the membership database are in Canada.
- View or Update Your Personal Information
You may request access to your personal information with MVFN and make any corrections by contacting the MVFN Privacy Officer in writing.
- Privacy Statement Updates
This statement may be updated from time to time as MVFN practices, service providers, or legal requirements evolve.
