1. Introduction

The Yves and Gladys Cheng Foundation (hereinafter “the Foundation”, “we”) is committed to protecting the confidentiality of personal and confidential information collected via its website (https://chengfoundation.ca), particularly during grant applications.

This policy details our practices in accordance with applicable laws in Quebec (Law 25).

2. Privacy Officers

For any questions regarding the management of your data, please contact the Privacy Officers:

• Officers: Yves & Gladys Cheng
• Email: admin@chengfoundation.ca

3. Information Collection

We collect information necessary for evaluating grant applications and administering the Foundation:

• Organization Information: Organization name, Charitable Registration Number, address.
• Representative Information: Name, surname, and email of the person submitting the application.
• Documents and Files: Any documents attached to the application form.
• Technical Data (Cookies): IP address, browser type, and site behavior (via our analytics tools).

Note: We do not collect personal financial information, personal budgets, or CVs containing private residential addresses, unless such contact details are those of the organization.

4. Use of Information

The data collected is used strictly to:

• Analyze and process grant applications;
• Communicate with organization representatives (responses, follow-ups, requests for clarification);
• Maintain a historical record of relationships with supported organizations;
• Improve our website performance (via traffic analysis).

5. Sharing and Hosting

No Sale or External Sharing: Your information is never sold. It is accessible only to the Foundation’s internal administration (Yves and Gladys Cheng and authorized administrative staff). No external committee has access to your data.

Technical Providers:

• Hosting: Our website is hosted by Hostpapa.
• Analytics: We use traffic analysis tools.
• Transfer outside Quebec: Although the Foundation is based in Quebec, our providers (Hostpapa) may host data on servers located elsewhere in Canada or abroad. By using this site, you consent to this transfer necessary for technical operations.

6. Data Retention

• Rejected Applications: Retained for a few years for reference in case of re-application, then securely destroyed.
• Accepted Applications: Files are retained for the duration of the relationship with the organization and in accordance with fiscal and legal requirements applicable to foundations.

7. Your Rights

You have the right to access, correct, and withdraw consent regarding your personal information. To exercise these rights, please contact the Officers at the email address mentioned above.