In order to create an account with The Elizabeth Greenshields Foundation (the “Foundation”) and access the application site and software used to process applications, you must agree to the terms and conditions that govern each of the following:
- The collection, use, retention and disclosure of all personal information that you may provide to the Foundation from time to time, including personal information provided in the course or for the purpose of creating an account, completing an application for a grant or receiving payment of any grant awarded to you (collectively, “personal information”);
- Your access to, and use of, the application site and software used to process applications; and
- E-mail communications with the Foundation.
Collection, Use, Retention and Disclosure of Personal Information
To create an account, you will be required to enter your first name, last name and email address. This information is necessary to access the application site and the software used to process applications, which is the only way to access, complete and file an application for a grant. The information that you provide in creating your account is used for purposes of identification and security; it may be used, for instance, to re-initialize your account should you forget your password. It will automatically populate the settings for your account. You may change or correct the information in your account settings at any time, simply by accessing your account.
To complete an application, you will be required to enter or upload more extensive personal information that may include, without limitation, your name, date of birth, gender, country of citizenship, address (current and mailing), proof of identity, educational background, etc. All information entered or uploaded is available from the time that it is entered or uploaded, and whether or not an application is submitted, to the authorized employees, officers, consultants and directors of the Foundation in the performance of their duties, on a need-to-know basis, and may be disclosed otherwise as permitted by privacy legislation. The Foundation requires the personal information that is provided in the application (and further information which might be requested at a later date, if awarded a grant) for purposes of identification and security; to review, evaluate and make a determination on the application, once it is submitted; to make payment of a grant, if awarded; for statistical analysis; and for historical and research purposes. You may change or correct the information in your application at any time, prior to its submission, simply by accessing it; however, no changes may be made by you to your application once it has been submitted.
Personal information provided by you is retained by the Foundation in its files and database for as long as it may require. It may be stored in the offices of the Foundation or in various computer systems of the Foundation or its service suppliers or in storage installations of the Foundation or its service suppliers, in Canada or outside Canada.
Access and Use of Application Site and Software
Access to the application site and the software used to process applications is made available to you solely for the purpose of creating an account and accessing, reviewing, completing and filing an application for a grant from the Foundation. You agree that, at all times:
- You will access and use same in accordance with all applicable laws and regulations and solely for the above purposes.
- Accounts and passwords may only be used by one individual per account. You will not create more than one account or enter information in the settings of any other account.
- You will keep your password and log-in information strictly confidential and will not grant access to your password, account, or user information to any other person.
- You will comply with the terms and conditions of access and use in effect from time to time.
The Foundation reserves the right, in its sole and absolute discretion, and at any time and from time to time, to block or limit your access to your account, your application, the application site or the software used to process applications, without notice or explanation.
Communications by and with the Foundation are to be conducted electronically. By creating an account, you consent to the use of electronic communication in your dealings with the Foundation and agree to receive electronically any communications from the Foundation relating to your account, your application(s), the award of any grant(s) and your obligations with respect to any of the foregoing matters, at the email address affiliated with the account created by you, or at such other email address of which you may advise the Foundation from time to time. You agree to keep this email address up to date, so that the Foundation can communicate with you electronically at all times, failing which you will not be eligible to submit an application and any application that you may have submitted will be automatically withdrawn.
You may at any time advise the Foundation that you do not wish to continue receiving electronic communications from the Foundation in connection with the foregoing matters. However, in such case, you will immediately cease to be eligible to apply and any application that you may have submitted will be automatically withdrawn.
Changes to your Personal Information or Account
To request the correction or deletion of any personal information to which you do not have direct access, or the deletion of your account, you may contact the Foundation at any time, at firstname.lastname@example.org. The Foundation will attempt to accommodate such requests, to the extent possible. However, if your account is deleted, any application submitted by you that is awaiting consideration by the Foundation will be automatically withdrawn and you will immediately cease to be eligible to apply. Please also note that the information contained in a submitted application on which a determination has been made by the Foundation forms part of the Foundation’s permanent records and the Foundation is required to retain an archived copy of such application for compliance and evidentiary purposes.