Privacy Policy

Our work may require individuals to provide personal, confidential, and in some cases highly sensitive information.

We take that responsibility seriously.

We take reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration, misuse, loss, theft, or destruction.

We manage personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act ("PIPEDA") where applicable, as well as other applicable provincial, federal, or international requirements.

Depending on your relationship with One Life and the programs or Services you use, we may collect information including:

• Name, address, telephone number, and email address
• Date of birth and other identifying information
• Emergency contact information
• Family and household information
• Travel and accommodation information
• Passport or identification information where required
• Medical, health, allergy, medication, accessibility, or emergency information where reasonably required for a program or activity
• Insurance information
• Volunteer or participant information
• Information concerning minors or dependants
• Background information where required for participation or screening
• Communications with One Life
• Information submitted through forms, questionnaires, applications, waivers, and agreements
• Electronic signatures, acknowledgements, and signed documents
• Photographs, video, or media permissions where applicable
• Payment or transaction information
• IP address, device information, browser information, login activity, timestamps, and other security or technical information
• Any other information that you voluntarily provide to us

We aim to collect only information reasonably necessary for the purposes identified at or before the time of collection.

Some information collected through our Services may be particularly sensitive.

This can include health information, identification documents, information concerning children, emergency information, travel information, signed legal documents, and other confidential information.

Where appropriate, One Life may apply additional safeguards or access restrictions to sensitive information.

Users should only provide sensitive information requested by One Life and should avoid submitting unnecessary confidential information through open-text fields or other areas not specifically intended for that information.

We may use personal information to:

• Administer One Life programs, trips, events, missions, volunteer opportunities, and services
• Process registrations and applications
• Communicate with participants, volunteers, parents, guardians, donors, staff, or other authorized individuals
• Coordinate travel, accommodations, transportation, and logistics
• Address medical, safety, accessibility, or emergency requirements
• Verify identity where appropriate
• Prepare, execute, store, and administer agreements, waivers, releases, consents, and other documents
• Maintain records relating to participation in our programs
• Process payments or donations
• Protect the safety and security of participants, volunteers, staff, and others
• Prevent fraud, misuse, unauthorized access, or other security incidents
• Maintain and improve our websites, applications, and systems
• Meet insurance, regulatory, contractual, or legal requirements
• Respond to legal proceedings or lawful requests
• Protect the legal rights and interests of One Life, its participants, volunteers, employees, contractors, partners, and others
• Fulfill other purposes identified when the information is collected

We will not use personal information for materially different purposes without obtaining additional consent where required by law.

Where required, One Life obtains consent for the collection, use, and disclosure of personal information.

Consent may be provided electronically, in writing, verbally, through an authorized parent or guardian, or through an individual's actions, depending on the nature and sensitivity of the information and the circumstances.

You may withdraw consent to certain uses of your information by contacting us, subject to legal, contractual, operational, safety, and record-retention requirements.

Withdrawing consent may affect our ability to provide certain Services or allow participation in certain programs.

Our Services may allow users to review and electronically sign waivers, releases, agreements, consents, applications, or other documents.

We may maintain information associated with an electronic signature or document, including the signed document itself, the individual's name, date and time of signing, account information, IP address, device or technical information, document version, and other information reasonably necessary to establish the authenticity and integrity of the transaction.

Signed documents may be retained for legal, insurance, administrative, safety, or record-keeping purposes.

Our programs may involve children and youth.

Where appropriate or required by law, we may require a parent or legal guardian to provide information or consent on behalf of a minor.

Parents and guardians are responsible for ensuring that information submitted on behalf of a minor is accurate and that they have authority to provide that information and give any required consent.

Information concerning minors is treated as sensitive personal information and should only be accessed by individuals who reasonably require access for legitimate purposes.

One Life does not sell personal information.

We may disclose personal information when reasonably necessary to:

• Employees, volunteers, contractors, or representatives who require the information to perform their responsibilities
• Service providers that host, process, store, secure, transmit, or otherwise support our information systems
• Payment processors
• Electronic signature or document-management providers
• Travel, accommodation, transportation, insurance, medical, or emergency service providers when reasonably necessary
• Professional advisors, including lawyers, accountants, insurers, and technology or security professionals
• Partner organizations where disclosure is necessary to administer a program or service and is permitted by law
• Government authorities, regulators, courts, law enforcement, or other parties where required or permitted by law
• Other parties with your consent

Where reasonable and appropriate, we expect service providers handling personal information on our behalf to maintain appropriate safeguards.

One Life relies on third-party technology providers to operate portions of its Services.

These may include website hosting providers, cloud infrastructure providers, database providers, email providers, authentication systems, electronic signature services, payment processors, analytics providers, security providers, and other software platforms.

As a result, personal information may be processed or stored using infrastructure that is not directly owned or operated by One Life.

We take reasonable steps when selecting and using service providers. However, no third-party platform, cloud service, network, database, or electronic communication system can be guaranteed to be completely secure or continuously available.

Personal information may be stored or processed in Canada or in other jurisdictions in which One Life's service providers operate.

When information is processed outside Canada, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, regulatory agencies, or governmental authorities in accordance with local law.

Where required and appropriate, One Life takes reasonable measures to ensure service providers protect information transferred to them.

One Life uses reasonable safeguards appropriate to the nature and sensitivity of the information in our possession or control.

Depending on the system and circumstances, these measures may include:

• Password-protected accounts
• Access controls
• Restricted administrative access
• Encryption or secure transmission technologies
• Secure hosting and database services
• Authentication controls
• Software and system updates
• Backups
• Monitoring and logging
• Internal policies and procedures
• Limiting access to individuals who reasonably require it
• Security practices implemented by our technology providers

Despite these measures, no method of electronic transmission, internet service, cloud storage system, software platform, or electronic database can be guaranteed to be 100% secure.

Cyberattacks, software vulnerabilities, unauthorized third-party activity, human error, equipment failure, natural disasters, and other circumstances outside One Life's reasonable control can result in unauthorized access, disclosure, loss, or destruction of information.

Accordingly, while One Life takes reasonable steps to protect personal information, we cannot guarantee absolute security.

Users are responsible for taking reasonable measures to protect their own accounts and devices.

This includes maintaining the confidentiality of passwords, using secure devices and networks, signing out of shared devices, and notifying One Life if you believe your account or information has been compromised.

One Life is not responsible for unauthorized access resulting from a user's disclosure of credentials, failure to reasonably secure their account or device, or circumstances outside One Life's reasonable control, except to the extent responsibility cannot legally be excluded.

If One Life becomes aware of unauthorized access, loss, disclosure, or another security incident involving personal information, we will investigate and respond as reasonably appropriate in the circumstances.

This may include:

• Taking steps to contain the incident
• Securing affected systems
• Investigating the nature and scope of the incident
• Engaging technology, cybersecurity, legal, insurance, or other professionals
• Assessing the potential risk to affected individuals
• Maintaining records of the incident where required
• Notifying affected individuals where required by applicable law
• Reporting the incident to applicable privacy commissioners, regulators, law enforcement, insurers, or other authorities where required or appropriate

The nature of our response will depend on the circumstances, sensitivity of the information, likelihood of misuse, potential harm, and applicable legal requirements.

One Life takes privacy and information security seriously and uses reasonable measures designed to protect personal information.

However, users acknowledge that the transmission and storage of information electronically involves inherent risks and that absolute security cannot be guaranteed.

To the fullest extent permitted by applicable law, One Life and its directors, officers, employees, volunteers, contractors, representatives, and affiliated organizations will not be liable for losses or damages arising solely from circumstances beyond their reasonable control, including malicious third-party cyberattacks, unauthorized access, failures of third-party infrastructure, telecommunications failures, or previously unknown software vulnerabilities, provided that One Life has acted in accordance with its obligations under applicable law.

Nothing in this Privacy Policy excludes, restricts, or limits any responsibility or liability that cannot lawfully be excluded, restricted, or limited under applicable law.

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy legitimate operational, insurance, contractual, record-keeping, dispute-resolution, and legal requirements.

Different types of information may therefore have different retention periods.

Certain records, including signed waivers, agreements, consent forms, financial records, incident records, and records involving minors, may need to be retained for extended periods for legitimate legal or administrative reasons.

When personal information is no longer reasonably required, we may securely delete, destroy, or anonymize it, subject to applicable legal requirements and technical limitations such as backup systems.

Subject to applicable law, you may request access to personal information that One Life holds about you and may request correction of inaccurate or incomplete information.

We may need to verify your identity before fulfilling a request.

Certain information may be withheld where permitted or required by law, including information that would reveal confidential information about another person, information protected by legal privilege, or information that cannot legally be disclosed.

Our websites and applications may use cookies and similar technologies to operate the Services, maintain user sessions, remember preferences, improve functionality, detect security threats, and understand how our Services are used.

Some of these technologies may be provided by third parties.

Where required, additional consent may be requested before certain non-essential cookies or tracking technologies are used.

One Life may collect, retain, use, or disclose personal information where reasonably necessary and permitted by law to:

• Comply with legal obligations
• Respond to subpoenas, court orders, warrants, or other lawful requests
• Establish, exercise, or defend legal claims
• Investigate suspected fraud, misconduct, or unlawful activity
• Enforce agreements, waivers, policies, or terms
• Protect the safety of individuals
• Protect One Life's property, operations, legal rights, and legitimate interests

We may update this Privacy Policy periodically to reflect changes to our Services, technology, security practices, legal requirements, or organizational practices.

The current version will be made available through our website or application and will identify the date it was last updated.

Where required by law, we will obtain additional consent before using previously collected personal information for materially new purposes.

One Life has designated a person responsible for overseeing our privacy practices.

Questions, requests, concerns, or complaints regarding this Privacy Policy or the handling of personal information may be directed to:

Privacy Officer One Life One Chance Ministries [Email Address] [Mailing Address, if applicable] [Telephone Number, if applicable]

We will review privacy concerns and respond as reasonably appropriate and as required by applicable privacy legislation.

By using our Services and voluntarily submitting personal information, you acknowledge that you have reviewed this Privacy Policy and understand the practices described in it.

Where consent is required for a particular collection, use, or disclosure of personal information, that consent will be obtained separately or as part of the applicable registration, application, agreement, waiver, or other process.