Privacy and Confidentiality: Client Programs
Greener Village takes the privacy of the families we serve seriously. This section explains what information we collect when you register for one of our programs (such as the Backpack Program, Angel Tree, or Holiday Hamper), who can see it, and how we protect it.
What we collect
When you register, we collect the information needed to run the program and make sure support reaches the right families. This may include your name, email address, phone number, your client ID, and your children’s names, ages, and genders. For Angel Tree, we also collect gift ideas or interests you share for each child.
Who can see your information
Your personal information is available only to authorized Greener Village staff. We use it to administer the program, confirm eligibility, prepare orders, and contact you about pickup or follow-up.
We do not sell, rent, trade, or share your personal information with sponsors, donors, corporate groups, volunteers, or any other third party.
Volunteers cannot see your personal information. Volunteers help with tasks such as sorting and receiving gifts, but their access is limited to the details needed for that task. They cannot view client names, contact details, or the original registration records.
How we protect children’s identities in Angel Tree
Angel Tree gift tags are displayed in public spaces and handled by sponsors, so we take extra steps to protect children’s identities:
- Children’s real names are never used on gift tags. Each child is assigned a randomly generated alias, and only the alias appears on public-facing tags.
- Tags show only the information a sponsor needs to choose a gift: the alias, age, gender, and a gift idea.
- Gift requests are identified by a gift ID code, not by your family’s name or contact information.
- Your family’s name appears only on the pickup tag for your completed order, which is handled by Greener Village staff and volunteers when preparing your order for pickup.
- Sponsors never receive information that would let them identify or contact a family.
Sponsor information
If you sponsor an Angel Tree gift, we collect your name, phone number, and email address so we can track your gift and follow up if needed. This information is used only by Greener Village staff for this purpose. It is not shared or used for unrelated marketing.
Reporting and statistics
When we share program results with our board, funders, or the public, we use only totals and summaries (for example, the number of families or children served). These reports do not identify individuals or families.
Keeping information secure
Registration records are stored in a password-protected system. Access is limited to authorized staff accounts. Volunteer accounts have restricted access, and volunteer activity is logged.
Retention
We keep registration information only as long as needed to run the program and meet our record-keeping needs.
Questions or requests
If you have questions about your information, or would like to see, correct, or request removal of it, please contact us at info@greenervillage.ca or call (506) 459-7461.