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Privacy Policy
This Privacy Policy describes how the RESPONDER Partnership collects, uses, discloses, retains, and protects personal information when you visit www.responderpartnership.com.
1. Purpose and Scope
The RESPONDER Partnership is committed to protecting the privacy of individuals who interact with its website and to handling personal information responsibly.
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RESPONDER is hosted at Queen's University and handles personal information in accordance with applicable Queen's University policies and Ontario privacy requirements, including the Freedom of Information and Protection of Privacy Act (FIPPA).
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This Privacy Policy applies to personal information collected through the RESPONDER website and through forms linked from the website. RESPONDER currently collects personal information through its website contact form and may also receive information through its Report a Concern form.
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If RESPONDER introduces additional website functions that collect personal information, this Policy will be reviewed and updated accordingly.
2. Information We Collect
When you contact RESPONDER through the website contact form, we may collect:
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your name
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your email address
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information you choose to provide in your message.
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When you use the Report a Concern form, we may collect:
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identifying or contact information that you voluntarily provide
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information about the concern, including relevant dates, locations, individuals, organizations, witnesses, etc.
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information about other individuals connected to the report; and
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supporting files that you choose to upload, such as documents, messages, images, audio recordings, or videos.
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The Report a Concern form is configured to anonymize automatically collected response metadata and does not require respondents to provide their name or contact information.
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We encourage users not to include unnecessary personal, sensitive, or confidential information. Please do not upload or provide anything that could put you or another person at risk.
3. Why We Collect and Use Your Information
Information submitted through the website contact form is collected and used to receive, review, and respond to inquiries or requests.
Information submitted through the Report a Concern form may be used to:
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receive, review, and assess reported concerns;
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determine appropriate safeguarding, ethical, institutional, or referral steps;
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support appropriate follow-up where the respondent has provided contact information;
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identify patterns or trends that may inform RESPONDER’s accountability and prevention measures; and
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meet applicable legal, institutional, and reporting obligations.
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RESPONDER will not use information submitted through either form for unrelated purposes unless authorized or required by applicable law or University policy.
4. How Information Is Stored and Protected
RESPONDER takes reasonable administrative and technical measures to protect personal information against unauthorized access, use, disclosure, loss, or modification.
Access to information submitted through the contact form is limited to individuals who require access for RESPONDER-related responsibilities.
Access to submitted reports and uploaded files is restricted to authorized users with appropriate permissions.
Information may be shared with other authorized individuals only where necessary for appropriate assessment, referral, safeguarding, investigation, or follow-up, and in accordance with applicable University policies and legal requirements.
5. Retention and Disposal
RESPONDER retains personal information only for as long as necessary for the purpose for which it was collected and in accordance with applicable legal requirements and Queen’s University records-management policies.
The retention period for a submitted report and any uploaded files may depend on the nature of the concern, whether follow-up or referral is required, and any applicable safeguarding, investigative, institutional, or legal obligations.
When information is no longer required, it will be securely managed or disposed of in accordance with applicable Queen’s University retention and disposal requirements.
6. Sharing and Disclosure
RESPONDER does not sell or rent personal information collected through its website or linked forms.
Information submitted through the website contact form will be accessed or disclosed only where necessary to respond to the inquiry, administer RESPONDER activities, or comply with applicable legal or institutional requirements.
Depending on the nature of a report, relevant information may be shared on a need-to-know basis with authorized individuals responsible for safeguarding, ethics, complaint handling, institutional review, referral, or investigation.
Any disclosure will be limited to information reasonably necessary for the relevant purpose and handled in accordance with the confidentiality information provided in the form, applicable consent, Queen’s University policy, and legal requirements.
Where a service provider processes or stores information on RESPONDER’s behalf, the information will be handled in accordance with applicable University privacy and information-management requirements.
7. Cookies and Website Technologies
The website does not use cookies or similar tracking technologies to collect personal information, except for strictly necessary technical functions required to operate the site.
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If RESPONDER’s use of cookies or similar technologies changes, this Policy will be updated and, where required, appropriate notice or consent will be provided.
8. Access, Correction, and Privacy Questions
Individuals may contact RESPONDER if they have questions or concerns about personal information they have submitted through the website, or wish to request access to or correction of their personal information, subject to applicable law and Queen's University procedures.
Privacy-related inquiries may be submitted to:
Email: responderpartnership@gmail.com using “PRIVACY CONCERN” as the subject line.
9. Privacy Responsibility and Accountability
10. Privacy Breaches
11. Third-Party Websites
12. Updates to this Policy
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