Project Funding Privacy Policy and Website Notices

Youth With A Mission (BC) Society

Prepared for projectfunding.ca

Effective September 10 2026

This document contains the public privacy policy for the Project Funding portal, short notices for key website forms, and implementation items that must be completed before publication. Part Three is for internal use and should not be posted as part of the public policy.

Contents

• Part One Public Privacy Policy
• Part Two Website Collection Notices
• Part Three Implementation Items Not for Publication

Part One Public Privacy Policy

1 Purpose and Scope

Youth With A Mission (BC) Society operates Project Funding Canada and is responsible for personal information under its control. In this policy, “YWAM BC,” “Project Funding,” “we,” “us” and “our” refer to Youth With A Mission (BC) Society as it operates the Project Funding program and portal.

This policy explains how we collect, use, disclose, retain and protect personal information through projectfunding.ca and related Project Funding services. It applies to applicants, Project Leaders, Ministry Supervisors, representatives of YWAM operating locations, donors whose information is made available through the portal, and other people who communicate with us.

The portal is intended for adults who are at least 18 years old. We do not knowingly permit a person under 18 to create an account.

2 Organizations Involved

Youth With A Mission (BC) Society YWAM BC is responsible for approving and overseeing Projects, administering Project Funding accounts, managing agreements and reports, maintaining accountability and compliance records, and arranging distributions for approved Projects. YWAM BC is accountable for the personal information it controls, including information processed for it by service providers.

Youth With A Mission Foundation Youth With A Mission Foundation is a separate registered Canadian charity that processes donations and issues charitable receipts. It may collect information directly from donors under its own privacy practices. It provides YWAM BC with information needed to administer donations designated for approved Projects, reconcile accounts and meet legal and charitable obligations.

Service Providers We use service providers to host, maintain and secure the portal, provide email and document services, support financial transactions, and perform accounting, audit and professional services. iFocus Consulting hosts and supports the portal. The production database is hosted in Oregon, United States, and a backup of the website is maintained in Canada. Service providers may process personal information only for authorized purposes and are required to protect it under their contracts and applicable law.

3 Personal Information We Collect

Depending on how you use Project Funding, we may collect the following information:

Information about participation in YWAM, ministry activities or supervision may reveal religious beliefs or affiliation. We treat this information as sensitive and use it only for Project Funding administration, oversight, accountability and related legal purposes.

Please do not send a Social Insurance Number, banking information or other highly sensitive information through ordinary email or the general contact form. Use only the secure portal field provided for that purpose.

4 How We Collect Personal Information

We collect personal information:

• directly from you when you create an account, submit an application, sign an agreement, provide banking or tax information, file a report or contact us
• from your Ministry Supervisor, supervising YWAM operating location or authorized YWAM leader
• from YWAM Foundation in connection with donations designated for an approved Project
• automatically when you use the portal, through essential cookies, logs and security tools
• from service providers or public authorities when needed to verify information, investigate an incident or comply with law

5 Why We Use Personal Information

We use personal information to:

• create, authenticate and support portal accounts
• review applications and determine whether a proposed Project is eligible and consistent with YWAM BC's charitable purposes and policies
• prepare, sign, administer and renew Project Leader and supervision agreements
• provide charitable administration, oversight, compliance support and funding services
• review quarterly and final reports against approved Project descriptions, budgets and expected outcomes
• administer donations, reconcile Project accounts and arrange distributions
• prepare and file tax information returns, including T4A information returns when required
• communicate with Project Leaders, Ministry Supervisors, operating locations, donors and other authorized contacts
• respond to questions, account changes, support requests and complaints
• maintain accurate accounting, audit, charitable and regulatory records
• protect accounts and systems, prevent fraud or misuse, investigate incidents and enforce agreements and policies
• comply with legal requirements and respond to lawful requests

6 Consent and Other Authority

We obtain consent where required and collect, use or disclose only the information reasonably necessary for identified purposes. Some information is required to assess or administer a Project, meet tax and charitable obligations, process distributions, protect the portal or perform an agreement. If required information is not provided, we may be unable to approve or administer a Project or provide the requested service.

We seek express consent for sensitive information, optional communications and uses or disclosures that a person would not reasonably expect, unless another legal authority applies. Consent may be withdrawn subject to legal, contractual and operational restrictions. Withdrawal does not affect processing already lawfully completed, and we may retain information that the law requires us to keep.

Where European or United Kingdom data-protection law applies, our legal grounds may include steps requested before entering an agreement, performance of an agreement, compliance with legal obligations, our legitimate interests in administering and safeguarding Project Funding, consent, and the legitimate activities of a not-for-profit body with a religious aim, with appropriate safeguards.

7 Social Insurance Numbers

We collect a Social Insurance Number only when it is required for Canadian income-reporting or related legal purposes. We do not use a SIN as a general account identifier or for routine identity verification. Access is limited to authorized personnel and service providers who need it for tax administration, accounting, security or legal compliance. A person who is not subject to the relevant Canadian reporting requirement will not be required to provide a Canadian SIN.

8 Banking Information

We use banking information to establish and verify distribution instructions, make approved payments, reconcile transactions and address payment errors. We disclose it only to authorized personnel and to banks, payment providers, accountants, auditors and technology providers as reasonably necessary for those purposes or as required by law. Project Leaders must use the secure portal to provide or update banking information.

9 Donor Information Visible to Project Leaders

YWAM Foundation may provide YWAM BC with donor names and giving history associated with an approved Project. YWAM BC may display relevant donor names and donation history to the authorized Project Leader for that Project so the Project Leader can acknowledge support, steward donor relationships and reconcile Project records. Project Leaders may use this information only for authorized Project purposes, must protect its confidentiality and must not sell it, share it outside authorized YWAM structures or use it for unrelated solicitation.

Payment-card numbers, donor bank-account information and other payment credentials are not made available to Project Leaders through the portal. Donor information is subject to donor instructions, applicable law and the privacy practices communicated by YWAM Foundation when the donation is made.

10 When We Disclose Personal Information

We may disclose personal information to:

• authorized YWAM BC staff, officers, directors and professional advisers
• the Ministry Supervisor, supervising YWAM operating location and authorized YWAM leaders responsible for oversight and accountability
• YWAM Foundation for donation administration, receipting, reconciliation and compliance
• iFocus Consulting and other technology, hosting, email, document, banking, payment, accounting and security providers
• accountants, auditors, insurers, legal counsel and other advisers
• the Canada Revenue Agency and other public authorities when required or permitted by law
• another organization involved in a proposed reorganization or transfer of responsibility, subject to appropriate confidentiality and legal safeguards

We do not sell personal information.

11 Storage and Processing Outside Canada

The Project Funding production database is hosted by iFocus Consulting in Oregon, United States, and a backup of the website is maintained in Canada. Personal information in the production database may therefore be stored or processed in the United States and may be subject to US law. Courts, law-enforcement agencies or national-security authorities in the United States may be able to access information in circumstances permitted by US law.

YWAM BC remains accountable for personal information transferred to a service provider for processing. We use contractual, organizational and technical measures appropriate to the sensitivity of the information. Where European or United Kingdom transfer rules apply, we use an approved transfer mechanism or another lawful basis for the transfer.

12 Retention and Destruction

We retain personal information only as long as reasonably necessary for the purposes described in this policy and to meet legal, accounting, audit, charitable, tax, dispute-resolution and security requirements.

• Financial, tax, agreement, distribution and Project accountability records are generally retained for seven years after the end of the relevant fiscal year or relationship, or longer when required by law, an audit, a legal hold or an unresolved dispute.
• Unsuccessful or withdrawn applications and ordinary support communications are generally retained for two years after the last action, unless a longer period is reasonably required for a complaint, security matter, legal obligation or future application requested by the individual.
• Active account and Project information is retained while the account or Project remains active and for the applicable period after closure.
• Information in backups may remain until the backup is securely overwritten or destroyed under the applicable backup schedule.

When information is no longer required, we securely delete, destroy or anonymize it.

13 Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity, amount, format and location of the information. These safeguards include restricted access based on role and need, authentication controls, secure transmission, logging and monitoring, confidentiality obligations, service-provider requirements, backups and procedures for responding to suspected incidents. No system can eliminate every security risk.

Account holders are responsible for choosing a strong, unique password, protecting their sign-in credentials, signing out on shared devices and notifying us promptly if they believe their account or information has been compromised.

14 Cookies and Similar Technologies

The portal uses essential cookies and similar technologies to authenticate users, maintain sessions, remember an optional “Remember me” choice, prevent cross-site request forgery, preserve security and operate requested features. Blocking essential cookies may prevent the portal from working.

The portal also obtains web resources from external providers, which may receive an IP address, browser information and request details when a browser connects to them. Current providers may include Google Fonts, Font Awesome, Microsoft's ASP.NET content-delivery network and Telerik's Kendo content-delivery network. These providers may process information outside Canada.

We do not use advertising cookies through the portal. If we introduce non-essential analytics or other optional cookies, we will describe them in the Cookie Policy and request consent before using them where required. Users may manage optional cookies through the available cookie controls and may also adjust browser settings.

15 Communications

We send administrative messages needed to operate an account or Project, such as email confirmation, password reset, application, reporting, agreement, security and distribution messages. Where we send optional promotional or fundraising communications, we obtain consent when required and provide an unsubscribe method. Unsubscribing from optional messages does not stop necessary account or service communications.

16 Accuracy

We take reasonable steps to keep personal information accurate, complete and current for the purposes for which it is used. Account holders should update their contact, banking, tax, supervision and Project information when it changes. We may ask for reasonable verification before making a sensitive change.

17 Access Correction and Privacy Choices

A person may ask to access personal information held by YWAM BC, request correction of inaccurate information, ask questions about its use or disclosure, or withdraw consent where consent is the applicable basis. We may need to verify identity before responding. Access may be limited where permitted or required by law, including where disclosure would reveal another person's information, confidential commercial information or information protected by legal privilege.

People in some jurisdictions may also have rights to request deletion, restrict or object to processing, receive certain information in a portable format, or complain to a privacy or data-protection authority. These rights are subject to applicable exceptions, including obligations to maintain charity, tax, contractual and legal records.

18 Privacy Incidents

We assess suspected loss of, unauthorized access to, or unauthorized use or disclosure of personal information. We record privacy breaches and notify affected individuals, regulators or other organizations when required by applicable law.

19 Adults Only

Project Funding accounts are limited to people who are at least 18 years old. If we learn that a person under 18 has created an account or submitted personal information without appropriate legal authority, we will take reasonable steps to close the account and delete the information unless retention is required by law or needed to protect the person or another individual.

20 Changes to This Policy

We may update this policy when our services, technology, service providers or legal obligations change. We will post the updated policy with a new effective date. If a change materially affects how we use or disclose personal information, we will provide additional notice and seek new consent where required.

21 Contact and Complaints

Questions, requests and complaints may be directed to:

Privacy Officer
Youth With A Mission (BC) Society
Project Funding Canada
PO Box 57100 RPO East Hastings
Vancouver BC V5K 5G6
Canada
Email privacy@projectfunding.ca

We will review and respond to privacy complaints within a reasonable time. If a concern is not resolved, a person may contact the Office of the Information and Privacy Commissioner for British Columbia, the Office of the Privacy Commissioner of Canada where applicable, or the privacy authority in the person's jurisdiction.

Part Two Website Collection Notices

The following short notices should be displayed at the relevant point of collection. They supplement the full Privacy Policy and should be adapted only when the underlying data flow changes.

Account Registration Notice

Youth With A Mission (BC) Society collects your registration information to create and secure your Project Funding account, confirm your email address and provide access to applications and Project services. The portal is restricted to people who are at least 18 years old. Required information is identified on the form. For details about our uses, disclosures, US hosting, retention and your rights, read the Project Funding Privacy Policy.

Required acknowledgement
I confirm that I am at least 18 years old and acknowledge that I have read the Project Funding Privacy Policy.

Application Notice

YWAM BC collects the information in this application to assess eligibility, establish identity and contact information, review the proposed Project, confirm supervision and accountability, prepare agreements and meet charitable and legal requirements. We may verify relevant information with your Ministry Supervisor, supervising YWAM operating location and authorized YWAM leaders. If required information is not provided, we may be unable to consider or approve the application.

Sensitive information acknowledgement
I understand that my application and participation in Project Funding may reveal my religious or philosophical beliefs or affiliation. I authorize YWAM BC to use this information and share relevant application, Project and accountability information with my identified Ministry Supervisor, supervising YWAM operating location and authorized YWAM leaders for the purposes described above, subject to the Project Funding Privacy Policy.

Social Insurance Number Notice

YWAM BC collects your Social Insurance Number only for Canadian income-reporting and related legal purposes, including preparing and filing a T4A information return where required. We do not use your SIN as a general account identifier. Access is restricted to authorized personnel and service providers who need it for tax administration, accounting, security or legal compliance. The portal's production database is hosted in Oregon, United States, and a website backup is maintained in Canada. Do not send your SIN by ordinary email or include it in a Project report. If Canadian reporting does not apply to you, you will not be required to provide a Canadian SIN.

Banking Information Notice

YWAM BC collects your banking information to establish and verify distribution instructions, transfer approved Project funds, reconcile transactions and correct payment errors. We disclose it only to authorized YWAM BC personnel and to banks, payment providers, accountants, auditors and technology providers as necessary for these purposes or as required by law. The portal's production database is hosted in Oregon, United States, and a website backup is maintained in Canada. Use this secure field rather than email to provide or update banking information.

Electronic Signature Notice

When you sign electronically, YWAM BC records your name, signature, date and time, agreement version and related technical evidence to establish that the agreement was presented and accepted. We retain signed agreements and related evidence for the agreement's administration and for legal, audit, charitable and tax purposes.

Quarterly and Final Report Notice

YWAM BC collects this report to verify that the Project is carrying out its approved activities, working toward its expected outcomes, using funds for authorized purposes and remaining accountable to the Ministry Supervisor and YWAM BC. Relevant report information may be reviewed by authorized YWAM BC personnel, the Ministry Supervisor, the supervising YWAM operating location, auditors and professional advisers. Do not include SINs, banking credentials or unnecessary personal information about beneficiaries or other third parties.

Contact Form Notice

YWAM BC uses your name, email address, selected subject and message to respond to your request and maintain a support record. Ordinary support messages are generally retained for two years after the last action. Do not include a SIN, banking information, password or other highly sensitive information in this form.

Cookie Notice

ProjectFunding.ca uses essential cookies to sign users in, protect accounts and forms, maintain sessions, remember an optional “Remember me” choice and operate requested features. These cookies are necessary for the portal and cannot be disabled through our controls. You may block them in your browser, but the portal may not work.

The portal also loads resources from external providers, currently including Google Fonts, Font Awesome, Microsoft's ASP.NET content-delivery network and Telerik's Kendo content-delivery network. These providers may receive your IP address and browser or device information and may process it outside Canada. We do not currently use advertising cookies through the portal. If we introduce non-essential analytics or other optional cookies, we will identify them and request consent before using them where required.