Privacy Policy

This policy was last updated on May 28, 2025. 

The Trottier Family Foundation (referred to as TFF, “we”, “our” or “us”) is committed to protecting the privacy of our grantees, partners, staff and visitors to our website. We are committed to being accountable and transparent in how we treat the information that is shared with us.   

The purpose of this policy is to inform you of the how we collect, use and, when necessary, disclose your personal information.  “Personal information" is data that identifies you as an individual or allows us to identify you as an individual (such as your name, home address, telephone number or other information you provide to us in connection with our services).  By providing information to TFF — whether by applying for funding, signing up for our newsletter, attending events, or using our website — you consent to our use of that information in accordance with this policy. 

1.To contact our Privacy Officer

You have the right, at any time, to request access to your personal information, its correction, removal or destruction.  If you wish to file a complaint regarding how your personal information has been used or stored, you may contact our Privacy Officer. Every effort will be made to address the complaint as quickly as possible, in an impartial and respectful manner. You also have the right to file a complaint to the Commission d’accès à l’information du Québec if necessary.  
 
Our Privacy Officer can be reached in two ways:  
By e-mail: confidentialite@trottierfoundation.com 

By mail:  
Privacy Officer – Treatment of Personal Information 
51 rue Sherbrooke Ouest, Montreal QC, H2X 1X2  

2. How we use your information

How we use your personal information depends on the nature of your relationship with TFF. In all cases, information collected by TFF is kept strictly confidential; it is only accessible by authorized employees who require the use of this information for the performance of their duties.  

We collect information in two ways:  

Voluntary collection:  

1. Communications (newsletter or event registration) 
   If you register to receive our communications, we collect personal information directly from you using a third-party platform. This information includes your name, email address, and any other information you choose to provide (such as the organization where you work, job title, etc.).  
    
   We collect your information to communicate with you about TFF’s activities and to keep you informed of events, updates and opportunities from our partners and grantees.  

   
   We may share personal information with certain third parties, including service providers and/or partners who may assist us in managing our newsletter, or providers of cloud-based software and infrastructure to store and process your personal information. 
    
   If you would like to unsubscribe from TFF communications, you may use the “unsubscribe” link indicated at the bottom of the newsletter or event email. 
   

2. Grant applications and Grant Administration 
   If you apply for a grant from TFF, you will be required to create an account using a third-party platform. The information you supply using this platform is stored on servers in Quebec and is subject to Canadian laws and regulations. We may collect the following information:  

   -Personal name, job title, professional email and telephone number.  

   -Organizational information, including organization name, organizational email and mailing address, names of staff and board members, financial information including audited financial statements.  

   -In the case of organizations submitting with a fiscal sponsor: You may be required to submit information regarding the organizations you are partnering with. By submitting information about individuals at other organizations, you confirm that you have received their consent to do so. You may also submit other information you choose to provide about yourself or your organization.  

   We will use this information to review your application, as part of the administration of your grant or contract and to send you information pertinent to our business relationship, or for other purposes disclosed at the time of collection or otherwise compatible with the above and applicable law. 
   

3. Employee applications 
   If you apply for a position at TFF or the Eclipx Family Office, you will be asked to share personal information with us via email. During the application process, we may collect the following information:  

   -Name, address, email address and telephone number 

   -Resume, work history, education, professional licenses or certifications, references 

   -Work visas or authorizations, if necessary 

   -Any other information you choose to provide 

   We will use this information respond t to respond to inquiries and assess the application, schedule interviews, etc. We may also retain anonymized data in order to improve employment practices and policies.   

Automatic Data Collection 

Our website uses cookies to collect statistical information about visitors and to ensure the proper functioning of the site and its services. Cookies are small text files that are downloaded to your device when you visit a website. They enable our website to recognize and store information about your device and to read this information each time you access the website. 

The TFF website uses two types of cookies:  

1. Functional cookies which are necessary to the enable the proper functioning of the website. These cookies cannot be turned off and do not store any personally identifying information.   
    
   Below are the functional cookies we use on our site:  
   Rc::a 
   This cookie is set by the Google recaptcha service to identify bots to protect the website against malicious spam attacks. 
   Cookie type: Third-party 
   Duration: Session 
    
   Rc::c 
   This cookie is set by the Google recaptcha service to identify bots to protect the website against malicious spam attacks. 
   Cookie type: Third-party 
   Duration: Session 
    
   crumb 
   Squarespace sets this cookie to prevent cross-site request forgery (CSRF). 
   Cookie-Type: First-party 
   Duration: Session  
   

2. Analytics cookies which enable us to determine the number of visits, sources of traffic, page performance and user navigation. We use this information to measure and improve the performance of our website. These cookies do not store personally identifying information; they can be turned off using the cookie banner visible across all pages on the website. If you do not accept these cookies, we will not be informed of your visit to our site.   

   
   Below are the analytics cookies we use on our website: 
   ss_cvr 
   SquareSpace sets this cookie to identify unique visitors and track a visitor’s sessions on a site. 
   Cookie Type: first-party 
   Duration: 1 year, 1 month, 4 days.  
    
   ss_cvt 
   SquareSpace sets this cookie to identify unique visitors and track a visitor’s sessions on a site. 
   Cookie Type: first-party 
   Duration: 1 hour 

If you have questions or concerns regarding the cookies used on our website, you may contact our Privacy Officer at:  confidentialite@trottierfoundation.com 

3. Disclosure of personal information to third parties

The personal information you provide to us directly or via website tracking will not be traded or sold to third party organizations. However, we do sometimes share information with third-party vendors who help us manage our services. They are:  

1.Mailchimp: When you register for our newsletter on our website, your personal information is transferred to Mailchimp. This information is saved on Mailchimp’s servers in California, USA and is subject to Mailchimp’s privacy policy and data processing addendum.  

2.Squarespace: When you visit our website or register for our newsletter, your information is saved on Squarespace’s servers in the USA and falls under Squarespace's Privacy Policy and Data Processing Addendum.   

3. SurveyMonkey Apply: when you apply for a grant, your information is stored on SurveyMonkey Apply’s platform which is located in Quebec, Canada. You can view Survey Monkey Apply’s privacy policy here.  

4.Salesforce: If your grant application is successful, your personal information, organizational information is stored and managed on the Salesforce platform. TFF’s Salesforce servers are located in Quebec, Canada and are subject to the Salesforce privacy policy.

Additionally, in some circumstances the Foundation may be obliged to disclose Personal Information to government bodies, law enforcement agencies and other third parties under applicable laws in order to comply with legal process and/or legal obligations.  

4. Storage, retention, and deletion of personal information

To ensure the security of personal information, any data collected is stored in a secure area and is accessible only by authorized TFF employees. We have put into effect appropriate procedures to safeguard and secure the information we collect. 

We may keep your Personal Information for as long as is necessary to fulfill the purpose for which it was collected, and for a reasonable time thereafter, or as required by law. Once your personal information is no longer required, we will destroy or anonymize it.