Privacy Policy

Effective date: August 18, 2026 This website is operated by the Bill Chan campaign. It is a campaign website and is not an official City of Toronto website. 1. Information we collect Depending on how you use this website, we may collect information you choose to provide through campaign forms. Volunteer requests may include your name, email address, optional telephone number, partial postal code, preferred contact method, general availability, volunteer interests, languages you are comfortable using, an optional message, and related consent confirmations. Contact inquiries may include your name, email address, optional telephone number, partial postal code, subject, message, and related consent confirmations. Lawn sign requests may include your name, sign installation address, optional unit number, postal code, email address, telephone number, requested quantity, an optional note, and related consent confirmations. Contribution submissions may include your full legal name, residential address, optional unit number, city, Ontario postal code, email address, optional telephone number, intended contribution amount, contribution method, cheque pickup or delivery preference where applicable, contributor eligibility declarations, and Privacy Policy acknowledgement. The website does not ask for online banking passwords, bank account numbers, PINs, security answers, credit-card numbers, government identification, immigration status, race, ethnicity, religion, health information, sexual orientation, voting intention, or political-party affiliation through these campaign intake forms. 2. How we use your information We use information submitted through the website only as reasonably necessary to: • Review and respond to inquiries • Contact you about a volunteer request • Organize appropriate campaign volunteer activities • Coordinate and fulfill lawn sign requests • Review, reconcile, document, and administer campaign contribution submissions • Contact contributors where necessary to verify contribution information, arrange cheque pickup or delivery, or issue required campaign receipts after a contribution is actually received • Assign and track follow-up by authorized campaign team members • Protect the website and forms against spam, abuse, fraud, and duplicate submissions • Maintain campaign administrative, accounting, compliance, and security records where required Submitting a Contact, Volunteer, Lawn Sign, or Contribution form does not by itself subscribe you to a newsletter, create a supporter account, or provide consent for unrelated marketing communications. We do not sell or rent personal information. We do not use these form submissions to infer sensitive personal characteristics, create targeted political profiles based on sensitive attributes, or conduct third-party advertising profiling. 3. Contribution information and public financial disclosure A contribution form submission is an administrative record and does not by itself mean that a contribution has been received or accepted by the campaign. The campaign must maintain records required for municipal election campaign finance, including contributor information and contribution records. Where required by municipal election law and City of Toronto financial filing requirements, contributor information may be reported to the City of Toronto and become part of a public campaign financial statement. For contributors whose total contributions exceed the applicable public-reporting threshold, information such as the contributor's name, address, and contribution information may be included in public financial filings. The campaign website does not collect online banking passwords, banking account credentials, or credit-card information. Interac e-Transfers are completed separately by the contributor through their own financial institution. 4. Internal notifications and authorized access When a valid campaign form is submitted, configured campaign staff may receive an internal notification email. The notification is designed to contain only privacy-minimized administrative information, such as the submission type, a random reference number, submission time, language, workflow status, payment method where operationally necessary, and a secure link to the protected campaign administration system. The notification does not include submitted names, residential addresses, email addresses, telephone numbers, messages, volunteer interests, lawn sign installation details, or contribution amounts. Access to submitted personal information is restricted to authorized campaign team members according to their assigned responsibilities. Financial contribution records are subject to more restrictive administrative access than ordinary website content. 5. How information is protected Sensitive submission fields are encrypted by the application before they are stored in the campaign database. The website also uses access controls, protected administration pages, server-side validation, rate limiting, anti-spam controls, duplicate-submission protections, and security logging. No electronic storage or transmission method can be guaranteed to be completely secure. The campaign uses reasonable administrative and technical safeguards appropriate to the information being handled. 6. Service providers and professional advisers The campaign may use service providers for website hosting, backups, email delivery, security, and technical operations. Limited information may also be provided to accountants, auditors, legal advisers, election officials, or other professional advisers where reasonably necessary for campaign administration, financial reporting, compliance, audit, or legal obligations. We do not authorize service providers to use campaign submission information for their own advertising or profiling purposes. 7. Retention and anonymization Contact, Volunteer, and Lawn Sign information is retained only for as long as reasonably needed to respond to the request, coordinate campaign activities, maintain necessary operational records, protect the campaign against abuse, and meet applicable legal obligations. When identifying information is no longer reasonably required, authorized administrators may delete or anonymize it where appropriate. Campaign financial records are retained for the period required by municipal election law. Records required for the 2026 campaign are retained through at least November 15, 2030. Information may be kept longer where reasonably necessary for an unresolved audit, accounting, compliance, or legal matter. Contribution records will not be anonymized or deleted where identifying information must be retained for campaign finance, receipt, audit, filing, or other legal requirements. Where anonymization is appropriate, the campaign system may remove identifying personal information and internal notes while retaining limited non-identifying operational information such as submission type, language, date, random reference, and final workflow status. 8. Your choices and requests You may contact the campaign to ask us to: • Confirm whether we hold information submitted by you • Correct inaccurate information • Withdraw consent for future contact • Request deletion or anonymization where the information is not required to be retained for campaign finance, legal, accounting, security, or other legitimate operational requirements To protect your information, we may need to verify that the request relates to you. Privacy contact: contact@billchan.ca 9. Cookies and technical information The website may use essential session and security technologies required to operate forms, protect the administration system, and prevent abuse. The intake system does not permanently store your raw IP address. It may use short-lived, privacy-conscious technical fingerprints for spam prevention, rate limiting, duplicate detection, and abuse control. We do not use information submitted through these campaign forms for third-party advertising pixels or behavioural voter profiling. 10. Changes to this policy We may update this Privacy Policy when campaign practices, website features, or legal requirements change. The current version and effective date will be posted on this page. 11. Contact Questions or concerns about this Privacy Policy or the campaign's handling of personal information may be sent to: Bill Chan Campaign Email: contact@billchan.ca