Privacy Policy

Canadian Art Preservation Foundation (CAPF)
artpreservation.ca
Effective date: March 2026

1. Who We Are

The Canadian Art Preservation Foundation (CAPF) is a federally incorporated, registered charitable organization based in Vancouver, British Columbia. Our mission is to preserve works by lesser-known Canadian artists for future generations. This Privacy Policy describes how we collect, use, disclose, and protect personal information in connection with our website (artpreservation.ca), donation activities, artist intake processes, and communications.

CAPF is committed to compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the Personal Information Protection Act (British Columbia) (PIPA BC).

2. What Information We Collect

We collect personal information only for the purposes described in this Policy. Depending on your interaction with us, this may include:

Website visitors

  • IP address and general geographic location (country/region)
  • Browser type and device type
  • Pages visited and time on site (via anonymized analytics)
  • Search queries entered on the site

Donors

  • Full name and mailing address
  • Email address and telephone number
  • Donation amount and payment method (payment card data is processed by our payment processor and is not stored by CAPF)
  • Charitable tax receipt information

Artists and estate representatives

  • Name, contact information, and biographical details
  • Information about artworks (titles, dates, media, dimensions, provenance, condition)
  • Supporting documentation (exhibition records, correspondence, artist statements, journals, catalogues)
  • Signed donor gift agreements

Newsletter and communications subscribers

  • Name and email address
  • Communication preferences

Contact form inquiries

  • Name, email address, and the content of your message

We do not knowingly collect personal information from children under 13 without verifiable parental consent.

3. How We Use Your Information

We use personal information for the following purposes:

  • To process donations and issue charitable tax receipts as required under the Income Tax Act (Canada)
  • To catalog, document, and preserve artworks in accordance with our collection management policies
  • To communicate with donors, artists, and supporters about our programs, exhibitions, and initiatives
  • To send newsletters and updates to subscribers (with consent)
  • To respond to inquiries submitted through our website or contact channels
  • To maintain our donor and collection records as required by law and our charitable obligations
  • To analyze website usage in aggregate to improve our digital presence
  • To comply with legal obligations, including CRA reporting requirements for registered charities

We do not use personal information for automated decision-making or profiling.

4. Legal Basis for Processing

Our primary legal bases for collecting and using personal information are:

  • Consent — for newsletter subscriptions and non-essential communications
  • Contractual necessity — for processing donations and artist gift agreements
  • Legal obligation — for charitable tax receipting and CRA record-keeping
  • Legitimate interests — for website analytics and organizational communications related to our charitable mandate

5. Sharing and Disclosure

CAPF does not sell, rent, or trade personal information. We may share information in limited circumstances:

  • Service providers: We work with third-party providers for payment processing (e.g., Stripe or equivalent), email communications, and website hosting. These providers access information only as necessary to perform services on our behalf and are contractually required to protect it.
  • Legal compliance: We may disclose information if required by law, court order, or to protect the rights, property, or safety of CAPF, its donors, artists, or the public.
  • CRA and government bodies: As a registered charity, we are required to maintain certain donor records and file annual returns with the Canada Revenue Agency.
  • Partner institutions: Where an artwork donation involves a designated cultural institution partner (e.g., for CCPERB certification purposes), relevant artwork and donor information may be shared with that institution with the donor’s knowledge and consent.

We do not share personal information with third parties for marketing or commercial purposes.

6. Cookies and Tracking

Our website uses cookies and similar technologies to support basic functionality and site analytics. These may include:

  • Strictly necessary cookies: Required for the site to function (e.g., session management).
  • Analytics cookies: Used to understand aggregate visitor behaviour (e.g., via Google Analytics or equivalent). These are anonymized where possible.

You may configure your browser to refuse cookies or to alert you when cookies are being sent. Note that some site features may not function correctly if cookies are disabled.

We do not use cookies for advertising or cross-site tracking.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Policy, or as required by law. In particular:

  • Donor records and tax receipts are retained for a minimum of seven years as required by the CRA.
  • Artist intake documentation and collection records are retained indefinitely as part of CAPF’s archival mandate.
  • Newsletter subscription data is retained until you unsubscribe.
  • Website analytics data is retained in aggregate form only.

8. Your Rights

Subject to applicable law, you have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Withdraw consent for communications at any time (this will not affect lawful processing based on consent prior to withdrawal)
  • Request deletion of personal information, subject to our legal retention obligations
  • Lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated

To exercise any of these rights, contact us at the address below. We will respond within 30 days.

9. Security

CAPF takes reasonable technical and organizational measures to protect personal information against unauthorized access, loss, or misuse. Our website is served over HTTPS. Payment processing is handled by PCI-compliant third-party processors; CAPF does not store payment card data.

No method of transmission over the internet is completely secure. We cannot guarantee absolute security but are committed to handling personal information responsibly.

10. Third-Party Links

Our website may contain links to third-party websites (auction houses, galleries, government resources, etc.). This Policy does not apply to those sites. We encourage you to review the privacy policies of any external sites you visit.

11. Changes to This Policy

We may update this Policy from time to time. The effective date at the top of this page will reflect the most recent revision. Material changes will be communicated via a notice on our website. Continued use of the site after changes are posted constitutes acceptance of the updated Policy.

12. Contact

For privacy-related questions, requests, or concerns:

Canadian Art Preservation Foundation
Vancouver, British Columbia
Website: artpreservation.ca
Contact form: artpreservation.ca/contact-us/

For unresolved concerns, you may also contact:
Office of the Privacy Commissioner of Canada
priv.gc.ca | 1-800-282-1376

This Policy was prepared for informational purposes and does not constitute legal advice. CAPF recommends periodic review of this Policy with qualified legal counsel.