Privacy Policy
Effective Date: May 2026
The RCO Foundation (RCOF) is committed to protecting the privacy of individuals and organizations with whom it interacts.
RCOF collects only the information necessary to administer its grant program and meet its governance, legal, and regulatory obligations.
1. Scope
This policy applies to personal information collected by RCOF through:
Grant applications and supporting documents
Email communications and inquiries
Website contact forms
Voluntary submissions or correspondence
RCOF limits its collection of personal information to what is reasonably required for these purposes.
2. Information We Collect
.RCOF may collect the following types of information:
Contact Information
Name, title, and organization
Email address, phone number, and mailing address
Organizational Information
CRA registration number (for charities)
Governance and leadership information
Financial and operational details submitted as part of grant applications
Application and Project Information
Project descriptions, budgets, and supporting documentation
Interim and final reports related to funded projects
Information is typically provided directly by applicants or their authorized representatives
3. How We Use Information
RCOF uses personal information only for purposes consistent with its mandate, including:
Assessing grant eligibility and applications
Conducting due diligence and risk assessment
Supporting Board review and funding decisions
Monitoring funded projects and ensuring accountability
Meeting legal, regulatory, and audit requirements
Communicating with applicants and stakeholders
Information is not used for marketing or unrelated purposes.
4. Consent
By submitting information to RCOF, individuals and organizations consent to its collection, use, and disclosure for the purposes outlined in this policy.
Applicants are responsible for ensuring that they have obtained appropriate consent from any individuals whose personal information is included in submitted materials.
5. Disclosure of Information
RCOF does not sell or rent personal information.
Information may be shared only where necessary, including:
With Board members and authorized reviewers for evaluation purposes
With professional advisors (e.g., legal, financial, audit) under confidentiality obligations
Where required by law or regulatory authorities
All disclosures are limited to what is necessary and appropriate.
6. Data Storage and Security
RCOF takes reasonable administrative, technical, and physical measures to protect personal information against loss, theft, unauthorized access, disclosure, or misuse.
Information may be stored using secure third-party platforms appropriate for organizational use, including document storage and file transfer systems.
Access is restricted to individuals who require the information to perform their responsibilities.
7. Retention of Information
RCOF retains personal information only as long as necessary to fulfill its purposes, including:
Grant administration and reporting
Legal and regulatory compliance
Audit and recordkeeping requirements
Records related to grants and governance may be retained for extended periods to support accountability and compliance.
8. Website Use
RCOF’s website may collect limited non-identifiable information (such as browser type or pages visited) to improve functionality and user experience.
RCOF does not use cookies to collect personal information or track users across other websites.
9. Access and Correction
Individuals may request access to personal information held by RCOF and, where appropriate, request corrections.
Requests should be submitted in writing using the contact information below.
10. Contact
Questions, requests, or concerns regarding this Privacy Policy or the handling of personal information may be directed to:
The RCO Foundation (RCOF)
info@thercofoundation.ca
11. Policy Updates
RCOF may update this Privacy Policy from time to time to reflect changes in legal requirements or organizational practices. The most current version will be posted on this page.