Privacy Policy

Effective date: July 27, 2026
Last updated: July 27, 2026

1. Our Commitment to Privacy

Human Rights Train is committed to respecting and protecting the privacy, dignity, safety, and autonomy of the people and communities with whom we work.

Our activities may involve personal stories, lived experiences, human rights concerns, accessibility information, and other potentially sensitive information. We recognize that responsible privacy practices are especially important when working with communities that have experienced discrimination, exclusion, violence, displacement, or other human rights violations.

This Privacy Policy explains how Human Rights Train collects, uses, protects, retains, and discloses personal information through:

• Our website, www.humanrightstrain.com
• Email, newsletters, and online forms
• Programs, exhibits, consultations, and events
• Volunteer, board, employment, and contractor applications
• Donations, sponsorships, memberships, and partnerships
• Story, photograph, artwork, video, and exhibit submissions
• Surveys, research, evaluations, and community engagement
• Other activities operated or administered by Human Rights Train

In this policy, “Human Rights Train,” “HRT,” “we,” “us,” and “our” refer to the Human Rights Train organization and its authorized representatives.

2. What Is Personal Information?

Personal information is information about an identifiable individual. Depending on the circumstances, this may include:

• A person’s name, address, telephone number, or email address
• Age or date of birth
• Pronouns or preferred form of address
• Employment, volunteer, educational, or professional information
• Donation, transaction, or membership information
• Photographs, videos, audio recordings, or written stories
• Opinions, feedback, correspondence, or survey responses
• Accessibility, accommodation, or dietary information
• Information about identity, community membership, or lived experience
• Information relating to discrimination or a human rights concern
• Internet protocol address, device information, and website activity
• Any other information that could reasonably identify an individual

Personal information does not generally include information that has been properly anonymized so that it can no longer reasonably be connected to an identifiable person.

3. Information We Collect

Information You Provide

We may collect personal information when you:

• Contact us or submit an inquiry
• Subscribe to a newsletter or mailing list
• Register for an event, exhibit, workshop, or program
• Apply to volunteer, work, serve on the board, or provide contracted services
• Make a donation or sponsorship contribution
• Become a member, partner, supporter, or participating organization
• Submit a personal story, testimony, photograph, recording, artwork, or exhibit material
• Complete a survey, evaluation, feedback form, or consultation
• Request accessibility arrangements or accommodations
• Participate in a contest, campaign, public engagement activity, or community initiative
• Communicate with our staff, directors, volunteers, or representatives

You may choose not to provide certain information. However, this may prevent us from providing a requested service, processing an application, completing a transaction, or arranging an accommodation.

Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, including:

• Internet protocol address
• Browser and device type
• Operating system
• Pages visited
• Date and time of access
• Referring website
• General geographic region
• Interactions with website features
• Cookie and analytics information

We use this information to maintain website security, understand how the website is used, improve accessibility and performance, and evaluate our public outreach.

4. Why We Collect and Use Personal Information

Human Rights Train may collect and use personal information to:

• Respond to questions, requests, and correspondence
• Deliver programs, exhibits, events, educational resources, and community activities
• Register participants and communicate event information
• Recruit, screen, onboard, support, and manage volunteers, staff, directors, and contractors
• Process donations, memberships, sponsorships, and other transactions
• Issue acknowledgements or receipts where applicable
• Develop and maintain relationships with partners, museums, communities, sponsors, funders, and supporters
• Review and curate stories, photographs, artwork, and exhibit materials
• Obtain permission for the publication or exhibition of submitted materials
• Provide accessibility arrangements and accommodations
• Send newsletters, organizational updates, invitations, and fundraising communications
• Conduct research, evaluations, surveys, and program improvement
• Measure website use and communications performance
• Protect the safety, security, rights, and property of participants and the organization
• Prevent fraud, misuse, unauthorized access, and other harmful activity
• Meet legal, financial, contractual, insurance, and regulatory obligations
• Carry out another purpose explained to you when the information is collected

We will limit our collection to information that is reasonably necessary for the identified purpose.

5. Consent

Human Rights Train will seek meaningful consent before collecting, using, or disclosing personal information, except where consent is not required or would be inappropriate under applicable law.

Consent may be provided verbally, electronically, in writing, through an online form, or through a person’s actions, depending on the nature and sensitivity of the information.

When requesting consent, we will make reasonable efforts to explain:

• What information is being collected
• Why it is needed
• How it will be used
• Who may receive or access it
• Any reasonably foreseeable consequences
• How consent may be withdrawn

We will seek express consent when information is sensitive or when information will be made publicly available.

You may withdraw your consent by contacting us. Withdrawal will not affect uses or disclosures that have already occurred lawfully. In some situations, withdrawing consent may limit our ability to provide a service or continue your participation.

6. Personal Stories and Lived Experiences

Human Rights Train may invite people to contribute stories, testimonies, photographs, recordings, artwork, or other materials relating to human rights.

We will not knowingly publish, exhibit, distribute, or publicly identify a contributor without appropriate consent.

Before using submitted material publicly, we will seek to clarify:

• What material may be used
• Whether the contributor will be named, anonymous, or identified by a pseudonym
• Where and how the material may appear
• Whether the material may appear online, in print, on social media, in an exhibit, or in promotional materials
• Whether editing, translation, captioning, or adaptation is permitted
• How long the permission will remain in effect
• How the contributor may withdraw permission

Where reasonably possible, contributors may choose to remain anonymous or use a pseudonym.

A contributor may withdraw permission before publication or exhibition by contacting us. Once information has been publicly displayed, distributed, printed, archived, reposted, or shared by others, complete removal may not be possible. We will nevertheless make reasonable efforts to stop future uses under our control.

Submitting a story about another identifiable person does not automatically give Human Rights Train permission to publish that person’s information. We may request additional consent, remove identifying details, or decline to use the submission.

7. Sensitive Information

Some information entrusted to Human Rights Train may be highly sensitive. This can include information about identity, discrimination, disability, accessibility, health, displacement, persecution, family relationships, immigration experiences, or other lived experiences.

We will:

• Collect only the sensitive information reasonably necessary for an identified purpose
• Restrict access to authorized individuals who require it
• Avoid publishing sensitive information without express permission
• Use anonymized or aggregated information where reasonably possible
• Apply safeguards appropriate to the sensitivity of the information
• Avoid requesting unnecessary details about traumatic experiences
• Respect a person’s decision not to answer a question or share their story

Participation in storytelling, surveys, interviews, consultations, and similar activities will be voluntary unless clearly stated otherwise.

8. Children and Young People

Human Rights Train recognizes that children and young people require additional privacy protections.

When an activity involves a minor, we will provide age-appropriate information about how personal information will be used. We will obtain consent appropriate to the young person’s age, capacity, and circumstances, including the consent of a parent or legal guardian where required.

We will not knowingly publish a minor’s full name, image, personal story, contact information, or other identifying information without appropriate authorization and a documented reason for doing so.

We encourage parents, guardians, educators, and youth-serving organizations to contact us with questions about information involving a young person.

9. Donations and Payment Information

When you make a donation or payment, information may be collected by a bank, payment processor, fundraising platform, ticketing service, or other service provider.

Human Rights Train may receive information such as your:

• Name
• Contact information
• Donation or payment amount
• Transaction date
• Campaign designation
• Receipt information
• Communication preferences

We do not intend to directly store complete credit card or banking credentials unless specifically required and protected through an authorized financial system.

Payment providers process information according to their own privacy policies and security practices.

Unless you provide permission or disclosure is otherwise permitted by law, we will not publicly identify you as a donor or disclose the amount of your contribution.

10. Volunteers, Staff, Directors, and Applicants

When someone applies for a volunteer, employment, board, advisory, or contractor position, we may collect:

• Contact information
• Résumé and cover-letter information
• Skills, experience, qualifications, and availability
• References
• Interview notes
• Screening or background-check information where appropriate and lawful
• Accessibility and accommodation requests
• Emergency contact information after placement
• Information needed to administer the working relationship

This information will be used to assess applications, communicate with applicants, support onboarding, manage organizational relationships, meet legal obligations, and protect organizational and community safety.

Application information will only be shared with people involved in the recruitment or decision-making process, except where otherwise authorized or required by law.

11. Newsletters and Electronic Communications

Human Rights Train may send newsletters, updates, event invitations, fundraising messages, or other electronic communications where you have consented or where communication is otherwise permitted by law.

You may unsubscribe at any time by:

• Using the unsubscribe option included in the message, or
• Contacting us at [privacy or general contact email]

We may still send non-promotional communications that are necessary to administer a transaction, registration, application, donation, membership, partnership, or other active relationship.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Remember website settings
• Support essential website functions
• Maintain security
• Understand visitor traffic
• Evaluate the effectiveness of content
• Improve usability and accessibility

Cookies are small files stored on a user’s device. Some cookies may be essential for the website to operate, while others may support analytics or optional functionality.

You may be able to block or delete cookies through your browser settings. Blocking certain cookies may affect how the website functions.

Where required, we will provide a method for visitors to accept or reject non-essential cookies.

13. When We Share Personal Information

Human Rights Train does not sell or rent personal information.

We may disclose limited personal information to:

• Staff, directors, volunteers, contractors, or advisors who require it to perform authorized duties
• Website hosts, cloud-storage providers, email platforms, payment processors, registration platforms, and other service providers
• Museums, venues, transportation partners, exhibit hosts, or program partners where necessary to deliver an activity
• Funders or evaluators using aggregated or anonymized information where reasonably possible
• Professional advisors, insurers, accountants, auditors, or legal counsel
• Government, regulatory, law-enforcement, or emergency authorities where disclosure is required or permitted by law
• Another organization involved in a lawful restructuring, transfer, or continuation of Human Rights Train’s activities, subject to appropriate safeguards

Service providers are permitted to use personal information only for authorized purposes and are expected to protect it appropriately.

We may also disclose information with your express consent.

14. Information Stored or Processed Outside Canada

Some service providers may store or process information outside Canada. As a result, personal information may be subject to the laws of another country and may be accessible to courts, governments, law-enforcement agencies, or regulatory authorities in that jurisdiction.

When selecting service providers, Human Rights Train will consider the nature of the information, the provider’s safeguards, and the risks associated with cross-border processing.

You may contact us for additional information about our use of service providers outside Canada.

15. Retention and Destruction

We retain personal information only for as long as reasonably necessary to:

• Complete the purpose for which it was collected
• Administer an ongoing relationship
• Meet legal, accounting, insurance, funding, archival, or contractual requirements
• Resolve disputes
• Protect organizational and individual rights
• Maintain historically significant records where lawful and appropriate

Retention periods may vary depending on the type and sensitivity of the information.

When personal information is no longer required, we will securely delete, destroy, or anonymize it, subject to legal and legitimate archival requirements.

Information approved for permanent historical preservation will be managed with consideration for consent, dignity, access restrictions, cultural protocols, and the sensitivity of the material.

16. Safeguards

Human Rights Train uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information in our care. These may include:

• Access controls and password protection
• Multi-factor authentication where available
• Secure storage and transmission systems
• Role-based access restrictions
• Confidentiality expectations and agreements
• Privacy and security training
• Secure disposal practices
• Service-provider assessments
• Incident-response procedures
• Regular review of access and information holdings

No method of electronic transmission or storage is completely secure. Although we work to protect personal information, we cannot guarantee absolute security.

17. Privacy Incidents and Breaches

Human Rights Train will investigate suspected losses, unauthorized access, disclosures, or other privacy incidents.

Where required by applicable law, we will:

• Take reasonable steps to contain and address the incident
• Evaluate the risk of harm
• Notify affected individuals
• Report the incident to the appropriate privacy authority
• Notify other organizations or institutions that may be able to reduce the risk of harm
• Maintain required records
• Review and improve our safeguards

18. Accessing or Correcting Your Information

You may request:

• Confirmation of whether we hold personal information about you
• Access to your personal information
• An explanation of how your information has been used or disclosed
• Correction of inaccurate or incomplete information
• Withdrawal of consent
• Deletion of information where appropriate
• Information about our privacy practices and service providers

We may need to verify your identity before responding.

Access may be limited where permitted or required by law, including where disclosure would reveal another person’s personal information, confidential organizational information, or legally privileged information.

We will respond within a reasonable period and explain any decision to deny or limit a request.

19. Third-Party Websites and Social Media

Our website and communications may contain links to external websites, social-media platforms, donation services, museums, partners, sponsors, or other third parties.

Human Rights Train does not control the privacy practices, content, or security of third-party services. We encourage you to review the privacy policies of those organizations before providing personal information.

Information posted publicly on social media may be collected, copied, shared, or used by other people beyond our control.

20. Privacy Accountability

Human Rights Train will appoint a Privacy Officer or another responsible person to oversee compliance with this policy.

The Privacy Officer is responsible for:

• Responding to privacy questions and requests
• Reviewing privacy concerns and complaints
• Supporting appropriate information-management practices
• Coordinating responses to privacy incidents
• Reviewing this policy and related procedures
• Promoting privacy awareness within the organization

21. Questions and Complaints

Questions, requests, or concerns about this policy or our handling of personal information may be directed to:

Privacy Officer
Human Rights Train
Email: contact@humanrightstrain.com
Website: www.humanrightstrain.com

Please describe your question or concern and provide enough information for us to investigate. Do not send highly sensitive information.

We will review privacy complaints fairly and make reasonable efforts to resolve them.

Where applicable, an individual may also contact the Office of the Privacy Commissioner of Canada or another privacy authority with jurisdiction.

22. Changes to This Policy

Human Rights Train may update this Privacy Policy to reflect changes in our programs, technology, information practices, service providers, or legal obligations.

The revised policy will be posted on our website with an updated revision date. Where a change significantly affects how we use previously collected information, we will provide additional notice or seek renewed consent where appropriate.

23. Governing Privacy Standards

Human Rights Train will comply with privacy laws that apply to its activities, including the Personal Information Protection and Electronic Documents Act where applicable.

Even where a particular privacy law does not directly apply to an activity, Human Rights Train will seek to follow responsible privacy principles, including accountability, transparency, meaningful consent, limited collection, limited use and disclosure, appropriate retention, accuracy, safeguards, individual access, and a fair complaint process.