Privacy Policy

Our Commitment

Muslim Women’s Justice Association (MWJA) is committed to respecting and protecting the privacy of individuals whose personal information it collects, uses, or retains. This includes individuals who contact us, express an interest in joining or supporting our work, subscribe to our newsletter, or otherwise interact with MWJA.

This Privacy Policy explains what personal information we may collect through our website, why we collect it, how we use and protect it, when it may be shared, and what choices and rights individuals may have regarding their information.

MWJA seeks to handle personal information in accordance with applicable privacy laws, including the principles of the Personal Information Protection and Electronic Documents Act (“PIPEDA”), where applicable. Our privacy practices are intended to promote transparency, accountability, and the responsible handling of personal information.

Scope of this Policy

This Policy applies to personal information collected through the MWJA website and the website forms and communication channels described below. It covers information submitted through our general contact form, our “Join Us” form, and our newsletter subscription form, as well as related communications and information reasonably necessary to manage those interactions.

This Policy does not automatically govern the privacy practices of third-party websites, services, or platforms that MWJA does not control. Where a person follows a link to an external service, that service’s own privacy policy and terms may apply.

MWJA may update this Policy from time to time to reflect changes to our website, activities, service providers, or applicable legal requirements. The updated version will be published on this page. Individuals are encouraged to review this Policy periodically.

Definitions for the purpose of this Policy

Personal Information:

Information about an identifiable individual, as defined by applicable privacy law. Depending on the circumstances, this may include a person’s name, email address, telephone number, location, interests, affiliations, communications, or other information that identifies or could reasonably identify them.

Collect:

To obtain or receive personal information directly from an individual or through another permitted source.

Use:

To access, review, organize, or otherwise handle personal information for an identified purpose.

Disclose:

To make personal information available to another person or organization outside MWJA, including a service provider where applicable.

Third-Party Service Provider:

An external person or organization that provides services to or on behalf of MWJA, such as website hosting, website maintenance, email delivery, or other technical services.

Personal Information We Collect

The information collected depends on the form used and the information an individual chooses to provide. MWJA aims to limit collection to information reasonably necessary for the relevant purpose.

Contact Form:

When an individual contacts MWJA through our general contact form, we may collect their name, email address, any other contact details requested by the form, and the contents of their message. Individuals may voluntarily include additional information in their messages.

Join Us Form:

When an individual expresses an interest in joining, participating in, or supporting MWJA and its work, we may collect the information requested by the form, such as contact details, stated interests, and information provided about their willingness or ability to contribute.

Newsletter Subscription Form:

When an individual subscribes to our newsletter, we collect their email address and any other information requested by the subscription form. Submitting an email address does not, by itself, authorize MWJA to use it for unrelated purposes.

Information Provided Voluntarily:

Individuals may voluntarily disclose sensitive or confidential information in messages sent to MWJA, including information concerning personal circumstances, experiences of violence, legal issues, health, or other private matters. Our general website forms are not specifically designed as secure channels for submitting sensitive case information. Individuals should avoid including sensitive details unless the information is necessary and an appropriate communication channel has been arranged.

MWJA does not specifically request detailed survivor accounts or sensitive case information through its general website forms. If such information is nevertheless submitted, MWJA will handle it in accordance with applicable law and the safeguards reasonably appropriate to its sensitivity.

How We Use Personal Information

MWJA may use personal information for the following purposes, where relevant to the individual’s interaction with us:

To respond to enquiries, messages, and requests submitted through the contact form.
To review and respond to expressions of interest submitted through the “Join Us” form.
To communicate with individuals about MWJA’s activities, initiatives, programs, and opportunities when appropriate and permitted.
To administer newsletter subscriptions and, when newsletter communications begin, send updates to individuals who have appropriately subscribed.
To manage, maintain, troubleshoot, and improve our website and associated administrative processes.
To protect the website, prevent misuse, and address security or technical issues.
To comply with applicable legal obligations and respond to lawful requests where required or permitted by law.

MWJA will not knowingly use personal information for a materially different purpose without appropriate consent or another lawful basis, where required. If a new purpose arises, MWJA will take appropriate steps to inform affected individuals and obtain consent where necessary.

Consent

MWJA will seek meaningful consent for the collection, use, and disclosure of personal information where required by applicable law. The form of consent may depend on the nature and sensitivity of the information, the circumstances of collection, and the individual’s reasonable expectations.

By submitting a website form, an individual acknowledges that the information provided will be handled for the purposes reasonably associated with that form, as explained in this Policy. Submission of a general contact or “Join Us” form does not automatically constitute consent to receive ongoing marketing or newsletter communications.

Newsletter subscriptions are intended for individuals who wish to receive newsletter communications. MWJA will implement and maintain an appropriate consent process before sending such communications, including any additional requirements imposed by applicable anti-spam laws.

Individuals may withdraw consent, unsubscribe from communications, or request the removal of their information, subject to applicable legal requirements and any legitimate reasons MWJA may have to retain particular information. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal, where applicable.

How We Store and Process Information

Information submitted through our website forms is processed through our website and may be stored in the website’s administrative database. Relevant submissions may also be sent by email to designated MWJA team members so that they can review and respond to enquiries or expressions of interest.

As a result, information may exist in more than one location, including the website database, email accounts, and associated backups or systems used to operate the website and communicate internally. The applicable retention and security arrangements may differ between these systems.

MWJA uses external technical services and may rely on third-party hosting, email, maintenance, or other service providers. The locations in which these providers store or process information may depend on the services used and their infrastructure. MWJA does not represent that all personal information is currently stored exclusively in Canada.

Where a service provider processes personal information on MWJA’s behalf, MWJA will take reasonable steps, appropriate to the circumstances, to ensure that the information is handled with suitable confidentiality and safeguards. Applicable legal requirements concerning processing or transfers of information will be respected.

Disclosure to Third Parties

MWJA does not sell personal information to third parties. Personal information may be made available to authorized MWJA personnel and appropriate service providers when reasonably necessary to carry out the purposes described in this Policy.

MWJA may also disclose personal information:

With the individual’s consent, where appropriate.
When necessary to provide a requested service or operate our website, including through relevant technical service providers.
When required or authorized by applicable law, a court order, or a lawful request from a competent authority.
When reasonably necessary to investigate suspected fraud, security incidents, unlawful activity, or misuse of our website, where legally permitted.

Where information is processed by a third-party service provider, that provider may handle the information in accordance with its contractual obligations and applicable privacy requirements. MWJA will take reasonable steps to address the protection of information handled on its behalf.

Newsletter and Electronic Communications

MWJA currently collects email addresses through its newsletter subscription form but does not currently send newsletter campaigns. If newsletter communications are introduced, they will be sent in accordance with applicable consent, identification, unsubscribe, and other legal requirements.

Individuals will be able to withdraw their consent to receive newsletter communications. Each applicable commercial electronic message will include an appropriate unsubscribe mechanism, and requests to unsubscribe will be processed within the period required by applicable law.

MWJA may send administrative or responsive emails when necessary to answer a person’s enquiry, acknowledge a submission, or address a request. Such communications are distinct from an ongoing newsletter subscription.

Retention and Deletion of Personal Information

MWJA retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, to administer its activities, to meet applicable legal or regulatory requirements, and to establish, exercise, or defend legal claims where appropriate.

Retention periods may vary depending on the type of information, the purpose for which it was collected, the nature of the individual’s interaction with MWJA, and any applicable legal obligations. MWJA aims to review retained information periodically and securely delete, destroy, or anonymize information that is no longer required, subject to applicable requirements.

Individuals may request the deletion of their personal information by contacting MWJA’s Privacy Officer. MWJA will review and respond to such requests in accordance with applicable law. Information may need to be retained where required by law, necessary for a legitimate and lawful purpose, or contained in backups or records that cannot reasonably be removed immediately. Where deletion from backups is not immediately practicable, the information will be handled in accordance with applicable retention and security practices until it can be removed through the ordinary process.

Unsubscribing from newsletter communications does not necessarily delete the individual’s information from all MWJA records. MWJA may retain a limited record of an unsubscribe request where reasonably necessary to respect the individual’s preference and demonstrate compliance with applicable requirements.

Accuracy of Personal Information

MWJA will take reasonable steps to ensure that personal information is sufficiently accurate, complete, and up to date for the purposes for which it is used.

Individuals may contact the Privacy Officer to request corrections to personal information held by MWJA. Where appropriate, MWJA will correct inaccurate or incomplete information and take reasonable steps to communicate relevant corrections to parties to whom the information was disclosed, where required.

Security Safeguards

MWJA recognizes the importance of protecting personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, or destruction. The safeguards appropriate to particular information depend on its sensitivity, the way it is stored or transmitted, and the risks associated with its handling.

MWJA aims to apply reasonable administrative, technical, and organizational safeguards appropriate to the information under its control. Depending on the circumstances, these may include access restrictions, account security measures, secure handling procedures, and safeguards provided by relevant technical service providers.

Access to personal information should be limited to individuals who reasonably require it for their responsibilities. MWJA expects individuals who are authorized to handle personal information on its behalf to respect its confidentiality and follow applicable privacy and security procedures.

No website, database, email system, or method of electronic transmission can be guaranteed to be completely secure. MWJA therefore cannot guarantee absolute security. Individuals should avoid transmitting highly sensitive or confidential information through ordinary website forms or email unless an appropriate communication method has been arranged.

If MWJA becomes aware of a security incident involving personal information, it will assess and respond to the incident and provide any notifications or reports required by applicable law.

Privacy Rights and Access Requests

Subject to applicable law and any relevant exceptions, individuals may contact MWJA to:

Ask whether MWJA holds personal information about them and request access to that information.
Request correction of inaccurate or incomplete personal information.
Ask questions about how their personal information is collected, used, retained, or disclosed.
Withdraw consent or request deletion of their personal information, subject to applicable legal requirements and legitimate retention needs.
Raise a concern or complaint about MWJA’s handling of personal information.

MWJA may need to verify an individual’s identity before responding to an access, correction, or deletion request. Requests will be handled within the time limits and subject to the exceptions prescribed by applicable law.

Cookies and Website Technologies

The MWJA website may use technical features or technologies necessary to operate, secure, and maintain the website. The information collected through such technologies, and any cookies or similar tools used, will depend on the website’s actual configuration and the services enabled.

Where the website uses analytics, advertising technologies, or non-essential cookies that collect personal information, MWJA will provide any disclosures, choices, or consent mechanisms required by applicable law. Individuals may also be able to manage certain cookies through their browser settings, although disabling some technologies may affect website functionality.

Accountability and Privacy Officer

MWJA is responsible for personal information under its control and will designate a Privacy Officer to oversee privacy-related enquiries, requests, and complaints. The Privacy Officer is responsible for coordinating MWJA’s response to privacy concerns and supporting compliance with applicable privacy requirements.

Individuals who have questions about this Policy, wish to exercise their privacy rights, or wish to submit a privacy complaint may contact MWJA using the following details:

Muslim Women’s Justice Association (MWJA)
Attention: Privacy Officer
700-1122 International Blvd, Burlington, ON L7L 6Z8, Canada

MWJA will make reasonable efforts to acknowledge and address privacy enquiries and complaints in a timely manner. If an individual is not satisfied with MWJA’s response, they may have the right to raise the matter with the relevant privacy regulator, depending on the applicable law and circumstances.

Applicable Privacy Laws

MWJA seeks to follow applicable Canadian privacy requirements, including the principles reflected in PIPEDA where applicable. The specific privacy laws that apply may depend on the nature of MWJA’s activities, the type of information involved, and the circumstances in which information is collected, used, disclosed, or transferred.

Nothing in this Policy is intended to limit any privacy rights an individual may have under applicable law or to exclude obligations that cannot lawfully be excluded.