HopeStart Foundation – Privacy Policy

Effective Date: February 10, 2026
Last Reviewed: February 14, 2026

HopeStart Foundation (“HopeStart,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of the personal information of the individuals, families, employers, and organizations we support.

This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information through our website, communication systems, and service delivery.

By accessing our website or engaging with our services, you consent to the practices described in this Privacy Policy.

1. Who We Are

HopeStart Foundation is a registered non-profit organization operating in Ontario, Canada.

We provide:

  • Employment Supports funded through Employment Ontario

  • Job Coaching and workplace transition supports

  • Emotional and life skills coaching

  • Community-based employment planning and coordination

  • (Future) mental health group programming

HopeStart Foundation complies with applicable privacy legislation, including:

  • Personal Information Protection and Electronic Documents Act (PIPEDA)

  • Applicable Ontario privacy and employment service regulations

  • Funding body privacy requirements (e.g., Employment Ontario, Developmental Services Ontario (DSO))

We collect only the information necessary to provide safe, coordinated, ethical, and effective services.

2. Information We Collect

a) Information Collected Through Our Website

When you visit our website or submit a form, we may collect:

  • Name

  • Email address

  • Phone number

  • Information voluntarily submitted through contact or referral forms

  • Employment-related inquiry details

  • Information submitted by employers or community partners

Website forms are powered by Squarespace and transmitted to our Google Workspace email system.

b) Personal Information for Service Delivery

If you inquire about or receive services, we may collect:

  • Name and preferred name

  • Contact information

  • Emergency contact (where relevant)

  • Employment history and goals

  • Education and training background

  • Funding eligibility information (Employment Ontario or DSO-related)

  • Scheduling preferences

  • Notes related to employment planning and coaching

HopeStart Foundation does not provide psychotherapy or medical services and does not collect personal health information unless voluntarily disclosed as relevant to employment support planning.

c) Funding-Related Information

Where services are funded through:

  • Employment Ontario

  • Developmental Services Ontario (DSO)

We may collect information required to confirm eligibility, document participation, and submit required reporting. Only the minimum necessary information is collected and disclosed to meet funder requirements.

d) Automatically Collected Website Information

Our website hosting provider (Squarespace) and analytics tools (Squarespace Analytics and Google Analytics) may automatically collect limited technical data, including:

  • IP address

  • Browser and device type

  • Pages visited

  • Time spent on site

  • General website usage statistics

This information is used to improve website performance and user experience. We do not use website data for advertising, profiling, or remarketing.

3. How We Use Information

We use personal information to:

  • Deliver employment supports and coaching services

  • Develop and document employment plans

  • Communicate regarding appointments or service updates

  • Coordinate with funders where required

  • Respond to referrals and inquiries

  • Recruit and onboard subcontractors or employees

  • Meet regulatory, funding, and legal obligations

  • Improve service delivery and website functionality

We do not sell, rent, or trade personal information.

4. How We Store and Protect Information

a) Website & Form Data – Squarespace

Our website is hosted by Squarespace. Form submissions are transmitted securely and delivered to our Google Workspace system.

b) Email & Document Management – Google Workspace

HopeStart Foundation uses Google Workspace for business email and document storage.

While Google Workspace is a secure enterprise-grade platform, email communication is not fully encrypted end-to-end. Individuals are encouraged not to include highly sensitive information in email communications.

c) Safeguards

We implement administrative, technical, and physical safeguards, including:

  • Password-protected systems

  • Multi-factor authentication where available

  • Role-based access controls

  • Confidentiality agreements with staff and subcontractors

  • Secure storage of digital records

  • Restricted access based on need-to-know

5. Disclosure of Information

a) With Consent

With appropriate consent, information may be shared with:

  • Employers (where relevant to job placement or accommodation planning)

  • Employment Ontario representatives

  • Developmental Services Ontario (DSO) representatives

  • Community partners involved in service coordination

  • Authorized family members or support persons

Consent may be withdrawn at any time, subject to legal or contractual limitations.

b) Without Consent (Legal Exceptions)

HopeStart Foundation may disclose information without consent when required or permitted by law, including:

  • Risk of serious harm to an individual or others

  • Child protection obligations

  • Court orders, subpoenas, or warrants

  • Regulatory or funding compliance requirements

Only the minimum necessary information will be disclosed.

6. Third-Party Service Providers

HopeStart Foundation uses trusted third-party service providers, including:

  • Squarespace (website hosting and form processing)

  • Google Workspace (email and document management)

  • Google Analytics (website analytics)

These providers process information on our behalf and are required to maintain appropriate security safeguards.

7. Retention of Information

HopeStart Foundation retains personal information in accordance with applicable laws, funder requirements, and organizational policies.

Unless otherwise required by law, records are retained for a minimum of seven (7) years from the conclusion of services.

Information is securely deleted or destroyed when no longer required.

8. Your Privacy Rights

You have the right to:

  • Request access to your personal information

  • Request corrections to inaccurate information

  • Withdraw or modify consent

  • Request limits on disclosure (subject to funding or legal requirements)

  • Ask questions about our privacy practices

  • File a privacy complaint

Requests may be subject to legal or funding-related limitations.

9. Cookies and Analytics

Our website uses cookies through Squarespace and Google Analytics to support:

  • Website functionality

  • Performance monitoring

  • Usage analytics

We do not use cookies for advertising, behavioural profiling, or remarketing.

You may disable cookies in your browser settings.

10. External Links

Our website may contain links to third-party websites. HopeStart Foundation is not responsible for the privacy practices of external sites.

11. Children and Youth

HopeStart Foundation does not knowingly collect personal information directly from children under 16 through the website without parental or guardian involvement.

12. Privacy Breach Management

In the event of a privacy breach, HopeStart Foundation will:

  • Contain and assess the breach

  • Notify affected individuals where required

  • Comply with applicable legal reporting obligations

  • Take steps to prevent recurrence

13. Changes to This Policy

This Privacy Policy may be updated periodically. The Effective Date will reflect the most recent revision.

14. Contact Information

For questions, access requests, or privacy concerns, please contact:

Privacy Officer
HopeStart Foundation
Email: matthew@hopestartfoundation.ca
Phone: 365-357-2827
Location: Cambridge, Ontario