Central Okanagan Food Bank Privacy Policy

Last Updated: March 1, 2026 

The Central Okanagan Food Bank (“COFB”, “we”, “us”, “our”) is committed to protecting the privacy and confidentiality of the personal information of our clients, donors, volunteers, staff, and website visitors. We make every effort to ensure that you understand the nature, purposes, and consequences of the collection, use, and disclosure of your personal information. 

For the purposes of this Privacy Notice, “personal information” means any information that can reasonably be used, either alone or in combination with other information, to identify you.  

When Does This Privacy Policy Apply? 

This Privacy Policy explains how COFB manages personal information when you: 

• Access our website, https://cofb.dev5.oracastdev.com. 

• Receive food assistance or related services. 

• Donate to or fundraise for COFB. 

• Volunteer or apply for employment. 

• Communicate with us via email, telephone, or in person. 

Collection and Use of Personal Information 

We collect, use, and disclose personal information in accordance with the Personal Information Protection Act (PIPA). We use your information only to fulfill the following purposes: 

• To verify your identity and determine eligibility for food assistance. 

• To deliver requested services, including tracking household size, composition, and dietary needs. 

• To identify staff, volunteer, or donor preferences. 

• To process donations and issue charitable tax receipts. 

• To contact volunteers and donors for fundraising, scheduling, and emergency purposes. 

• To send regular communications, such as newsletters, annual reports, and program updates. 

• To complete surveys such as the HungerCount, by submitting data to Food Banks BC and Food Banks Canada to drive policy change and increase public awareness (typically provided in aggregated, non-identifiable form). 

• To tell stories of real food bank users, donors, and volunteers (only with explicit, written permission) for marketing and fundraising. 

• To ensure safety through criminal record checks where appropriate for specific volunteer or staff roles. 

We may automatically capture information from devices used to visit our site, including IP addresses, browser types, and page interaction information (scrolling, clicks, etc.) to improve site functionality and security. 

Cookies & Other Technologies 

We use cookies (small text files saved to your browser) to identify your session and maintain your information as you interact with our site. 

• Third-Party Analytics: We use tools like Google Analytics for measurement services and to understand how visitors use our site.

• Opt-out: You can set your browser to refuse cookies, though some features of our site may not function properly as a result. 

How and Why COFB Shares Personal Information? 

COFB does not sell or rent your personal information. We only share information with trusted third parties to fulfill the purposes described: 

• Cloud & IT Providers: Trusted partners who help us secure and maintain our digital systems. 

• Donation & Payroll Processors: Third-party platforms that securely process financial transactions. 

• Volunteer Management Systems: Software used to store volunteer history and contact details. 

• Client Database Management: We use third-party secure database providers to manage client records. Some data may be stored on secure servers located outside of Canada. 

• Legal Requirements: We may disclose information to government or law enforcement if we have a good faith belief that disclosure is required by law or necessary to protect the safety of individuals. 

How Does COFB Keep Information Safe?  

We take reasonable administrative, technical, and physical safeguards to protect your data. 

• Access Control: We restrict access to personal information to only those staff and volunteers who require it to perform their duties. 

• Financial Security: We do not store full credit card numbers on our local systems. Online donations are processed through secure, PCI-compliant third-party providers. 

• Confidentiality: All staff and volunteers are subject to strict confidentiality obligations. 

Retention of Personal Information 

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected or to meet legal, tax, and regulatory requirements. When no longer required, information is securely destroyed or anonymized. 

Access, Correction, and Withdrawal of Consent 

You have the right to access the personal information we hold about you, subject to limited exceptions under PIPA (e.g., solicitor-client privilege or information that would reveal someone else’s identity). 

• Requests: All requests to access, update, or delete your information must be made in writing to our Privacy Officer. 

• Opt-Out: You may withdraw consent for the collection or use of your information at any time, though this may limit our ability to provide certain services or process donations. 

Privacy Officer

If you have questions, concerns, or wish to make a formal request regarding your data, please contact:

Privacy Officer: Shauna Towill
Central Okanagan Food Bank
2310 Enterprise Way
Kelowna, BC, V1X 4H7

Email: accounting@cofoodbank.com
Phone: 250-763-7161 ext. 205