Policies

What personal information do we collect?

We may collect and process various types of personal information in the course of our business and provision of services, including:

• professional and/or personal details, such as first name, surname, address, e-mail address, date of birth and telephone numbers;

• biographical information such as job title, employer, professional and/or personal background, photos and video or audio content;

• marketing information and communication preferences, as well as related information such as food preferences, comments and survey responses;

• information relating to contribution history, participation in organization events, billing and financial information, such as a billing address, bank account information or payment data;

• service-related information, such as details of services we have provided to you;

• information about your professional background, networks, social involvement, professional affiliations and family ties;

• recruitment information, such as curriculum vitae, education and work history, details of professional affiliations and other information relevant to potential recruitment;

• website usage and other technical information, such as details about visits to our websites, your interaction with our advertising and online content, or information collected through cookies and other tracking technologies;

• information such as your donation and community investment policy, your contributions, the recipient organizations and what they are dedicated to, if applicable, the recognition obtained, the decision-making process and the people involved in the organization and this process;

• any other personal information you provide. Please note that if you provide us with personal information about other persons (such as your customers, directors, officers, shareholders or beneficial owners), you must ensure that you have duly notified them that you are providing us with their information and that you have obtained their consent to such disclosure;

• where applicable, evidence of consent given to us (date, time, means), in circumstances where such consent is necessary for the processing of personal information.

We do not knowingly collect information from children or others under the age of 14. If you are a minor under the age of 14, please do not provide us with any personal information without the express consent of a parent or guardian. If you are a parent or guardian and you are aware that your children have provided us with personal information, please contact us. If we learn that we have collected personal information from minor children without verification of parental consent, we will take steps to delete that information from our servers.

How do we collect your personal information?

We collect your personal information from you and during our interactions with you, as follows:

• When you register for benefit events and newsletters;

• When you make a donation to our organization, whatever the form of your gift;

• When you register as a volunteer for our organization;

• In the course of the services we provide.

We also collect publicly available information on public platforms, including our website.

How do we use personal information?

We may use personal information in any of the ways listed below, with your consent, or, where applicable, under another legal basis. In each case, we indicate the purposes for which we use your personal information:

• In order to provide our services and for the conduct of our business, to administer and perform our services, including fulfilling our obligations under any agreement between you and us.

• In order to facilitate the use of our websites and to ensure that the content is relevant, and to ensure that the content of our websites is presented in the most effective manner for you and your device.

• For marketing and business development purposes - to provide details of new events, information on developments in our organization and sector and invitations to seminars and events where an individual has opted to receive such information.

• For research and development purposes (including security) - to conduct analysis to better understand the service and marketing requirements of our donors and partners, and to better understand our organization and develop our services and offerings.

• For recruitment purposes - to enable us to process job applications and assess whether an individual meets the requirements of the position for which he or she may apply at the CHUS Foundation.

• To meet our legal, regulatory or risk management obligations.

• To prevent fraud and/or conduct other background checks that may be required at any time by applicable law, regulation and/or best practices (if false or inaccurate information is provided or fraud is detected or suspected, information may be forwarded to fraud prevention organizations and may be recorded by us or such organizations). When processing special categories of personal information, we may also rely on important public interests (crime prevention or detection) or legally founded claims.

• To enforce our rights, to meet our legal or regulatory reporting obligations or to protect the rights of third parties.

• To ensure we get paid - to collect payments owed to us and, where appropriate, to enforce such collections by debt collection agencies or other legal means (including legal proceedings).

• In order to reorganize or change our organization - if we undertake a reorganization (for example, by merging, consolidating or divesting part of our organization's mission), we may need to transfer some or all personal information to an applicable third party (or its advisors) as part of any due diligence process or transfer to such reorganized entity or third party for the same purposes as set out in this Privacy Policy or for the purposes of analyzing any proposed reorganization. In such a situation, we will take all possible steps to ensure the protection and security of personal information.

With whom do we share personal information?

The CHUS Foundation is a legal entity (a non-profit organization duly incorporated and recognized as a charitable organization). Consequently, the personal information we collect may be transmitted to certain third parties, including the following:

• Volunteers of the CHUS Foundation for the purpose of administrative data processing, or for the purpose of soliciting financial or other contributions;

• third-party service providers and/or partners, including those who provide us with donation solicitation, database analysis, Web site, application development, hosting, maintenance and other services. These third parties may access or process personal information in connection with the services they provide to us. We limit the information we provide to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with these service providers require them to maintain the confidentiality of such information;

• government authorities and law enforcement agencies where required by applicable law. More specifically, we may disclose personal and other information if we are required to do so by tax or other laws, or if we believe in good faith that such disclosure is necessary to comply with applicable laws, in response to a court order or government subpoena or search warrant, or otherwise to cooperate with such government authorities and law enforcement agencies;

• The purchaser, successor or assignee in connection with any merger, acquisition, debt financing, asset sale or similar transaction, as well as in the event of insolvency, bankruptcy or receivership involving the transfer of personal information as a business asset to one or more third parties;

• We will only use personal information for the primary purpose and the applicable legitimate purpose for which it was collected, or for purposes consistent with that primary purpose.

In the context of the affiliation of the Vitae Foundation with the CHUS Foundation, certain personal information may also be disclosed, where necessary, to CHUS Foundation staff members, directors, representatives, volunteers, service providers or authorized partners called upon to take part in the continuation of activities formerly administered by Vitae Foundation, subject to the applicable safeguards and access being limited to what is necessary for the performance of their duties.

The organization uses the services of third-party sites, such as Google and Facebook, to promote its content and offers.

When you visit our website, these third parties may use cookies, web beacons or similar technologies on your hard disk to collect or receive information about your browsing on the website and elsewhere on the Internet. These technologies enable us to deliver relevant advertising targeted to your interests. You can consult cookies and delete them if you wish. You therefore have full control. Please refer to your browser settings to make the appropriate changes.

If you would like third-party sites to store cookies on your hard drive in order to offer you targeted advertising, you can activate this option.

How long do we keep personal information?

We will retain personal information only as long as necessary for the purposes set out in this Privacy Policy and to comply with our legal and regulatory obligations.

To find out more about how long we keep personal information, please contact us at the coordinates indicated in the How to contact us section.

Where do we store personal information?

No personal information is transferred outside Quebec. The CHUS Foundation uses Eudonet CRM services as its database. The information is stored in the Cloud. Certain lists, including the personal information of participants in CHUS Foundation events, are also stored on the CIUSSS de l'Estrie - CHUS network and on the CIUSSS de l'Estrie - CHUS Cloud, via Sharepoint.

How do we protect personal information?

We follow generally accepted industry standards to protect the information submitted to us, both at the time of transmission and once we have received it. We maintain appropriate physical, technical and administrative safeguards to protect personal information against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access, misuse or other unlawful forms of processing of personal information in our possession. We have taken steps to ensure that the only employees who have access to your personal information are those who have a need to know or whose duties reasonably require them to know it.

However, no method of transmission over the Internet, nor any means of electronic storage, is 100% secure. We therefore cannot ensure or warrant the security of any information you transmit or provide to us, and you do so at your own risk. Nor can we guarantee that such information will not be accessed, obtained, disclosed, modified or destroyed as a result of a breach of our physical, technical or administrative safeguards. If you have reason to believe that personal information has been compromised, please contact us at the coordinates indicated in the How to contact us section. In the event of a privacy incident involving your personal information, we will notify you as soon as we become aware of the incident. We will take reasonable steps to minimize the risk of harm and to prevent similar incidents in the future.

What rights does an individual have with respect to his or her personal information?

Under certain circumstances and in accordance with applicable data protection laws, an individual has the following rights:

• Access: the right to ask whether we process information and, if so, to request access to personal information. Subject to applicable law and, where applicable, the payment of a monetary sum, the individual may thus receive a copy of the personal information we hold and certain other information concerning him or her;

• Accuracy: We are required to take reasonable steps to ensure that personal information in our possession is accurate, complete, non-misleading and up-to-date;

• Rectification: the right to request rectification of any incomplete or inaccurate personal information we hold;

• De-indexing: the right to request that we stop disseminating their personal information or de-index any hyperlink attached to their name giving access to information if such dissemination causes them harm or contravenes the law or a court order (right to erasure or oblivion);

• Anonymization: the fact that our organization may, instead of destroying personal information, anonymize it and use it only for serious and legitimate purposes (e.g., keeping information required for tax inspection purposes);

• The right to be informed when you are the subject of a decision based exclusively on automated processing;

• The right to be informed when identification, location or profiling technology is used and of the means available to activate these functions.

Finally, it is also possible to lodge a complaint with a data protection supervisory authority, specifically in the country, province or state in which you normally reside (in Quebec, the Commission d'accès à l'information), in which we are located or in which an alleged breach of data protection laws has occurred.

To exercise any of these rights, please contact us as indicated in the How to contact us section.

How do we update this Privacy Policy?

We may change the content of our Web sites and the way we use cookies without notice and, as a result, our Privacy Policy may change. We encourage you to review this policy frequently to stay informed about how we treat personal information.

This policy was updated on April 13, 2026.

• Bettors must be 18 years of age or older.

• At the end of the auction, the last recorded bid will determine the highest bidder and the purchase price of the product.

• When you win a prize, the CHUS Foundation collects your personal information to follow up on your purchase with you. You consent to the CHUS Foundation's use of your personal information in accordance with its privacy and use of personal information policy. In accordance with Canada's anti-spam legislation, all future communications to you will include an unsubscribe mechanism.

• The participant (hereinafter: "bidder") with the highest bid will be notified by SMS (text message) of the product(s) won within minutes of the auction closing.

• Once the bidder has paid for the product on the online payment site or in person, he or she will receive an e-mail confirmation detailing the title of the product and the amount of the sale. Any item not paid for within 3 months will be resold.

• In the event of non-payment, the CHUS Foundation reserves the right to take appropriate legal action to collect the amounts due. It also reserves the right to offer any unpaid product to the next highest bidder.

• Products sold at auction are neither exchangeable nor refundable, and no compensation or other indemnification will be granted. All sales are final and lots are sold as is.

• The CHUS Foundation has made every effort to describe all auction lots as accurately as possible, relying on the descriptions provided by donors and/or sponsors. Notwithstanding the foregoing, this does not constitute a guarantee on the part of the CHUS Foundation.

• All illustrations are for illustrative purposes only.

• The CHUS Foundation is not responsible for delays in taking possession of the lot purchased.

• The auction is subject to the requirements of the Income Tax Act of the Government of Canada. Tax receipts can only be issued when the final bid exceeds 125% of the "fair market value" of the lot sold. If a receipt is eligible, the value of the receipt represents the excess of the market value.

  - Example of a purchase eligible for a receipt: Lot valued at $1,000 purchased for $1,500. The receipt will be for $500.

  - Example of a purchase not eligible for a receipt: Lot valued at $1,000 purchased for $1,200. The price paid is less than 125% of the value, so no receipt can be issued.

• Lots can be picked up at the head office of the CHUS Foundation, located at 530 10th Avenue South in Sherbrooke, 48 working hours after the end of the auction. The Fondation offers delivery of lots within a 25-kilometre radius of its head office, with a delivery charge of $15. Beyond this radius, delivery charges will be the sole responsibility of the purchaser, nd will be arranged in advance with a CHUS Foundation representative.

• No delivery is offered for wine lots. Purchasers must pick up their lot at the CHUS Foundation head office, 530 10th Avenue South, Sherbrooke.
  

• A CHUS Foundation representative may intervene in the event of a dispute or error.

• For information, please contact Karine Therrien at 819 820-6450, ext. 21187.

• The purchaser has one month in which to inform the Foundation of his or her choice of pick-up or delivery. This can be done by replying to the thank-you e-mail previously sent by the CHUS Foundation, or by calling 819 820-6450.

• After the one-month deadline, the Foundation reserves the right to send you your prize by post, at your expense.

• The buyer has 6 months to take possession of his prize, after which the lot may be re-sold at another auction.

This policy was updated on September 22nd, 2025.

Claims processing

When the Foundation cancels and postpones one of its events :

• A communication is sent to participants as soon as possible to inform them of the situation and explain the next steps.

• From the outset, payments received and invoices awaiting payment will be retained so that payment can be applied to the new date.

• If participants are unable or unwilling to attend the event on the rescheduled date, they may choose to convert their registration into a donation, which will make them eligible for a 100% tax receipt. However, the Foundation undertakes to reimburse participants who so request within two weeks, as they are not liable for the postponement.


When the Foundation cancels one of its events without postponing it :

• A communication is sent to participants as soon as possible to inform them of the situation and explain the next steps.

• Participants may choose to convert their registration into a donation, making them eligible for a 100% tax receipt. However, the Foundation undertakes to reimburse participants who so request, since it is not responsible for any cancellation. Reimbursement will be made within two weeks of notification.