Privacy policy.
Language Notice: This English version is the official policy. A French translation is available for reference, but if there are any differences, this English version applies. You can contact us in either English or French with questions.
Your Privacy Rights - Quick Summary
What you need to know: We collect only the information needed for you to participate in the Youth Climate Assembly. We keep it safe and you can ask us to delete it anytime.
You have a right to:
See what information we have about you.
Ask us to fix incorrect information.
Request we delete your information.
Know how we use your information.
Complain if you think we've mishandled your information.
Contact Us
Chris Ellis
Canadian Youth Climate Assembly
3a Gilead Place, Toronto, ON, M5A 3C8
Email: privacy@masslbp.com
Subject Line: Privacy Question
Who's Running This Project
Project Lead:
MASS LBP - Plans and runs the Assembly (handles all participant information)
Project Collaborators:
Environmental Leadership Canada - Helps support the project
Project Collaborator:
Senators for Climate Solutions - Receives recommendations
Project Funders:
Trottier Family Foundation
Ronald S. Roadburg Foundation
Catherine Donnelly Foundation
Important: Only MASS LBP can access your personal information. Partners and funders only get general statistics with no personal details
What Is This Project
We're bringing together 36 Canadians to learn about climate issues and make recommendations for climate policies. This privacy policy explains how we protect your information if you participate.
Special Considerations
Age Requirements: All those interested in serving on the Assembly must be 18 years old on the day of the selection process (July 21, 2025).
17 years old: We may accept consent directly from the participant if they demonstrate understanding of the privacy implications AND that they will be 18 years old on the day of the selection (lottery) process, but we recommend involving parents/guardians;
Though this is a federal project, for participants from British Columbia; New Brunswick; Newfoundland and Labrador; Nova Scotia; Northwest Territories; Nunavut; and Yukon who are 18 years old on the day of the selection (lottery) process— we recommend participants inform their parents/guardians.
Privacy Laws
Federal Law: Personal Information Protection and Electronic Documents Act (PIPEDA
Provincial Laws: Depending where you live, different provincial policies may apply.
The 10 Privacy Principles: Canadian privacy law requires us to be accountable, get your consent, limit what we collect, keep information accurate, protect it with security measures, be transparent, give you access to your information, and handle complaints properly.
What Information We Collect and Why
If You...
We Collect
Why
How Long We Keep It
Sign up for email updates
Name, email, province, organization (optional)
Send you project updates
Until you unsubscribe + 30 days
Fill out surveys
Age range, gender, demographics, opinions
Research and selection process
1-year after project ends — December 1, 2026
Enter the lottery to be an Assembly member
Name, address, phone, email, age, demographics, dietary needs, accessibility needs, emergency contact
Select members and support participation
1-year after project ends — December 1, 2026
Call or email us
Phone number, contact info
Answer your questions
6 months after project ends — June 1, 2026
Visit our website
IP address, pages visited
Understand website traffic
12 months
Get selected as an Assembly member
All the above info
Plan meetings, book travel, arrange meals and accessibility support
Stored temporarily on Google Drive* so the project team can collaborate on preparing for your travel and other aspects of participant planning. This information is deleted 1-year after project ends — December 1, 2026
Photos and Videos
During Assembly meetings, we may take photos or videos to show the regular members of the public participating. We'll always:
Put up signs alerting you about filming;
Announce when we're recording;
Get your written permission if you're clearly identifiable;
Let you opt out if you don't want to be filmed.
How We Get Your Permission
Email updates: Signing up means you agree to receive emails (you can unsubscribe anytime)
Surveys and Assembly participation: We ask for your clear agreement before collecting information
Photos/videos: We will get your written permission if you're identifiable in any recordings
Sensitive information: We always ask for explicit permission for things like health information or accessibility needs
Your Rights
You can always:
Ask what information we have about you
Request we fix wrong information
Ask us to delete your information
Get a copy of your information
Withdraw your permission (though we might need to keep some info for legal reasons)
Complain if you're unhappy with how we handle your information
To use these rights: Email info@climacan25.ca with "Data Rights Request" in the subject line.
How We Protect Your Information
Computer Security:
All sensitive information is encrypted
Secure passwords and two-step verification
Regular security checks and updates
Physical Security:
Offices protected by alarm systems
Important documents in fireproof safes
Paper documents shredded with cross-cut shredder
Team Access:
Only team members who need the information can see it
Everyone gets a project privacy briefing
Regular reviews of who has access
Where We Store Your Information
Google Drive (Google, USA) — Special Note for Assembly Members*
Selected Assembly members' contact info, dietary needs, accessibility requirements, and demographic information are temporarily stored on Google Drive (sheets and documents) so we can:
Book your travel and accommodation
Plan meals that meet your dietary needs;
Set up accessibility supports; and
Handle logistics and emergency contacts.
Extra protections: Only the logistics team can access this information, files are encrypted, and we delete everything when the project ends.
Other Services We Use:
Website (SquareSpace, USA): Hosts our website and collects basic traffic information.
Surveys (Simplesurveys.ca, Canada): Stores survey responses on Canadian servers with strong security.
Email and Files (Google, USA/Canada): Business email and file storage with Canadian servers when possible.
Secure File Sharing (Sync.com, Canada): Encrypted file transfers using Canadian servers.
Video Meetings (Zoom, Canada): Online meetings using Canadian data centers.
Our Offices (Toronto): Physical documents stored securely with alarms and safes.
Who We Share Information With
We DON'T share your personal information except when:
You give us specific permission.
The law requires it.
There's an emergency affecting health and safety.
Research Use: We may share anonymous information (with all identifying details removed) with researchers to improve future climate assemblies.
If There's a Data Breach
Within 24 hours: We will stop the breach and assess what happened.
Within 72 hours:
Report to privacy commissioners if required by law;
Tell you if your information might be at risk; and
Start extra security measures.
Follow-up: Investigate thoroughly, improve security, and help anyone affected
When the Project Ends
Assembly member recognition: With your permission, we'll list your name and home province/territory and municipality in the final report.
Future contact: You can choose whether to hear from any partner organizations in the future.
Your information: Personal details will be deleted according to our schedule, but anonymous research data may be kept to improve future Citizens’ Assemblies.
Complaints
First: Contact us at info@climacan25.ca
If you're still not satisfied:
Federal: Office of the Privacy Commissioner of Canada
Website: www.priv.gc.ca | Phone: 1-800-282-1376
Policy Updates
We review this policy every six months and will email you about any major changes. Continuing to participate means you accept any updates.
Languages: English (official) | French (reference - Version française disponible sur demande)
Prepared by: MASS LBP