Our Data Ethics TLDR 

What We Will Do 

• Securely store your data  

• Make anonymized data sets open source to share knowledge and build research capacity across the sector 

What We Won’t Do 

• Share your email address and de-anonymized data with anyone outside of our research and data management team 

• Share your de-anonymized open text responses with anyone outside of Volunteer Canada

Data Ethics Policy Full 

1. Introduction

Volunteer Canada is committed to ethical, transparent, and legally compliant data collection, storage, analysis, and reporting. As a national non-profit, we recognize our responsibility to protect the rights and privacy of individuals, nonprofits, and community organizations from whom we collect data, both online and in person. Our data practices are informed by Canadian privacy laws, Indigenous data sovereignty principles, and intersectional data ethics. 

2. Guiding Principles

2.1 Compliance with Canadian Privacy Laws 

We adhere to the following privacy laws: 

• Personal Information Protection and Electronic Documents Act (PIPEDA) for nonprofits engaged in commercial activities. 

• Provincial Privacy Laws (e.g., BC’s PIPA, Quebec’s Law 25), where applicable. 

• Freedom of Information and Protection of Privacy Act (FIPPA) when working with government-funded organizations. 

2.2 Informed Consent & Transparency 

• All data collection efforts will use opt-in consent with clear, plain-language explanations of data use. 

• Respondents have the right to access, correct, or request deletion of their data. 

• We will provide contact information for inquiries regarding data privacy. 

2.3 Indigenous Data Sovereignty 

• We respect the OCAP® (Ownership, Control, Access, and Possession) principles for First Nations data. 

• Indigenous-led governance structures will be considered in data analysis and reporting. 

2.4 Intersectional & Anti-Oppressive Data Practices 

• We recognize systemic biases in data collection and interpretation. 

• We ensure that demographic questions allow respondents to self-identify in ways that respect their lived experiences. 

• We commit to avoiding extractive data practices by ensuring communities benefit from research outcomes.

3. Data Collection Process

3.1 Evaluating Internal Capacity 

Before collecting data, we assess our internal resources to ensure we can ethically collect, analyze, and report data. If expertise is lacking, we will: 

• Hire a qualified data professional. 

• Provide staff with professional development opportunities. 

• Collaborate with organizations specializing in ethical data collection. 

3.2 Ethical Data Collection 

• We will only collect data necessary for our mission. 

• Question design will be clear, accessible, and non-leading. 

• Data collection methods will be accessible to people with diverse abilities, including screen-reader compatibility and translation options. 

• Respondents will be informed of the data’s purpose, usage, and storage. 

3.3 Anonymous & Secure Storage 

• Personal identifiers will not be collected unless necessary. 

• Data will be stored securely on encrypted, password-protected systems. 

• Access will be limited to authorized personnel only. 

• Volunteer Canada will delete de-anonymized data after 4 years 

4. Data Analysis & Reporting

4.1 Ethical Data Analysis 

• We will analyze data in ways that do not reinforce bias or discrimination. 

• Intersectional analysis will be applied to understand how multiple identities shape experiences. 

• We will avoid unethical data mining and ensure analysis aligns with initial consent. 

4.2 Data Sharing & Public Reporting 

• Raw data will not be shared publicly. 

• When reporting, findings will be aggregated to prevent accidental de-anonymization. 

• We will use data visualization (charts, graphs) rather than sharing sensitive datasets. 

• Anonymized datasets will be shared with Volunteer Canada research partners that have the capacity and expertise to abide by the Data Ethics Policy. 

• We will not report on identity groups with fewer than a statistically significant number of respondents to protect anonymity.

5. Rights of Data Subjects

• Respondents may withdraw consent at any time. 

• Respondents have the right to request access to or deletion of their data. 

• Complaints regarding data practices can be submitted to Volunteer Canada’s Policy and Research Manager. 

6. Enforcement & Accountability

• All staff and contractors handling data must be trained in data ethics.  

• Data breaches or ethical violations will be reported internally and externally as required by law. 

• This policy will be reviewed every three years to ensure continued compliance with legal and ethical standards.