FUNDING matters Suite — Privacy Notice

Draft — not reviewed by counsel and not published. Extracted from the page source on 2026-09-19; the page is the original. Supporting detail — what is held, where, and for how long — is in fmi-admin, docs/data-inventory.md.

This notice covers FUNDING matters Suite: iShare Virtual Tour, GIFTABULATOR® and the administration console at admin.fundingmatters.com. Our website, fundingmatters.com, has its own privacy policy.

Our two roles

For the people who sign in — our own staff and the staff of client organizations — FUNDING matters® Inc. decides why and how their information is handled, and this notice describes that.

For what a client organization puts into the products — their tours, their contacts, their content — the client decides, and we act on their instructions. If you are a donor or a visitor and want to know how a particular charity handles your information, ask that charity. We will help them answer.

What we collect, and from whom

People who sign in. Email address, name, the times they signed in, and which products and organizations they may reach. We do not hold passwords: signing in sends a one-time code to an email address.

Client organizations. The organization’s name, general contact email and phone, and the names and contact details of the people the organization designates as contacts.

People who view a tour. Nothing that identifies them. A virtual tour asks for no account, sets no analytics or advertising cookies, and keeps no record of who viewed it. The one exception is the AI guide, described below.

People who use the GIFTABULATOR® calculator. Nothing. The figures entered to model a gift are used to produce the result on screen and are not stored.

Administrative records. We keep a record of changes made in the administration console — who changed what, and when — because a charity is entitled to know who granted or removed access to its account.

The AI guide

A tour may offer an AI guide that answers questions about the place being shown. What you type into it is sent to OpenAI, in the United States, together with the tour’s own content, so that an answer can be generated. Your IP address is not sent. Please do not type anything into it you would not want to leave Canada; everything the guide can tell you is also on the tour itself.

Where it is kept

Personal information in FUNDING matters Suite is stored in Canada. Our databases run in Montréal and our sign-in provider, Auth0, holds identities in its Canadian region.

Backup copies, and the media a client uploads to a tour, are held by Cloudflare in eastern North America. Cloudflare places this data close to where it is used and does not guarantee a particular country, so these copies may rest in Canada or in the eastern United States.

Who else handles it

We use a small number of service providers. Each handles information only to provide its service to us.

Auth0 (Okta) — sign-in and identity. Canada. Supabase — the databases. Canada (AWS ca-central-1). Cloudflare — hosting, sign-in email delivery and backups. Global. OpenAI — the AI guide only, and only what a visitor types. United States.

We do not sell personal information, and we do not disclose it for advertising.

If we add or change a service provider that handles personal information, we will tell client organizations before it takes effect, so that they can raise any concern first.

If something goes wrong

If personal information in our care is lost or exposed and there is a real risk of significant harm, Canadian law requires us to report it to the Office of the Privacy Commissioner and to notify the people affected. Beyond that, we will tell the client organizations involved within 72 hours of establishing that a breach has occurred, with what we know at that point, and we will keep them informed as we learn more.

How long we keep it

Sign-in records are kept for five days. One-time sign-in codes expire in three minutes and are then deleted. Database backups are kept for seven days. Accounts and organization records are kept for as long as the organization is our client, and are disabled rather than deleted when someone leaves, so that the record of what they did remains accurate. The administrative record of changes is kept permanently.

How it is protected

Everything travels over encrypted connections. Signing in to the Suite uses a one-time code sent to an email address rather than a password, so there is no password to steal or reuse. Access to each product is decided per person and recorded. The number of people at FUNDING matters® Inc. who can reach client data is small and is reviewed.

One exception, while it lasts: GIFTABULATOR® still has an older administration screen of its own, reached with a username and password rather than a one-time code. It is being replaced, and that screen and its sign-in go with the rebuild.

Your rights

You may ask what personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw consent, and we will answer within thirty days. If the information belongs to a client organization’s account, we will refer your request to that organization and help them answer it.

Our privacy contact is William Petruck, wpetruck@fundingmatters.com.

If you are not satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Children

FUNDING matters Suite is not directed at children, and we do not knowingly collect personal information from them.

Changes

If we add a service provider that handles personal information, or change where information is stored, we will update this page and the date below. Client organizations with a written agreement will be told in advance.