IDRF Policies

IDRF (International Development and Relief Foundation) is a Canadian registered charitable organization dedicated to empowering the disadvantaged people of the world. IDRF provides effective humanitarian aid and sustainable development programs, without discrimination, based on the Islamic principles of human dignity, self-reliance, and social justice.

COMMITMENT TO PRIVACY

At IDRF we respect your right to privacy and we understand that donors, prospective donors, users of the IDRF Canada Web site and others who have contact with our organization offline need to be in control of their personal information. “Personal information” is any information that can be used to distinguish, identify or contact an individual. The personal information that IDRF collects when engaged in fundraising and processing donations includes, but is not limited to: name, address, telephone number, e-mail address and credit card information. The IDRF Privacy Policy is applied when collecting, using and disclosing personal information in the course of raising and administering funds to support IDRF projects.

IDRF is fully compliant with all legislation related to personal privacy – including, but not restricted to, the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL).

The Policy may be updated from time to time to reflect developments in our practices, new technology or in the law. Updated versions will be made available in the same way as the privacy policy, including by posting on the Web site. Questions regarding this statement should be directed to IDRF calling at 1-866-4977.4373) or emailing office@idrf.ca.

PURPOSES FOR COLLECTION OF INFORMATION

IDRF only gathers personal information when you voluntarily submit it. This information is used solely by IDRF for internal purposes. We do not collect personally identifiable information from you unless you provide it to us voluntarily and knowingly. This means we do not require you to register or provide information to us in order to view our site.

“Personal information” refers to any information about an identifiable individual, whether it concerns your phone number, e-mail, residential or business address or your credit card information. If you make a donation, personal information will be collected from you in order to process that donation and provide you with a charitable receipt. If you make an online request for information, personal information will be collected from you in order to reply.

With your permission, we will also use personal information collected from you online to send you information about IDRF new projects or fundraising campaigns or to provide updates about our initiatives. We may also send you our E-bulletin or other updates.  Please let us know if you do not wish to receive the information by emailing us at office@idrf.ca. You can unsubscribe from our email list at any time by clicking on the ‘Unsubscribe ’ link at the bottom of every E-bulletin.

SHARING OF PERSONAL INFORMATION

IDRF does NOT trade, rent or sell the names of our donors.

Third-party service providers may be engaged by IDRF to perform a variety of functions, such as mailing our brochures or providing technical services to us. These third-party providers have access to personal information if needed to perform the functions for which they are retained. However, we direct that those companies may only use such personal information for the purpose of performing their roles and may not use it for any other purpose. In these cases, when information is shared, IDRF expects reasonable assurance that the third-parties will protect your information in conformity with our privacy practices.

IDRF reserves the right to divulge personal information if it is required by law.

PERSONAL INFORMATION AND CREDIT CARD SECURITY

IDRF does not automatically collect your personally identifiable information when you visit our website. We do recognize the Internet service provider of the visitor, as well as the domain name or IP address of the server from where you are visiting. This information is used to determine the number of visitors to our site and sources of traffic. The data we collect are totals of those visiting from a domain, not information on individual users.

Credit Card Security

IDRF is grateful for the donations it receives that help us continue to serve vulnerable people across the world; as such, the security of our donor’s personal information is paramount. We, therefore, do not collect or store any of our donor’s personal information on the website. All donations that are made to IDRF go through PayPal’s payment processing system, which uses a highly secure, 128 bit encrypted security protocol with Secure Socket Layer (SSL) technology. As a result of these security measures, it ensures that all donor information is thoroughly protected.

Note
In 2015, PayPal processed 4.9 billion online payments. With its 192 million active customer accounts, PayPal is a global payments platform that is available to people in more than 200 markets.

NOTE TO PARENTS AND CHILDREN

IDRF is concerned about the protection of the privacy of our young users. We encourage parents to monitor your children’s use of the Internet and to help us protect their privacy by instructing them never to provide personal information on this website or any other without your permission. We will never attempt to extract unnecessary information from anyone, regardless of age.

IDRF welcomes children to learn more about our organization and, where appropriate, participate in our volunteer activities. However, we encourage this to be done only with their parents’ knowledge and permission.

IDRF does not knowingly solicit data from children, nor do we knowingly market to children.

ACCESS

You are in control of any personal information you provide to us online. If, at any time, you would like to update or correct the personal information we have about you or if you wish to request that we do not send you materials, you may let us know by phone, email or in writing, using the contact information below.

CONTACT INFO

For any questions about IDRF Privacy Policy, please contact IDRF at:

908 The East Mall, Toronto, Ontario, Canada, M9B 6K2

Tel: 416.497.0818 or 1.866.497.IDRF  (1.866. 497-4373)

Email: office@idrf.ca

IDRF is committed to conducting its business in a manner that represents the highest ethical standards, in accordance with all applicable laws, rules and regulations where the IDRF may conduct business. IDRF seeks to adhere to industry best practices with respect to anti-bribery and anti-corruption behaviour, and requires all Covered Persons to conduct themselves in a manner that does not violate these principles when performing their duties on behalf of IDRF and its stakeholders. In particular, IDRF is committed to full compliance with Canada’s Corruption of Foreign Public Officials Act (CFPOA), the United Kingdom Bribery Act (UKBA), the U.S Foreign Corrupt Practices Act (FCPA), and any local anti-bribery or anti-corruption laws that may be applicable to jurisdictions where the IDRF may conduct business.

APPLICATION OF THE POLICY

This Anti-Bribery and Anti-Corruption Policy applies to all directors, officers, employees, contractors, consultants and volunteers of INTERNATIONAL DEVELOPMENT & RELIEF FOUNDATION, and each of its subsidiaries, affiliates and charter members (collectively, IDRF). Each such person is referred to as a Covered Person. IDRF will ensure this Anti-Bribery and Anti-Corruption Policy is brought to the attention of all Covered Persons.

Each Covered Person is responsible for understanding and adhering to this Policy and acting in a manner which will result in compliance with this Policy, including co-operating in any investigation of misconduct. Adherence to this Policy and acting in a manner which will result in compliance with this Policy is a strict condition of continued employment or association with IDRF. It is not an excuse for non-adherence that the non-adherence was directed or requested by any other person.

For the purposes of this Policy, person means any individual, partnership, limited partnership, limited liability company, joint venture, syndicate, sole proprietorship, company or corporation with or without share capital, unincorporated association, trust, trustee, executor, administrator or other legal personal representative, governmental authority or other entity however designated or constituted.

 

DEFINITIONS OF FRAUD, BRIBERY AND CORRUPTION
  1. Fraud describes a whole range of activities such as deception, bribery, forgery, extortion, theft, conspiracy, embezzlement, misappropriation, false representation, concealment of material facts and collusion. It involves the act of deceit against IDRF in order to obtain a personal or collective advantage, avoid an obligation or cause a loss.
  2. Bribery is an offer, promise, or inducement of any kind offered or given to a person in a position of trust to influence that person’s view or conduct or to obtain an improper advantage. Examples of activities that may constitute bribery include, but are not limited to:
    a) Bribing a person to act or fail to act in a manner that violates a legal duty;
    b) Bribing a person to abuse or misuse his or her position;
    c) Bribing a person in a position of influence within the public or private sector, foreign;
    d) domestic, to secure an improper advantage, contract or concession; or
    e) Making unusually large commission payments where a person acting as an agent or consultant does not appear to have provided significant services.
  3. Corruption involves the act of dishonestly obtaining an advantage from a third party by abusing an entrusted power for private gain. Neither fraud, bribery nor corruption is restricted to monetary or material benefit, but could also include intangible benefits such as status or information.
  4. Covered Persons should be aware that fraud, bribery and corruption may cover a wide range of activity including (but not exclusive to):
    a) theft of assets;
    b) misappropriation of funds;
    c) misuse of IDRF’s assets (i.e., for example, using IDRF property privately without permission);
    d) deception (e.g. misrepresentation of qualifications to obtain employment);
    e) theft from a partner, customer, donor or supplier;
    f) the theft or misuse of proprietary data or intellectual property;
    g) providing favours or money to domestic or foreign legislative, administrative or judicial officials for personal or IDRF goals; and
    h) providing contracts to third parties for the provider’s personal benefit.

 

IDRF prohibits all Covered Persons from participating in any activity that can be reasonably construed as fraud, bribery or corruption, for the purposes of creating an advantage in business, or the expectation of an advantage in business, for either IDRF or a third party for whom IDRF conducts business.

 

STANDARDS RELATING TO GIFTS AND HOSPITALITY

Covered Persons may not give or accept gifts or hospitality/entertainment in relation to IDRF and its business except in compliance with the following standards:

(a) The gift or hospitality may not be given or accepted with the intention or expectation of influencing a party to obtain or retain business or a business advantage;
(b) The gift or hospitality must not violate local laws or norms;
(c) Any gift or hospitality must be in the name of IDRF and not in the name of any
(d) individual;
(e) Any gift or hospitality may not be in the form of cash or cash equivalents; and
(f) The gift or hospitality must be of an appropriate type and value and given or accepted at an appropriate time, taking into account the business relationship with the other party and any pending action expected of the other party.
The gift or hospitality must be given and accepted openly and not secretly and declared to a member of IDRF’s Executive Committee immediately after receipt.

 

RETENTION OF THIRD PARTY AGENTS, REPRESENTATIVES, CONSULTANTS AND INTERMEDIARIES

When IDRF engages third parties to perform services for or on behalf of IDRF (including agents or representatives involved in conducting IDRF’s overseas projects and activities), the behaviour and actions of those third parties can reflect on IDRF, and, in some cases, IDRF’s directors, officers and employees may become liable for the acts of those third parties. For the purposes of this section of the Policy, third parties include agents, intermediaries, representatives, officials, consultants, brokers, vendors, suppliers, contractors, joint venture or consortia partners, lobbyists/activists and any other third parties acting for, or providing services to, IDRF.

Prior to engaging or contracting with a third party, a Covered Person must conduct an appropriate diligence review of such third party’s background, reputation and business capability. A Covered Person engaging or contracting with a third party must ensure that the contract for any such third party contains appropriate contractual safeguards for IDRF, having respect to the provisions of this Policy. In particular, an employee of IDRF must obtain prior written approval from an Executive Committee member when hiring a third party or renewing such a person’s relationship or contract, if that third party will seek to procure a government grant or contract for IDRF; seek any governmental permit or license for IDRF or in furtherance of IDRF’s activities; or seek to influence a government employee or official to take any action on behalf of IDRF that the government employee or official would not otherwise be obligated to take as a matter of law (in such case, the third party will be known as a “Special Party”). The request for approval must include a written due diligence report as indicated above.

IDRF will review, not less than annually, the activities of all Special Parties for continued compliance with applicable laws and IDRF policies. This review will include ensuring that appropriate contractual safeguards are incorporated in all contractual arrangements with Special Parties and that contractual provisions are strictly adhered to and enforced.

 

REPORTING SUSPECTED FRAUD, BRIBERY OR CORRUPTION

Where any Covered Person who is a director, officer, employee of IDRF suspects that a fraudulent or corrupt act or a bribe has been or may be being committed, he or she must promptly report it immediately to an Executive Committee member. Inappropriate delay in reporting a known or reasonably suspected incident of fraud, a bribe or corruption will itself constitute a violation of this Policy.

IDRF assures every Covered Person that it will not carry out or, to the fullest extent reasonably within its power, permit, any retribution or retaliation of any kind for reports made in good faith regarding known or reasonably suspected violations of this Policy. The ability of a Covered Person to make reports without fear of retribution or retaliation is vital to the successful implementation of this Policy.

 

INVESTIGATION

The Executive Committee of IDRF will work appropriately and promptly to investigate any occurrence brought to its attention. As a minimum requirement, at the end of any investigation of any alleged incident of fraud, bribery or corruption, the Executive Committee will report to the Board of Directors:

(i) details of what has taken place (i.e. including any loss to IDRF in Canada or elsewhere, if any), how the conduct was detected and the likely reasons why the fraud, bribe or corrupt act was able to take place;
(ii) the action taken (if any) to deal with the persons involved in the act of fraud, bribery or corruption;
(iii) action taken or to be taken to recover lost assets and funds, where applicable; and
(iv) lessons learned and actions to be taken to prevent the recurrence of such acts of fraud, bribery or corruption.

 

ACCOUNTABILITY AND COMPLIANCE

The Board has overall responsibility for monitoring compliance with this Policy. Each Covered Person will be held accountable for adherence to this Policy. Covered Persons who violate this Policy will be subject to disciplinary action, including potential termination of employment or association with IDRF. Any violation of this Policy by a director will be handled as appropriate in the circumstances, and may result in a request for that director’s resignation. In addition to any disciplinary action which may be taken against a Covered Person who violates this Policy, IDRF reserves its right to initiate legal proceedings to recover any losses or other consequential damages in circumstances in which it deems it appropriate to do so.

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IDRF Code of Ethics

The Code of Ethics sets out the basic Ethical Principles for IDRF.

The IDRF Code of Ethics is derived from the Code of Ethics of CCIC (Canadian Council for International Cooperation). IDRF was actively involved as part of the CCIC Code of Ethics Committee that helped create the Code for CCIC and all its Member Organizations across Canada.

1. IDRF affirms that Development is a social, cultural, economic and political process that leads to the fulfillment of fundamental human rights. These rights have been enshrined in the United Nations Universal Declaration of Human Rights and subsequent core treaties and instruments including the United Nations Declaration on the Right to Development and the Convention on the Elimination of All Forms of Discrimination against Women.

2. Development and relief must give primacy to fulfilling the rights, needs and aspirations of the world’s poorest and most marginalized peoples; they must promote the peaceful management of conflict; and must safeguard the health, diversity and resilience of the natural environment.

3. While recognizing that the primary responsibility for the protection and promotion of human rights rest with governments, IDRF supports the fulfillment of these rights through our development, relief and rehabilitation activities.

4. Based on IDRF experience, establishing strong partnerships with credible local development organizations is important in achieving development and relief outcomes.

5. Since IDRF, along with other Canadian charitable organizations, influences the public perception of our work, we share the responsibility to act in ways that enhance public trust in our activities.

IDRF shall ensure that these General Principles are incorporated into our structure, governance and operations:

i) Human Rights: In all of our activities, IDRF shall respect and promote the human rights and dignity of all people.

ii) Accountability: IDRF shall be accountable to our donors, international partners, and to the Canadian public for our contributions to international development and relief and our stewardship of resources.

iii) Transparency: IDRF shall communicate openly and accurately with partners, donors, and the general public.

iv) Fairness: IDRF shall practice and promote social justice and promote equity in all our activities.

v) Sustainability: In all of our projects, IDRF shall take appropriate measures to promote environmental sustainability.

Development and Relief should foster and promote the full realization of human rights and fundamental freedoms. To reach this goal, they should:

· Satisfy basic human needs;

· Be people-centered in both purposes and distribution of benefits;

· Address the root causes through development, and not merely the symptoms of global inequality;

· Promote social justice through the equitable distribution of relief goods and access to development resources;

· Enable poor, vulnerable and marginalized people to participate and improve their situation;

· Reflect the concerns, perspectives and experience of women and enable women to realize their full rights;

· Respect the cultural, religious, and spiritual integrity of all peoples;

· Be environmentally sustainable, and should protect the well-being of future generations;

· Recognize the hazards of militarism and promote peaceful solutions to international, national or local conflict.

IDRF shall be governed fairly and responsibly by an independent, active and informed governing body that shall be the Board of Directors.

1. All voting members of the Board shall serve without compensation, except for reasonable expenses incurred to fulfill their organizational duties.

2. IDRF Board shall review and approve the organization’s annual budget, significant policies, key financial transactions, compensation practices, plans and programs and hold officers, committees and staff accountable for actions taken and results achieved under delegated authority.

3. IDRF shall adopt a policy preventing and effectively managing conflict of interest situations.

4. IDRF shall have policies prohibiting discrimination and promoting gender equality and participation of disadvantaged groups at all levels of the Organization. This does not supersede the right of IDRF to self-define when is done in compliance with the Law.

5. IDRF Board shall periodically reassess its governing documents and objects, vision, mission, goals, priorities, alignment of resources and effectiveness through consultation and collaborative planning.

6. The affairs of IDRF shall be conducted with integrity and transparency. IDRF shall make full, open, and accurate disclosure to the public of relevant information concerning its goals, programs, finances, activities, results, effectiveness and governance. Exceptions are personnel matters, legal matters, proprietary information and ethical and legal requirements of personal privacy.

7. IDRF shall ensure that complaints are dealt with in a timely manner and impartially, respecting the rights of involved parties for confidentiality and disclosure.

8. IDRF shall comply with all applicable federal laws and regulations as well as laws and regulations of provinces or municipalities in which it is based or operates. While conducting activities outside of Canada IDRF shall be aware of foreign laws and regulations governing its activities.

9. IDRF shall oppose and shall not be a participant to any wrongdoing or financial impropriety. It shall take prompt and firm corrective action whenever and wherever wrong-doing of any kind has been committed by any member of its Board, Staff, Advisory Council, Committees, Representatives or Volunteers.

IDRF shall conduct its finances in such a way as to ensure appropriate use of funds and accountability to donors and have sound internal controls and documented financial policies and procedures.

1. IDRF shall have an audited financial statement, conducted by a qualified, independent accountant. The audited financial statement shall comply with Generally Accepted Accounting Principles and Requirements according to Canadian Institute of Chartered Accountants.

2. The audited financial statement, full or summary, shall be provided to any inquirer upon written request within a reasonable time.

3. IDRF’s administrative costs shall be kept to the minimum necessary to meet its needs. Allocation of expenditures to administration, fundraising and programs shall reflect the organizations purposes and actual activities, and shall conform to generally accepted accounting principles.

4. IDRF shall operate according to a budget approved by its Board.

5. It shall account for funds from the moment they are received or committed until they are used in the project or services.

6. It shall exercise adequate internal controls over disbursements to avoid unauthorized payments.

7. IDRF shall not have any funds that are not accounted for and shall prohibit any unaudited transactions or loans to Board Members or Staff.

8. Contributions and donations shall be used as promised or implied in fundraising appeals, or in grant applications to funding agencies.

IDRF shall ensure that

· there are sufficient resources for effective administration and appropriate fundraising;

· it has annual audited financial statements and shall make them easily accessible to the public;

· there is no conflict of interest in the management of the Finances;

· it (and, if applicable, its Chapter or affiliates) manage its funds prudently;

· in cases where there are available assets for investment IDRF shall have and follow an investment policy;

· As a registered charity, IDRF shall file its Registered Charity Information Return within six (6) months of its fiscal year end and such returns shall be complete and accurate.

Fundraising solicitations shall be truthful, shall accurately describe IDRF’s identity, purpose, projects and need, and shall only make claims which IDRF can fulfill, and shall treat donors and potential supporters with respect. There shall be no misleading information or images (including material omissions or exaggerations of fact), nor any other communication which would tend to create a false impression or misunderstanding, and no use of high-pressure tactics in soliciting donations.

1) IDRF shall ensure that:

a) the public is informed of the way the Organization intends to use its donated resources;

b) when members of the public are invited to support a specific project or purpose, they are informed in the event that donations have to be reassigned and are given an explanation of these planned alternative uses;

c) the public is informed whether those seeking donations are volunteers or employees of IDRF;

d) donors are encouraged to ask questions when making a donation and they are given prompt, truthful and forthright answers;

e) donors receive appropriate acknowledgement but are not publicly identified without their consent.

2) IDRF shall have policies and procedures to ensure that it accepts only those donations which will not compromise its ethics, program focus or other interests.

3) shall ensure that images and texts included in all communications to the public:

a) respect the dignity and rights of the individuals portrayed and their way of life;

b) are accurate, balanced, truthful and representative of reality and do not generalize and mask the diversity of situations;

c) portray local communities as active agents in their own development process and do not fuel prejudice or foster a sense of Northern superiority; and

d) try to encourage a sense of interconnectedness and interdependence between the Canadian public and the people shown in the image or discussed in the text.

5) IDRF shall control all fundraising activities conducted on its behalf. It shall not, directly or indirectly, pay finder’s fees, commission or percentage compensation based on contributions. When external fundraisers are used, IDRF shall have a written fundraising contract and shall avoid disproportionate private gain by those external fundraisers.

6) IDRF shall consider the cumulative impact on the public’s perception arising from its communication messages (through images and text) and ensure that its messages do not undermine the goal of building support for long-term sustainable development.

7) IDRF shall make its most recent financial statements, annual report, and a current list of members of its governing body easily accessible to the public.

For the purpose of this section, “partnership” refers to relations between IDRF and civil society organizations -not individuals or governments – where a mutual agreement has been established committing the Partner Organization to a set of agreed principles and actions over a specified period of time.

1) Partnerships shall be based on a sense of common cause built on an understanding of values, beliefs, goals, objectives and constraints.

2) Partnerships shall be backed by mutually acceptable signed agreements, demonstrating that all parties have negotiated objectives, expectations, roles, responsibilities, and contributions to the partnership.

3) Agreements between partners shall ensure shared responsibility for attaining the negotiated goals, objectives and stated outcomes.

4) The partnership contract should clearly state reporting requirements to ensure that development and relief funds are used as per mutual agreement.

5) Timelines should be specified from the outset of the duration of a partnership.

IDRF is committed to partnerships principles that shall:

· Advance and exemplify the full realization of human rights and fundamental freedoms, social justice, equitable distribution of goods and resources, and environmental sustainability;

· Be built on shared visions and goals for the society that is being helped;

· Be formed in a spirit of inclusiveness that respects and promotes the value of diversity;

· Embody equity — IDRF acknowledges that inequalities often exist as a result of power dynamics, especially in funding relations, and shall strive for equity in partnerships;

· Should be dynamic relationships built on respect and honesty, in which partners strive for better understanding and appreciation of one another;

· Be transparent and accountable to one another.

· Respect one another’s autonomy and constraints and strive to foster a climate of mutual trust in partnership activities.

· Endeavor to learn from one another and facilitate the sharing of knowledge.

· Respect differences – including cultural, religious, socio-economic and political differences.

· Give credit to their partners’ contributions, respect their intellectual property rights and acknowledge appropriate ownership of products and results arising from partnership initiatives.

· Healthy partnerships are strengthened by prompt and constructive responses to differences of opinion that may arise between Organizations. IDRF shall have processes on how conflicts shall be handled.

In the event of catastrophic circumstances, such as a major shortfall in funds available for a funding partnership, IDRF shall promptly implement a mutually negotiated and agreed upon contingency plan with its partner.

When winding down a partnership, including in the event of unforeseen circumstances, IDRF shall endeavor to maintain the same standards of conduct as were agreed upon for the operations of the partnership.

IDRF shall endeavor to follow sound management and operational practices appropriate to its mission, operations and governance structure.

1) Provide employees and volunteers with job descriptions or duties that detail the organization’s expectations.

2) Have clear, well-defined, written policies and procedures relating to its employees and volunteers and a process for communicating these policies and procedures; and ensure that the policies clearly define and protect the rights of these individuals.

3) Clearly describe and communicate compensation and benefits to each employee, and make financial arrangements to honour its financial commitments.

4) Educate employees and volunteers on its Code of Ethics.