Privacy Policy
Last Updated: August 2026
Willow Harbour Children’s Residence (“Willow Harbour,” “we,” “us,” or “our”) is committed to respecting and protecting the privacy of individuals who visit our website, contact our organization, apply for employment, make a placement inquiry, or otherwise interact with us. This Privacy Policy explains how we may collect, use, disclose, retain, and protect personal information submitted through our website.
Information We Collect
Depending on how you interact with our website, we may collect information such as your name, email address, telephone number, organization or agency name, information submitted through general or placement inquiry forms, employment application information, resumes, qualifications, certifications, employment history, availability, and other information you voluntarily provide. We may also collect limited technical information relating to website use, such as browser type, device information, IP address, and website activity.
Please do not submit highly sensitive, confidential, medical, or detailed child-specific information through a general website contact form unless specifically requested through an appropriate and secure process.
How We Use Personal Information
Willow Harbour may use personal information to respond to inquiries, communicate with applicants, agencies, families, service providers, and other individuals who contact us, review placement inquiries, administer recruitment and hiring processes, provide information about Willow Harbour and its services, manage website functionality and security, maintain appropriate organizational records, meet legal or regulatory requirements, and improve our website and user experience.
We will only use personal information for appropriate purposes and will limit collection to information reasonably necessary for those purposes.
Placement Inquiries
Placement inquiries may involve information relating to children or youth. Initial website inquiries should contain only the information reasonably necessary to allow Willow Harbour to understand and respond to the request. Where additional confidential, clinical, medical, behavioural, developmental, legal, or child-welfare information is required, Willow Harbour may provide or require a more appropriate method of communication or document transfer.
Submission of a placement inquiry does not guarantee acceptance or availability of a placement.
Placement inquiries may be directed to placement@willowharbourchildrensresidence.com.
Employment Applications
Individuals applying to work with Willow Harbour may provide personal information including contact information, resumes, employment history, education, availability, licences, certifications, and professional qualifications. This information may be used to assess suitability for employment, contact applicants, conduct interviews, verify qualifications or references where appropriate and authorized, complete applicable screening processes, and maintain recruitment records.
Applicants should not provide unnecessary sensitive personal information through the initial online application.
Employee Portal
Willow Harbour may provide restricted website areas for employees to access policies, procedures, manuals, training materials, forms, and other workplace resources. Access to restricted areas is intended only for authorized users.
Employees must not share login credentials, access links, internal documents, or confidential information with unauthorized individuals. Confidential personnel records, medical information, payroll records, disciplinary documentation, or similar sensitive employment records may be maintained separately from the general employee resource area.
Cookies and Website Analytics
Our website may use cookies and similar technologies to support website functionality, security, performance, and analytics. These technologies may collect information such as browser type, device type, pages visited, approximate geographic location, website interactions, referring websites, and IP address.
You may be able to disable certain cookies through your browser settings, although doing so may affect the functionality of some parts of the website.
Service Providers
Willow Harbour may use third-party service providers to support functions such as website hosting, forms, email communication, recruitment, document storage, analytics, security, and other organizational operations.
Where personal information is handled by service providers on our behalf, we take reasonable steps to work with providers that maintain appropriate privacy and security safeguards. Some service providers may process or store information outside Ontario or Canada, where information may be subject to the laws of the jurisdiction in which it is processed or stored.
When We May Disclose Information
Willow Harbour does not sell personal information. We may disclose personal information where reasonably necessary to respond to an individual’s request, administer recruitment or employment processes, support appropriate placement processes, work with service providers, comply with legal or regulatory requirements, protect safety or security, or where an individual has provided consent.
Safeguarding Information
Willow Harbour uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information being handled. However, no website, email system, or electronic transmission method can be guaranteed to be completely secure.
Users should avoid sending highly sensitive information through ordinary website forms or unencrypted email unless specifically instructed to do so.
Retention of Personal Information
Personal information will generally be retained only for as long as reasonably necessary to fulfil the purpose for which it was collected, meet legal or regulatory obligations, maintain appropriate records, or address disputes, complaints, or legal matters.
Information will be securely deleted, destroyed, or anonymized when it is no longer reasonably required, subject to applicable legal requirements.
Access and Correction
Individuals may contact Willow Harbour to ask about personal information we hold about them or to request correction of inaccurate information, subject to applicable legal exceptions. We may need to verify identity before responding to such a request.
Children and Youth
Our website is intended primarily to provide information about Willow Harbour and to facilitate communication with adults, professionals, applicants, agencies, and other authorized individuals. The public website is not intended to collect personal information directly from children or youth without appropriate involvement, authorization, or consent.
If we become aware that personal information relating to a child or youth has been submitted inappropriately through the website, we will take reasonable steps to manage the information appropriately.
Third-Party Websites
Our website may contain links to third-party websites, including social media platforms. Willow Harbour is not responsible for the privacy practices, content, or security of third-party websites.
Changes to This Privacy Policy
Willow Harbour may update this Privacy Policy periodically to reflect changes in our website, practices, services, or legal requirements. The updated version will be posted on this page with a revised “Last Updated” date.
Contact Us
Willow Harbour Children’s Residence
Waterloo Region, Ontario, Canada
General Inquiries: admin@willowharbourchildrensresidence.com
Placement Inquiries: placement@willowharbourchildrensresidence.com