Non-profits in Ontario are entrusted with sensitive data—from donor records and volunteer profiles to health information and vulnerable sector case files. But with great data comes great responsibility. Ensuring compliance with privacy laws isn’t just a legal formality—it’s a matter of trust, ethics, and long-term sustainability.
Why Nonprofit Leaders and Employers Should Care About Data Compliance
Even if your organization isn’t engaged in commercial activity, you may still be subject to federal or provincial privacy laws depending on how you collect, use, and share personal information. This includes:
- Donor and fundraising data
- Employee records and health information
- Vulnerable sector case files (e.g., children, seniors, survivors, newcomers)
Key reasons to prioritize compliance:
- ✅ Protect trust with donors, clients, and staff
- ✅ Avoid legal liability and costly fines
- ✅ Safeguard against cyberattacks and data breaches
- ✅ Model ethical stewardship for equity-deserving communities
- ✅ Comply with Ontario’s evolving privacy legislation
Protecting the Vulnerable Sector and Employee Information
Nonprofits often serve individuals who are at greater risk of harm if their data is mishandled. Likewise, employee data—such as health records, payroll details, and performance files—must be protected under Ontario law.
Why employers must take this seriously:
- Mishandling client or staff Data can lead to lawsuits and reputational damage, loss of funding.
- Ontario laws (PHIPA, FIPPA, PIPEDA) mandate secure data practices
- Employees expect privacy and transparency it creates a culture of security for everyone and gets employee buy in.
What employers should have in place:
- Email filtering and security
- End-Point protection and a way to monitor and audit security alerts
- Secure ways to send and receive personal information and Access and Controls based on roles in the business
- Clear privacy policies for staff and clients
- Community partners who can support the business with funding and resources
- Consent protocols for data collection and sharing
- Secure systems for storing HR and case management data
- Staff training on data best practices
Risks and Fallout of Non-Compliance
Neglecting data compliance can result in:
- Reputational damage from publicized breaches
- Legal action or class lawsuits
- Loss of funding from grantors and donors
- Operational disruption due to investigations or system shutdowns
How to Know If You Have the Right Systems in Place
Ask yourself:
- 🔍 Do we have a privacy policy that aligns with Ontario’s laws?
- 🔐 Are we using secure systems for storing and transmitting personal data? Have you audited the information you request from clients and employees- is it necessary?
- 📊 Do we regularly audit our data practices and train staff?
- 🧾 Are we transparent with stakeholders about how their data is used?
Use tools like the Digital Governance Standards Institute checklist to assess your readiness.
Case Studies from Ontario
1. Toronto Public Library Cyberattack
A ransomware attack compromised sensitive data of staff and patrons. The fallout included reputational damage and costly recovery efforts.
2. TransForm Shared Service Organization Breach
Five Ontario hospitals and a clinic were affected by a third-party breach. The case highlighted the importance of vetting vendors and having breach notification protocols.
3. UTOPIAN Health Research Case
Researchers were reminded of their duty to comply with PHIPA when handling personal health data, reinforcing the need for secure systems and ethical oversight.
Resources for Ontario Nonprofits
Ready to Protect Your Data and Your Mission?
Our team specializes in helping Ontario nonprofits build secure, compliant, and ethical data systems. Whether you're just starting out or need a full audit, we’re here to support your mission with confidence.
Contact us today to schedule a free consultation and ensure your organization is protected, trusted, and future-ready. Call us at 416-900-6047 or email info@attitudeit.ca
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