1. Introduction
This Privacy Policy explains how Dhb Feeds Foundation, the operator of the website https://www.dhbfeeds.lol, collects, uses, stores, shares, and protects personal information when you visit the site, contact our team, or use the platforms and tools we provide. The website and the services behind it are designed, built, and maintained by DHBFeeds, the development team of the Foundation, and every reference in this document to the Foundation, to the Company, or to the words we, us, and our means the same legal entity: Dhb Feeds Foundation, located at 3650 Southbridge Ave, London - N6L 0G5, Canada (CA).
We wrote this policy in plain language because the communities we serve include volunteers, drivers, pantry coordinators, donors, and administrators who deserve to understand what happens to their information without needing a lawyer at their side. Please read the whole document carefully. If any part of it is unclear, contact us at connect@dhbfeeds.lol or call +15076777742 and a member of our team will walk you through it. By using the website after the latest update of this policy, you acknowledge the practices described here. If you do not agree with those practices, please stop using the website and tell us, so we can answer your questions or remove your records where the law allows.
2. Who We Are
Dhb Feeds Foundation is a Canadian organization working in the industry of Computer Systems Design and Related Services, within the broader Professional, Scientific, and Technical Services sector. We plan, build, and operate computer integrated systems design services for community food security, including inventory platforms for food banks, scheduling systems for meal programs, matching tools that connect donors with pantries, nutrition education content libraries, and grant tracking dashboards.
The Foundation keeps its registered office at 3650 Southbridge Ave, London - N6L 0G5, Canada (CA), and the DHBFeeds development team acts as the technical steward of every system we run. This structure matters for privacy: the Foundation is responsible for deciding how and why personal information is processed through the website, while DHBFeeds handles that information strictly under the written instructions of the Foundation and under the safeguards described in this policy.
3. Scope of This Policy
This policy applies to the website at https://www.dhbfeeds.lol, to the contact forms and communication channels we operate, and to the demonstration and production environments of our platform families when they are made available to clients and partners. It covers personal information handled by the Foundation in the course of operating those services, whether the information relates to a visitor, a client employee, a volunteer, a donor, or any other person.
The policy does not govern the practices of third parties, including food banks, pantries, community kitchens, grocers, farms, delivery partners, or funders who use our tools to manage their own programs. When a partner organization collects information about the people it serves, that organization is responsible for its own privacy notice and for its own lawful basis for processing. Where our platforms are configured for a client, the client acts as the controller of the program data it stores, and the Foundation processes that data on behalf of the client under a written agreement.
4. Information We Collect
The categories of personal information we collect depend on how you interact with the website and with our platforms. In general, we collect the following types of information.
- Identity and contact data. Names, email addresses, phone numbers, mailing addresses, job titles, and organization names submitted through contact forms, account registrations, or correspondence with our team.
- Program and operational data. Warehouse locations, delivery routes, inventory counts, volunteer rosters, shift assignments, and meal counts that client organizations choose to record in the platforms we operate for them.
- Donor and recipient data. Donation records, pickup windows, dietary notes, and household composition indicators submitted through donor-to-pantry matching tools, either directly by donors or by pantry staff on behalf of participants.
- Billing and financial data. Billing contacts, purchase order numbers, invoice records, and payment confirmations related to engagements with the Foundation. We do not store full card numbers on our systems.
- Technical data. Internet protocol addresses, browser and device types, operating system details, language settings, referring pages, pages viewed, and interaction timestamps gathered when the website is used.
- Communications data. The content of messages sent to us by email or through forms, together with our replies, and records of support conversations related to our tools.
We aim to collect only the information that is reasonably necessary for the purposes described in this policy, and we encourage our clients to follow the same principle in the data they enter into the systems we operate.
5. How We Collect Information
We collect information in three principal ways. First, we receive information directly from you when you complete a contact form, request a program review, subscribe to updates, register for access to a platform, answer a survey, or communicate with our staff by email or telephone. Second, we collect technical information automatically as your browser interacts with the website, through server logs, cookies, and similar technologies described in the section on cookies below. Third, we receive information from third parties in limited circumstances, for example when a client organization adds your contact details as an account user, when a partner reports an issue that involves your records, or when a service provider shares delivery confirmations related to a route we support.
Where we ask you to provide personal information, we indicate whether the request is mandatory or optional. If mandatory information is withheld, we may be unable to provide the requested service, but we will tell you plainly before you submit anything.
7. How We Use Information
We use the personal information we collect for the following purposes.
- To operate, maintain, secure, and improve the website and the platform families described on it, including debugging, load testing, and capacity planning.
- To respond to inquiries, prepare program reviews, prepare proposals, and provide customer and technical support to clients and their staff.
- To administer accounts, authenticate users, grant role-based permissions, and keep audit trails that show who changed which record and when.
- To process billing, issue invoices, track grant-related reporting where a client asks us to, and manage our contractual relationships.
- To send administrative messages such as service notices, security advisories, and scheduled maintenance warnings, and, where you have opted in, occasional updates about new features.
- To meet legal obligations, respond to lawful requests from public authorities, enforce our agreements, and protect the rights, property, and safety of the Foundation, our clients, and the public.
We do not sell personal information. We do not share personal information with advertisers, and we do not use program data about pantry clients or donors to build advertising profiles of any kind.
8. Legal Bases for Processing
Where the Personal Information Protection and Electronic Documents Act of Canada applies, we rely on meaningful consent for the collection, use, and disclosure of personal information, except where consent is not required because the processing is necessary for the operation of a service you requested, for a legitimate business need that a reasonable person would consider appropriate, or to comply with a legal obligation. Where users interact with us from other regions, including the European Economic Area or the United Kingdom, we also rely on the following bases: performance of a contract when we deliver services you or your organization requested; legitimate interests when we secure our systems, prevent fraud, and improve our offerings in ways that respect your expectations; legal obligation when retention or disclosure is required by law; and vital interests when processing is necessary to protect life in an emergency connected to a food distribution program.
You may withdraw consent at any time where consent is the basis for processing, subject to contractual and legal restrictions and reasonable notice. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.
10. International Data Transfers
The Foundation operates in Canada, and our primary infrastructure is hosted in data centers located in Canada and the United States. When you use the website from outside those countries, your information will be transferred to, stored in, and processed in Canada or the United States, countries whose privacy laws may differ from the laws of your home jurisdiction. We take steps to make sure that transfers of personal information are lawful and that the information remains protected to the standard described in this policy, including contractual safeguards with recipients, encryption during transmission, and access controls that limit who may handle data across borders.
Where a client requires that its program data remain within a specific province or country, we can configure hosting and support arrangements to meet that requirement, and the written agreement with the client will document the arrangement.
11. Data Retention
We keep personal information only as long as it is needed for the purposes described in this policy, unless a longer period is required or permitted by law. Website technical logs are retained for up to twelve months for security and performance analysis. Contact records and correspondence are retained for up to three years after the last interaction, so our team can maintain continuity with organizations that plan programs across multiple seasons. Billing records are retained for seven years to satisfy tax and accounting requirements. Program data stored in a platform on behalf of a client is governed by the retention schedule in the agreement with that client, and when the engagement ends we return or securely delete the data according to the written instructions of the client.
When retention ends, we delete personal information or irreversibly de-identify it. Backup copies are purged on the normal rotation cycle of the relevant system, and until that cycle completes the backups remain encrypted and access-restricted.
12. Data Security
We protect personal information with administrative, technical, and physical safeguards appropriate to its sensitivity. Access to production systems is limited to members of the DHBFeeds team whose duties require it, and every member signs a confidentiality agreement and completes privacy training before touching production data. Data transmitted over the network is protected with current transport encryption, data at rest is encrypted with managed keys, and credentials are stored in hardened vaults with rotation requirements. We maintain audit logging, intrusion monitoring, vulnerability patching on a defined schedule, and segregated environments for development, staging, and production so that live personal information is never copied into test systems without masking.
Despite careful design, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we determine that a breach of security safeguards has created a real risk of significant harm to individuals, we will notify affected individuals and the appropriate authorities as required by applicable law, and we will keep a record of every breach and the steps taken in response.
13. Privacy for Children
The website and our services are intended for organizations and adults who run food security programs, and they are not directed to children. We do not knowingly collect personal information directly from children under the age of thirteen, and we do not knowingly create accounts for children. Program tools may include limited information about household members supplied by a responsible adult, such as the number of dependents in a household, and that information is provided by the client organization or the participant, not gathered from children themselves.
If a parent or guardian believes that a child has sent us personal information, the parent or guardian should contact us at connect@dhbfeeds.lol or +15076777742. When we confirm that we have received personal information from a child without proper authorization, we will delete it promptly and take steps to prevent a repeat.
14. Your Rights and Choices
Subject to applicable law, you have the following rights with respect to personal information we hold about you.
- Access. You may ask whether we hold personal information about you and request a copy of that information, together with an explanation of how it has been used and to whom it has been disclosed.
- Correction. You may ask us to correct information that is inaccurate or incomplete, and where the information sits in a system operated for a client, we will route the request to that client and assist in completing the correction.
- Deletion. You may ask us to delete personal information that we hold about you where the law allows, keeping in mind the retention rules described earlier in this policy.
- Objection and restriction. Where processing rests on legitimate interests, you may object, and you may ask us to restrict processing while a dispute about accuracy or lawfulness is resolved.
- Withdrawal of consent. Where processing rests on consent, you may withdraw it at any time as described in the legal bases section.
- Data portability. Where the law grants the right, you may request a machine-readable copy of information you provided to us.
- Complaints. You may raise a concern with the Office of the Privacy Commissioner of Canada or with a comparable authority in your jurisdiction, and we ask that you also contact us so we can try to resolve the matter directly.
To exercise any right, write to connect@dhbfeeds.lol or call +15076777742. We will verify your identity before responding, answer within thirty days wherever possible, and explain any extension. We do not charge a fee for reasonable requests, and we will never treat you differently for exercising a right.
15. Third Party Websites and Services
The website may link to resources operated by partners, funders, standards bodies, or public agencies, and our platforms may integrate with services that clients choose to connect, such as accounting tools or messaging providers. Those third parties operate under their own privacy policies, and this policy does not cover their practices. We encourage you to read the privacy notice of any third party service before providing information to it. Where an integration transfers data between our platform and a third party service at the instruction of a client, the written agreement between the Foundation and the client identifies the integration and the safeguards that apply.
16. Accessibility of This Policy
We aim to make this policy readable by everyone, including people who use assistive technology. The page uses clear headings, descriptive link text, and strong color contrast, and it works with screen readers and keyboard navigation. If you need this policy in another format, such as large print or plain text, contact us at connect@dhbfeeds.lol and we will provide it without charge and without delay.
17. Changes to This Policy
Food security work evolves, technology evolves, and privacy law evolves, so this policy will change from time to time. When we make a material change, we will update the date at the top of this page, and for significant changes we will also post a notice on the website or send a message to registered account holders before the change takes effect. The version posted on this page is always the current version, and earlier versions are available on request. Continued use of the website after a change takes effect means you accept the updated policy. If a change would materially reduce protections for personal information already collected, we will seek consent where the law requires it before applying the change to that information.
18. How to Contact Us
Questions, requests, and complaints about privacy are welcome at any time. You can reach the Foundation in any of the following ways.
- Mail: Dhb Feeds Foundation, 3650 Southbridge Ave, London - N6L 0G5, Canada (CA)
- Email: connect@dhbfeeds.lol
- Telephone: +15076777742
- Website: https://www.dhbfeeds.lol
Every message receives a human reply, and a designated member of the DHBFeeds team is accountable for the handling of privacy questions. Thank you for trusting the Foundation with the systems that help feed your community, and for reading this policy with the care it deserves.