Privacy, accessibility & other policies

Privacy policy

Evergreen (“Evergreen, “we”, “us” or “our”) takes the privacy of personal information very seriously. This Privacy Policy describes the manner in which we collect, use, disclose, and otherwise treat personal information in our custody or under our control in the course of providing our services, programs or projects (collectively “Services”) including the website located at (the “Evergreen Website”).




The type of personal information we collect will depend on your relationship with Evergreen and the nature of the service or information you request from us. The personal information we collect may include:


  • Contact Information: such as your name, address, email address, job title, employer name
  • Donor Information: such as your name, donation amount, and payment information, donor history, birthday (for recognition purposes)
  • Purchase Information: such as your name and payment information
  • Registration Information: such as names (including names of minors being registered for programming), contact and purchase information and personal health information as required
  • Applicant Information: such as name, contact information, employment history and optional demographic information

We may collect other information that you choose to provide or that we collect with your consent.


We use personal information to provide our Services and to operate Evergreen. This includes:


  • To respond to your inquiries and maintain a relationship with you;
  • To provide our Services, including our Newsletters
  • To process and analyze donations;
  • To better understand how you use our Services in order to improve and develop new products or services;
  • To optimize the performance of our Services;
  • To manage our business, including maintaining business records, enforce our agreements, and collect amounts owing to us;
  • To ensure the security and authorized use of Services;
  • To create de-identified information that we use to generate statistics and reports for internal use; and
  • To meet auditing, legal and regulatory processes and requirements.



We use data collection tools to automatically collect information when individuals visit our Websites.


We use technologies like date stamps, device identifiers, cookies and pixel tags to provide, monitor, analyze, promote and improve our Websites. For example, a cookie is used to remember your username when you return to the Websites and to improve our understanding of how you interact with the Websites. You can block cookies on your web browser; however please be aware that some features of the Service may not function properly if the ability to accept cookies is disabled.


Log Files


When you use the Websites, our servers automatically record certain information in server logs. These server logs may include information such as your scan request, Internet Protocol (“IP”) address, browser type, device type, location, referring / exit pages and URLs, number of clicks, number of scans, and how you interact with Content and links on the Websites, domain names, landing pages, pages viewed, mobile carrier, and other such information. Log files help us to monitor, analyze, improve and maintain the Websites and to diagnose and fix any Websites -related issues.


Device Identifiers


When you access the Websites using a mobile device, we collect specific device information contained in your mobile device’s “device identifier.” This device identifier includes information such as the type of device you are using, its operating system, and mobile network information, which may include your mobile phone number. We may associate this device identifier with your Websites account and will use data associated with your device identifier to customize our Services to your device and to analyze any device related issues.


Time & Date


When you access the Websites, we may automatically record the time and date of your activities while using the Website. We use this data to understand usage patterns to improve the Website, to diagnose and remedy errors, and for security and assurance purposes.




We may use third party service providers like Google Analytics to collect information about your use of the Websites, such as the features used and time spent on the Website, to help us better understand our users and improve our Websites. The information we gather is used in an aggregate, non-identifiable form. For information about information is processed in connection with Google Analytics please read the Google Analytics Policy here.



Service providers: We may transfer (or otherwise make available) personal information to service providers who perform services on our behalf, such as payment processing, event or program registration, data entry, contact management, and analytics or marketing services. Personal information may be maintained and processed by our service providers in Canada or other jurisdictions. For more information on how personal information is processed by our service providers, please contact us in writing using the contact information in the “Contact” section below.


Disclosures authorized or required by law: We may disclose your personal information where we are legally required or authorized to do so. These situations include meeting a court order.


Disclosures with consent: We may disclose your personal information in other circumstances with your consent. For example, you may request that we share information with your insurer for insurance reimbursement purposes.




Our Websites may contain links to other websites that Evergreen does not own or operate. We provide links to third party websites as a convenience to the user. These links are not intended as an endorsement of or referral to the linked websites. The linked websites have separate and independent privacy policies, notices and terms of use. We do not have any control over such websites, and therefore we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use or disclose, secure and otherwise treat personal information. We encourage you to read the privacy policy of every website you visit.




We have implemented reasonable physical, technological, and administrative security measures designed to protect the personal information in our control against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. We limit access to personal information to our employees and service providers who require access in connection with their role or function. Each of our employees is responsible for maintaining the confidentiality of all personal information to which they have access. We keep our employees informed about our policies and procedures for protecting personal information. Despite these measures, since no system or security measure is completely secure, it is possible that personal information may be lost, stolen or accessed without authorization.



Personal information is maintained on our servers or those of our service providers and will be accessible by our authorized employees and contractors who require access for the purposes described in this Privacy Policy.


We retain personal information for as long as necessary for the fulfilment of the purposes for which it was collected, in accordance with prudent business practices on general document retention, professional obligations or as otherwise required by law.




You may unsubscribe from our Newsletters and other promotional communications at any time by using the unsubscribe feature included in those messages. Please note that if you unsubscribe from our promotional email communications you may still receive transactional or business-related communications from us.




You may request access to or correction of your personal information in our custody or control, by writing to us as described below. You also have the right to withdraw your consent to our collection, use or disclosure of your personal information. Your rights are subject to applicable legal restrictions and we may take appropriate steps to verify your identity before responding to your request. To exercise any of these rights, please contact us in writing using the contact information in the “Contact” section below.




If we change our Privacy Policy, we will post those changes on this page to keep you aware of what information we collect, how we use it and under what circumstances we may disclose it. Changes to this Privacy Policy are effective when they are posted on this page.



If you have any questions about the collection, use and disclosure of personal information by Evergreen, please contact the Privacy Officer by telephone at 416-596-1495 x224, by email at or by mail at:

Attention: Privacy Officer
550 Bayview Avenue, Suite 300
Toronto, ON  M4W 3X8

Accessibility Policy (Employment, Customer Service, and Built Environment)


Evergreen is committed to providing a barrier-free environment for all stakeholders, including clients, employees, job applicants, suppliers, and any visitors who enter the premises, work for the organization, access information provided by the organization, or use the organization’s goods and services. Evergreen explicitly recognizes that accessibility is for everyone, and that improving accessibility for those with disabilities has ripple effects that make communities and spaces better for all.


Evergreen will work to break down the barriers that prevent or limit persons with physical, mental or neurocognitive disabilities (physical, mental and neurocognitive) from employment, receipt of goods and services, the built environment, and information and communication through the implementation of accessibility standards.


Evergreen recognizes the need for a dynamic and real-time approach to accommodation, given the fluid nature of disability, and the organization understands that the needs of individuals with a disability are not apparent all at once and can emerge over time.



Accessible formats: Include but are not limited to large print, recorded audio and electronic formats, braille, and other formats usable by persons with disabilities.


Assistive device: A technical aid, communication device, or other instrument that is used to maintain or improve the functional abilities of people with disabilities.


Communication supports: Captioning, alternative and augmentative communication supports, plain language, sign language, and other supports that facilitate effective communications.


Conversion-ready: An electronic or digital format that facilitates conversion into an acceptable format.


Disability: A disability is any condition of the body or mind (impairment) that makes it more difficult for the person with the condition to do certain activities (activity limitation) and interact with the world around them (participation restrictions).


Service animal: An animal that can be recognized by visual indicators such as a vest or harness that is being used by an individual with a disability for reasons relating to the person’s disability.


Support person: Another person who accompanies an individual with a disability in order to help with communication, mobility, personal care, medical needs, or access to goods and services.





Evergreen will make every effort to identify, remove, and prevent barriers by developing inclusive employment procedures that support persons with disabilities during the recruitment and throughout the employment life cycle. Where barriers continue to exist, Evergreen is committed to a collaborative approach to accommodation solutions.


Recruitment and Hiring

Evergreen understands that improving workplace accessibility and ensuring an accessible recruitment and selection process for applicants with disabilities is important. Upon request, the organization will provide candidates with reasonable accommodations during the interview and selection process. Where an accommodation is requested, the organization will consult with the applicant to arrange suitable accommodations, such as providing the application in an alternate or accessible format.


The organization’s interview process will focus on experience and skills and will not discriminate against candidates who have a disability or require an accommodation. Evergreen is committed to hiring decisions that are unbiased and based on qualifications and past experience. Successful candidates will be made aware of policies and supports for accommodations upon completion of the recruitment process.


Training and Development

Evergreen recognizes that skills development and career planning can enrich the employment experience, increase engagement, and reduce turnover for individuals with disabilities. The organization will align training and development programs to meet the needs of employees with disabilities and provide training as soon as reasonably practicable upon the person being assigned to applicable duties. Training programs will be designed with flexibility to allow customization for the individual requirements of the employee, such as providing training materials in accessible or conversion-ready formats that take into account the need of the employee. The organization will consider employee barriers when implementing performance management processes, or when offering career development, employment support, or advancement opportunities.



Evergreen strives to follow leading practices around accessibility when creating documents and/or communications. Further, Evergreen will provide or arrange for accessible formats and communication supports for employees, upon request. The organization will consult with the employee to determine the specific barrier and the best way to provide support. Such accessible formats and communication supports are conversion-ready and will be provided in a timely manner and at no additional cost to employees.


When communicating with or providing information to an employee who requires accommodation or assistance due to a disability, the organization will ensure that all communication with the individual is completed in a manner that takes into account the individual’s disability. Where an assistive device is used, the organization will reasonably accommodate the use of the device.


Emergency Response

If necessary or if requested, Evergreen will create individualized workplace emergency response plans for employees with disabilities. The emergency response plan will consider the unique challenges created by the individual’s disability and the physical nature of the workplace and will be created in consultation with the employee. If an employee with a disability requires assistance from a support person during an emergency, the organization will designate a fellow employee to act as such.


Customized emergency response plans will be reviewed when:

  • The employee moves to a different physical location in the organization;
  • The employee’s overall accommodation needs, or plans are reviewed; or
  • The organization reviews general emergency response policies.



The duty to accommodate is required of all employers, in all jurisdictions in Canada, and encompasses providing respect and dignity, individualized accommodation, integration and participation, and barrier-free designs. Evergreen will provide individual accommodations to support the needs of employees with disabilities. Personalized accommodation plans will be designed to allow employees to contribute and participate in job related functions and activities to the best of their abilities. The process of accommodating individuals will take a consultative approach and is a shared obligation of the organization, the employee, and any applicable professionals required to assist the employee throughout the process.


Common accommodation requests include minor job alterations (i.e. reallocating marginal job functions that an employee is unable to perform because of a disability), acquiring or modifying equipment or devices such as desks, chairs, assistive technology, and adjusting or modifying training materials. Accommodation requests can be made directly to an individual’s Manager, to the Sr. Manager, HR Operations or through AllVoices (, and select the option to de-anonymize).


Return to Work

Evergreen is committed to a supportive return-to-work program and will develop and implement return-to-work processes for employees who are absent from work due to a disability and require accommodations in order to return to work. The organization will work with the employee to develop an individualized return-to-work plan and support the employee in the transition period by addressing any barriers. The return-to-work process will outline the steps the organization will take to facilitate the employee’s return to work and use documented individual accommodation plans.



If an employee cannot be accommodated in their current position, even with accommodations to either the job processes or hours, Evergreen will consider redeployment by placing the employee in an alternative position within the organization. Evergreen will work with the employee to determine whether there is another available position. If the accommodation requires a substantial change in the position, involving duties or hours, the position may be redesigned.


Inability to Accommodate

Evergreen will provide workplace accommodation up to the point of undue hardship. Undue hardship may occur where it is established that no forms of appropriate accommodation exist, or where the creation of accommodation would create a health and safety hazard or cause unreasonable costs for the organization.

Where a necessary accommodation is found to cause undue hardship on the organization, Evergreen will work to find a fair and equitable compromise that meets the needs of the employee and the organization to the greatest extent possible. Our overarching goal is to embrace accessibility and embed it wherever possible in our workplace.


Customer Service


Access to Goods and Services

Evergreen will seek to provide barrier-free access to the organization’s goods and services for all customers. Where barriers cannot be removed, alternate means for accessing goods or services will be provided to the best of the organization’s ability.


Support Persons and Service Animals

If a customer with a disability is accompanied by a support person, Evergreen will ensure that both persons may enter the premises together and that the customer is not prevented from having access to the support person. A customer with a disability accompanied by a service animal will be allowed access to premises that are open to the public unless otherwise excluded by law.


The organization will waive admission fees to support persons, or when not possible, ensure the support person is notified of admission costs in advance. The organization will attempt to accommodate the customer and support person to sit with one another. In situations where confidential information might be discussed, consent will be obtained from the customer before any potentially confidential information is mentioned in front of the support person.



Evergreen understands the importance of accessible digital and non-digital forms of communication and will prioritize accessibility in its communications and work documents. The organization encourages individuals to reach out if they have additional accessibility needs, and communication supports will be provided upon request, in a timely manner and at no additional cost.


Service Disruptions

Service disruptions may occur for reasons that may or may not be within the control or knowledge of Evergreen. In the event of any temporary disruptions to facilities or services that customers with disabilities rely on to access or use goods or services, reasonable efforts will be made to provide advance notice.


When disruptions occur, Evergreen will:

  • Post notices in the nearest accessible entrance to the service disruption,
  • Update the organization website with information about the disruption
  • Contact customers with reservations or appointments; or
  • By any other method that may be reasonable under the circumstances.


The organization will make every reasonable effort to indicate when services will resume and suggest alternatives that can be utilized during the disruption. In some circumstances, such as in the situation of unplanned temporary disruptions or emergencies, advance notice may not be possible.


Emergency Notifications

Evergreen will provide emergency and public safety information, plans and procedures, maps and warning signs at evacuation points, and any other emergency alert information, in accessible formats or with appropriate communication supports, upon request.


Evergreen will:

Work any individuals requesting information and to see how to best meet their needs;


Ensure emergency information can be seen, read, and heard by anyone, including people with disabilities; and


If a person with a disability requires assistance from a support person in case of an emergency, make sure an employee is available to act as such.


Customer Feedback

Customer feedback can lead to improved service, increased clientele, and a reduction in complaints. Evergreen will ensure that feedback can be provided by customers with disabilities through a variety of mechanisms, such as in person, by phone, e-mail, text message, or social media. Feedback forms, along with alternate methods of providing feedback verbally (in person or by telephone) or written (handwritten, delivered, website, or e-mail), will be available upon request.


Customers who provide formal feedback will receive acknowledgement of their feedback, along with any resulting actions based on concerns or complaints that were submitted.


Building Accessibility

Evergreen will work to ensure that the built environment, including building interior and exterior, are designed to facilitate barrier-free access to goods or services for customers and employees. If areas of the built environment are not accessible for certain individuals with disabilities, the organization will work with the individual to provide an alternate means of access.


If you have any questions, please contact us:
Centre for Green Cities, Suite 300
550 Bayview Ave
Toronto ON M4W 3X8


It is the policy of Evergreen that all information regarding donors, supporters and volunteers of Evergreen are maintained in the strictest confidence by Evergreen and its employees. Furthermore, Evergreen will not disclose, sell, or trade personal donor and volunteer information to any external party. The information will only be used by Evergreen for the purposes for which it was collected as disclosed by volunteers and employees of Evergreen.


As with many other websites, Evergreen does use cookies to understand better how our website is used. The information from cookies helps us better support our visitors. We do not collect or retain personal information with cookies.

Our websites, including Future Cities Canada and The Community Solutions Portal, use “cookies” that identify you as a return visitor which helps us tailor information to suit your individual preferences. The goal is to save you time on your next visit, provide you with a better experience and measure website activity to better target our marketing efforts.


The information provided on Evergreen’s Website is provided on an “As Is” basis and for general informational purposes only. Evergreen does not guarantee whatsoever the accuracy, completeness, fitness for a particular purpose or non-infringement of proprietary rights regarding any information, materials or other documents, which are on, or referenced by, or linked to, the Evergreen Website. Neither will Evergreen be held responsible for incorrect information or typographical errors whether on the Project Registry listings or elsewhere on the Evergreen Website.

Evergreen shall not be responsible or liable, directly or indirectly, for the accuracy, content, timeliness, completeness, legality, reliability, quality, suitability or decency of any information, advice, content, service, product or merchandise contained on the Evergreen site or in sites linked to or from the Evergreen Website.

Under no circumstances will Evergreen or any of its officers, directors, shareholders, employees, affiliates, agents, sponsors, licensors, or any other party involved in creating, producing, or distributing Evergreen’s content be liable for any direct, indirect, incidental, special, or consequential damages (including but not limited to loss of profits, goodwill, use data or other intangible losses) that result or arise from (a) the use of and reliance on the Evergreen website or the information thereon, (b) the inability to use the Evergreen website, (c) mistakes, omissions, interruptions, suspension, termination, deletion of files or email, errors, defects, viruses, delays in operation or transmission, or any failure of performance with respect to the Evergreen website, including without limitation those that result from acts of god, communications failure, theft, destruction, or unauthorized access to Evergreen’s records, programs, or services, (d) merchandise, products, or services received through or advertised on Evergreen’s website and merchandise, products, or services received through or advertised on any links provided on Evergreen’s website, (e) information or advice received through or advertised on Evergreen’s website and information or advice received through or advertised on any links provided on Evergreen’s website and (f) any information, data, text, messages and other materials that you email, post, upload, reproduce, transmit or otherwise distribute using Evergreen’s website.

Because some jurisdictions do not allow the restriction, exclusion or limitation of liability for, in such jurisdictions liability is limited to the fullest extent permitted by law.

If you are dissatisfied with any portion of Evergreen’s website or with any of these terms of use, your sole remedy is to discontinue using Evergreen’s website.

Social Media Community Guidelines

At Evergreen, we strive to make our social media channels a safe and welcoming environment for all users. Our channels are a space where all should feel included, regardless of background, age, religion, race, gender identity and expression, physical ability or sexual orientation.

We ask that you be polite and respectful in your interactions with other users when commenting and interacting on our channels.

In return, we’ll listen to your feedback, answer your questions and be transparent in our communication with you.

We reserve the right to remove comments that are not in keeping with our guidelines, and to block or ban users that post them. Unacceptable comments include, but are not limited to:

  • Any form of discrimination or harassment
  • Conduct that is intimidating, abusive or demeaning in nature
  • Real or implied threat of damage or harm

We will make it a habit to moderate our channels and respond quickly to comments and feedback. We check our channels several times a day during business hours, and once a day on the weekend. Please keep these timelines in mind when awaiting a response. We appreciate your patience.

Intellectual Property Rights

The underlying HTML, text, and other content made available to you on the Evergreen Website is protected by copyright, trademark and other proprietary rights and does not convey or create any license or other rights in such proprietary rights. You may download the content on this Website only for your personal use and for non-commercial purposes only.

Events Code of Conduct

Evergreen and its partners are committed to providing a safe and welcoming experience for all participants in any events; an environment where feel included, regardless of background, age, religion, race, gender, gender identity and expression, physical ability, or sexual orientation.

All participants are required to read and accept the code of conduct before participating in any events. By participating in this event, you agreetoabide by this Code and to treat your fellow participants with respect and dignity, helping ensure a safe and positive experience for everyone. Unacceptable behavior will not be tolerated during any portion of a meeting or event.

Unacceptable behaviour includes, but is not limited to:

  • Any form of discrimination or harassment, or conduct that is intimidating, abusive or demeaning in nature
  • Engaging in speech or action that are intimidating, harassing, abusive, discriminatory, derogatory, or demeaning.
  • Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability, or other personal characteristics, including those protected by law.
  • Real or implied threat of professional or financial damage or harm.
  • Inappropriate disruption of meetings or events.
  • Photographing, video or audio recording of slides, oral or poster presentations without presenter/author’s permission.
  • Violating the rules and regulations of the online platform


Consequences of Misconduct: Unacceptable behavior will not be tolerated. Anyone engaged in unacceptable behavior is subject to expulsion from the event, at Evergreen’s sole discretion. Breaches of this Code of Conductmay result in disqualification from participating in future live and virtual events and from engagement across Evergreen blogs, online forums, and social media channels.

Reporting Harassment: If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact us at