Volunteer Acknowledgement

The Leanne Caron Mayoral Campaign is committed to running a respectful, inclusive, ethical, and community focused campaign. Volunteers are essential ambassadors of the campaign and play an important role in representing our values throughout the 2026 municipal election.

All volunteers are expected to read, understand, and follow this Code of Conduct while participating in campaign activities.

1. Campaign Values

Volunteers are expected to support and uphold the following principles:

• Respect for all people 
• Integrity and honesty 
• Inclusion and accessibility 
• Collaboration and teamwork 
• Positive civic engagement 
• Accountability 
• Compliance with all applicable laws and election rules 

Volunteers represent the campaign at all times while participating in campaign related activities.

2. Respectful Behaviour

Volunteers are expected to:

• Treat members of the public, campaign staff, candidates, donors, and fellow volunteers with courtesy and respect 
• Listen respectfully to differing opinions and perspectives 
• Help create a welcoming and inclusive environment 
• Use appropriate language in all in-person, online, phone, text, and social media interactions 
• Support a campaign culture free from bullying, intimidation, harassment, or discrimination 

The campaign will not tolerate:

• Harassment or intimidation 
• Hate speech or discriminatory conduct 
• Threatening or abusive behaviour 
• Personal attacks 
• Sexual harassment or inappropriate conduct 
• Aggressive confrontation with voters, opponents, or members of the public 

3. Inclusivity and Accessibility

The campaign is committed to accessibility and inclusion.

Volunteers are expected to:

• Respect people of all backgrounds, identities, abilities, cultures, faiths, ages, and political views 
• Help create accessible and welcoming campaign spaces and events 
• Be mindful of communication barriers and accessibility needs whenever possible 

Discrimination of any kind will not be tolerated.

4. Ethical Campaigning

Volunteers are expected to campaign honestly and ethically.

Volunteers must not:

• Knowingly spread false or misleading information 
• Deface or remove other campaign materials 
• Engage in voter intimidation 
• Misrepresent themselves as campaign staff or official election officials 
• Speak on behalf of the campaign unless authorized to do so 
• Share confidential campaign information without permission 

Volunteers should direct media inquiries or sensitive questions to designated campaign leadership.

5. Social Media and Public Communication

When posting or commenting online in connection with the campaign, volunteers are expected to:

• Communicate respectfully and professionally 
• Avoid inflammatory or aggressive exchanges 
• Avoid spreading unverified information 
• Respect privacy and confidentiality 
• Make clear when opinions are personal and not official campaign statements 

The same standards of conduct apply online as in person.

6. Privacy and Confidentiality

Volunteers may have access to voter information, campaign strategies, internal communications, or volunteer contact lists.

Volunteers are expected to:

• Protect confidential information 
• Use campaign information only for authorized campaign purposes 
• Follow all campaign directions regarding voter data and privacy 
• Not share or distribute campaign materials, databases, or contact information without authorization 

Confidentiality obligations continue after volunteer involvement ends.

7. Safety

Volunteers should help maintain a safe environment during all campaign activities.

Volunteers are expected to:

• Follow campaign safety instructions 
• Report unsafe situations promptly 
• Respect property and public spaces 
• Avoid confrontational situations 
• Work in pairs or teams where appropriate 

No volunteer is expected to remain in a situation where they feel unsafe.

8. Compliance with Election Laws

All volunteers must comply with applicable municipal election laws and campaign rules, including:

• Sign placement regulations 
• Canvassing rules 
• Privacy requirements 
• Financial and donation rules 
• Election day procedures 

Questions regarding election rules should be directed to campaign leadership.

9. Substance Use

Volunteers are expected to participate in campaign activities free from impairment caused by alcohol or drugs.

Illegal drug use or intoxication during campaign activities is prohibited.

10. Concerns and Reporting

Volunteers are encouraged to raise concerns if they experience or witness behaviour inconsistent with this Code of Conduct.

Concerns may be brought to designated campaign leadership and will be handled respectfully and confidentially where possible.

Retaliation against anyone who raises a concern in good faith will not be tolerated.

11. Consequences

Failure to follow this Code of Conduct may result in:

• A conversation or warning 
• Removal from specific campaign activities 
• Suspension of volunteer responsibilities 
• Removal from the campaign 

The campaign reserves the right to determine appropriate responses based on the circumstances.

12. Volunteer Acknowledgement

By volunteering with the Leanne Caron Mayoral Campaign, volunteers acknowledge that they have read, understood, and agree to follow this Volunteer Code of Conduct.

Together, we can run a positive, respectful, and community centered campaign for the people of Guelph.

The Leanne Caron for Mayor Campaign is committed to protecting the privacy of our supporters, volunteers, donors, and community members. We recognize the importance of safeguarding personal information and strive to collect, use, and store information responsibly and respectfully.

Information We Collect

We may collect personal information that you voluntarily provide to us, including:

• Name
• Address
• Email address
• Telephone number
• Volunteer interests and availability
• Donation information
• Event registrations and attendance
• Communications and correspondence with the campaign

We may also collect information from publicly available sources as permitted under applicable municipal election laws.

How We Use Your Information

Personal information collected by the campaign may be used to:

• Communicate with supporters, volunteers, donors, and voters
• Organize campaign activities and events
• Coordinate volunteer opportunities
• Process and acknowledge donations
• Provide information about campaign activities, policies, and events
• Respond to inquiries and requests
• Meet legal and reporting obligations under the Municipal Elections Act, 1996

We will only use personal information for purposes reasonably related to the operation of the campaign.

Sharing of Information

The campaign will not sell, rent, or trade personal information to third parties.

Personal information may be shared only with authorized campaign staff and volunteers who require access to perform campaign-related duties. All individuals with access to personal information are expected to maintain its confidentiality and use it solely for campaign purposes.

Information may also be disclosed where required by law or to comply with obligations under municipal election legislation.

Protection of Information

The campaign takes reasonable administrative, technical, and physical measures to protect personal information from unauthorized access, disclosure, loss, misuse, or alteration.

Access to supporter, volunteer, and donor information is limited to authorized individuals who require the information to carry out campaign activities.

Email Communications

Individuals who provide their email address may receive campaign updates, event invitations, volunteer opportunities, fundraising communications, and other campaign-related information.

Recipients may request to be removed from campaign email lists at any time by contacting the campaign.

Volunteer and Donor Records

Volunteer and donor information will be retained only for as long as necessary to support campaign operations and meet legal record-keeping requirements.

Updates to this Statement

This Privacy Statement may be updated from time to time to reflect changes in campaign practices or legal requirements. The most current version will be made available upon request.

Last Updated: June 2026

Policy Number: GOV-003
Approved by: Campaign Manager
Effective date: July 27, 2026
Applies to: All employees, volunteers, contractors, consultants, advisors, and campaign leadership.

Purpose

The Leanne Caron for Mayor Campaign is committed to protecting the confidentiality of campaign information, respecting the privacy of supporters and volunteers, and maintaining the trust of the public. 

Campaign participants routinely have access to information that is confidential, strategic, or personal in nature. This policy establishes expectations for the responsible handling of that information throughout the campaign and after an individual's involvement has ended.

Policy Statement

Everyone working on behalf of the Campaign is expected to safeguard confidential information and use it only for authorized campaign purposes. 

Confidential information shall not be shared, discussed, copied, or disclosed except where necessary to carry out approved campaign activities or where disclosure is required by law. 

Maintaining confidentiality is a shared responsibility and is essential to the integrity and success of the Campaign.

What Is Confidential Information?

Confidential information includes any non-public information obtained through participation in the Campaign, including but not limited to:

Campaign Strategy

• Strategic plans
• Communications strategies
• Campaign messaging
• Opposition research
• Internal planning documents
• Polling and research
• Meeting discussions and notes
• Decision-making processes

Financial Information

• Campaign budgets
• Donor information
• Fundraising plans
• Financial reports
• Contracts
• Vendor pricing
• Banking information

Personal Information

Information relating to:

• Volunteers
• Employees
• Contractors
• Donors
• Supporters
• Candidate family members
• Members of the public 

including names, addresses, email addresses, telephone numbers, donation history, and other personal information collected by the Campaign.

Campaign Operations

• Volunteer schedules
• Event planning
• Canvassing information
• Voter contact information
• Internal calendars
• Login credentials
• Passwords
• Internal communications
• Draft campaign materials
• Technology systems

Expectations

All campaign participants are expected to:

• Protect confidential information at all times.
• Access confidential information only when required to perform assigned responsibilities.
• Share confidential information only with authorized campaign personnel who require it to perform their duties.
• Secure printed and electronic campaign records.
• Use strong passwords and approved technology platforms.
• Report suspected privacy or security incidents immediately.
• Return or permanently delete campaign records when requested or upon leaving the Campaign.

Information That Must Not Be Disclosed

Without authorization, campaign participants shall not:

• Discuss confidential campaign matters outside the Campaign.
• Share campaign strategy or internal deliberations.
• Disclose donor identities or donation information.
• Share volunteer contact information.
• Forward confidential emails or documents.
• Copy campaign databases for personal use.
• Post confidential information on social media.
• Provide information to media representatives unless authorized.
• Use campaign information for personal, commercial, or future political purposes.

Media and Public Communications

Only individuals authorized by the Candidate or Campaign Manager may speak on behalf of the Campaign. 

All media inquiries should be referred to the Communications Director, Campaign Manager, or Candidate. 

Campaign participants are encouraged to support the Campaign publicly but should avoid commenting on internal discussions, strategic decisions, or confidential matters.

Social Media

Campaign participants are welcome to use personal social media to support the Campaign in a respectful and positive manner. 

However, confidential information, internal discussions, unpublished campaign materials, personal information, or internal disagreements must never be shared publicly. 

Nothing in this policy is intended to restrict lawful personal political expression or rights protected under applicable law.

Use of Campaign Information

Campaign information is provided solely for the purpose of carrying out campaign responsibilities. 

Campaign records, contact lists, donor information, volunteer databases, communications materials, and strategic documents remain the property of the Campaign and shall not be retained or used after an individual's involvement with the Campaign unless specifically authorized.

Privacy

Campaign participants must comply with the Campaign's Privacy Policy and applicable privacy legislation when collecting, accessing, storing, or using personal information. 

Only the minimum amount of personal information necessary to complete assigned responsibilities should be accessed or shared.

Reporting Concerns

Anyone who becomes aware of:

• an unauthorized disclosure of confidential information,
• a privacy breach,
• lost or stolen campaign records,
• unauthorized access to campaign systems, or
• any suspected misuse of confidential information

must report the matter immediately to the Campaign Manager or Candidate.

Reports will be reviewed promptly and handled confidentially to the extent reasonably possible.

Non-Compliance

Failure to comply with this policy may result in:

• removal from campaign duties,
• revocation of access to campaign systems,
• termination of employment or volunteer service,
• or other appropriate action consistent with campaign policies and applicable law.

Questions

Questions regarding this policy should be directed to the Campaign Manager. 

Campaign participants are encouraged to seek guidance whenever they are uncertain about whether information should be shared or how it should be handled.

Acknowledgement

All campaign employees, volunteers, contractors, consultants, and advisors are expected to read and comply with this Confidentiality Policy. 

By participating in the Leanne Caron for Mayor Campaign, individuals acknowledge their responsibility to protect confidential information and to support a culture of professionalism, integrity, and respect throughout the campaign.

Purpose

The Leanne Caron for Mayor Campaign collects and maintains information about supporters, volunteers, donors, voters, and community stakeholders. This policy establishes standards for handling campaign information responsibly, securely, and ethically. 

All campaign staff, volunteers, consultants, contractors, and committee members are expected to comply with this policy.

1. Guiding Principles

Campaign information is collected to support legitimate campaign activities and should be:

• Used only for campaign purposes.
• Accessed only by authorized individuals.
• Kept confidential and secure.
• Shared only when necessary to perform campaign duties.
• Protected from unauthorized access, disclosure, or misuse.

2. Information Covered by This Policy

This policy applies to all campaign information, including:

Supporter Information

• Names
• Addresses
• Telephone numbers
• Email addresses
• Voting interests
• Volunteer interests

Volunteer Information

• Contact information
• Availability
• Skills and experience
• Internal notes

Donor Information

• Donation records
• Contact information
• Financial records
• Contribution history

Campaign Operations Information

• Strategy documents
• Polling results
• Research
• Internal communications
• Volunteer assignments
• Event plans

3. Authorized Access

Campaign information shall only be accessed by individuals who require it to perform assigned campaign responsibilities. 

Examples of role access:

• Campaign Manager 🡪 Full access
• Volunteer Coordinator 🡪 Volunteer records
• Treasurer/Bookkeeper 🡪 Financial records
• Communications Team 🡪 Media and Communications lists
• Ward Captains 🡪 Assigned volunteer and canvassing data only

No person should access information "out of curiosity."

4. Volunteer Responsibilities

All volunteers must:

• Keep campaign information confidential.
• Use information only for approved campaign purposes.
• Protect passwords and login credentials.
• Log out of shared devices.
• Report any suspected privacy breach immediately.
• Return or destroy campaign information upon request.

Volunteers shall not:

• Share voter, volunteer, or donor information with outside organizations.
• Use campaign lists for personal, commercial, or political purposes unrelated to the campaign.
• Download or copy information unless authorized.
• Retain campaign information after their role ends.

5. Email and Electronic Communications

Campaign email accounts should be used whenever possible. 

When handling campaign information:

• Use strong passwords.
• Enable two-factor authentication where available.
• Do not forward campaign lists to personal contacts.
• Use BCC when sending bulk emails.
• Avoid including personal information in unnecessary email threads.

6. Formstack, Intelistack, and Other Platforms

Authorized users may access campaign databases only for assigned duties. 

Campaign data should:

• Be entered accurately.
• Be updated regularly.
• Not be exported unnecessarily.
• Not be stored on personal devices without approval. 

Any exported files must be stored in approved campaign locations.

7. Printed Documents

Printed lists and reports containing personal information should:

• Be kept secure.
• Not be left unattended.
• Be collected after events.
• Be shredded when no longer required.

8. Social Media and Public Disclosure

Campaign volunteers must not publicly share:

• Volunteer lists
• Donor information
• Internal campaign discussions
• Strategic plans
• Private communications
• Personal information about supporters

Only designated spokespersons may speak on behalf of the campaign.

9. Privacy Breaches

A privacy breach may include:

• Lost volunteer lists
• Misdirected emails
• Unauthorized access to databases
• Disclosure of personal information
• Stolen devices containing campaign information

Any suspected breach must be reported immediately to:

• Campaign Manager
• Campaign Chair
• Campaign Treasurer (if donor information is involved)

The campaign will investigate all reported breaches promptly.

10. End of Campaign Procedures

Following Election Day:

• Access permissions will be reviewed and removed as appropriate.
• Printed materials containing personal information will be securely destroyed.
• Electronic files will be archived or deleted in accordance with legal requirements.
• Volunteers shall delete campaign information stored on personal devices.

11. Confidentiality Agreement

All campaign volunteers, staff, and contractors with access to campaign information must acknowledge the following:

"I understand that I may have access to confidential information relating to supporters, volunteers, donors, voters, and campaign operations. I agree to protect this information, use it only for authorized campaign purposes, and maintain confidentiality during and after my involvement with the Leanne Caron for Mayor Campaign.”

Policy Number: VOL-002
Approved by: Campaign Manager
Effective date: July 27, 2026
Applies to: All campaign volunteers, employees, contractors, consultants, and advisors.

Purpose

The Leanne Caron for Mayor Campaign recognizes that many volunteers are civically engaged and may wish to support additional candidates during the municipal election. 

This policy establishes clear expectations regarding participation in other election campaigns while protecting the integrity, independence, and confidentiality of the Leanne Caron Campaign.

Policy Statement

Volunteers are welcome to support municipal council candidates who share the values and principles of the Leanne Caron Campaign, provided that such involvement does not create a conflict of interest, compromise the Campaign's operations, or undermine public confidence in the independence of the Campaign. 

Participation in other campaigns must always remain separate from activities undertaken on behalf of the Leanne Caron Campaign.

Campaigns Covered by this Policy

This policy applies to participation in campaigns for:

• City Council
• School Board Trustee

This policy does not permit participation in another mayoral campaign while volunteering or working for the Leanne Caron Campaign.

Permitted Activities

Volunteers may:

• Volunteer for one or more council or trustee candidates whose values are generally aligned with those of the Leanne Caron Campaign.
• Make financial contributions to council or trustee candidates in accordance with applicable election laws.
• Attend campaign events organized by those candidates.
• Display lawn signs or publicly endorse those candidates in a personal capacity. 

Participation must always be conducted independently of the Leanne Caron Campaign.

Separation of Campaign Activities

Individuals participating in more than one campaign are expected to maintain a clear separation between campaigns.

This includes:

• Volunteering on separate days or at separate times whenever possible.
• Keeping campaign meetings, planning sessions, and communications independent.
• Using separate email accounts, messaging groups, files, and campaign materials where appropriate.
• Not representing themselves as speaking on behalf of both campaigns simultaneously.
• Ensuring campaign resources are not shared between campaigns.

Campaign equipment, supplies, volunteer lists, donor information, communications materials, technology platforms, and branding belonging to the Leanne Caron Campaign shall not be used for the benefit of any other campaign.

Confidentiality

Volunteers who participate in another campaign remain bound by the Leanne Caron Campaign's Confidentiality Policy. 

Under no circumstances may confidential information obtained through the Leanne Caron Campaign be disclosed or used for the benefit of another campaign.

Confidential information includes, but is not limited to:

• Campaign strategy
• Internal discussions
• Communications plans
• Polling or research
• Donor information
• Volunteer information
• Canvassing data
• Event planning
• Internal schedules
• Financial information
• Any other non-public campaign information

These obligations continue after an individual's participation with the Campaign has ended.

Financial Contributions

Volunteers may make personal financial contributions to eligible council or trustee candidates in accordance with the Municipal Elections Act, 1996 and all applicable campaign finance rules. 

Such contributions are personal decisions and must not be represented as endorsements or financial commitments made by the Leanne Caron Campaign. 

Campaign funds, fundraising activities, donor information, or campaign resources shall never be used to support another candidate.

Prohibited Activities

While participating in the Leanne Caron Campaign, volunteers shall not:

• Volunteer for another mayoral candidate in Guelph.
• Share confidential information with another campaign.
• Coordinate campaign strategy between the Leanne Caron Campaign and another mayoral campaign.
• Use Leanne Caron Campaign materials, equipment, branding, databases, or resources for another campaign.
• Recruit Leanne Caron Campaign volunteers or donors on behalf of another campaign while acting in an official campaign role.
• Represent another campaign while attending events or performing duties on behalf of the Leanne Caron Campaign.
• Create situations where campaign loyalties could reasonably be perceived as compromising the interests of the Leanne Caron Campaign.

Conflict of Interest

If a volunteer believes their involvement with another campaign could create an actual, perceived, or potential conflict of interest, they are expected to discuss the matter with the Campaign Manager before undertaking those activities.

The Campaign Manager may recommend reasonable steps to manage or avoid any conflict.

Respect for Volunteer Choice

The Leanne Caron Campaign respects the personal political choices of its volunteers. 

Nothing in this policy is intended to discourage civic participation or restrict lawful political activity beyond what is reasonably necessary to protect the Campaign's confidential information, operational effectiveness, and public trust.

Non-Compliance

Failure to comply with this policy may result in:

• a discussion regarding expectations,
• reassignment of campaign responsibilities,
• removal from confidential campaign activities,
• suspension of volunteer responsibilities, or
• termination of the individual's involvement with the Campaign.

Questions

Questions regarding this policy should be directed to the Campaign Manager before participating in another municipal election campaign. 

Campaign participants are encouraged to seek guidance whenever they are uncertain about whether an activity may create a conflict of interest.