Your non-profit's bylaws may state that members are only eligible to vote when certain conditions are met.

For example, people usually aren’t allowed to vote if their membership has expired. Some non-profits only let members vote if they’ve been members for at least 30 days, are in good standing, or have paid membership dues.

If your non-profit has more than one class of members, it must have at least one class that is voting members.

The best way to send AGM notices is the method that will be easy, flexible, and convenient.

For most non-profits, the most convenient method is email. However, your non-profit should give itself multiple options for more flexibility.

For non-profits with more than 250 members, it is also permitted (and may be easier) to post the AGM notice on its website. The best practice is to send an email and post on the website.

Your non-profit's bylaws can require the notice be sent between 7 and 60 days before the AGM. Many bylaws use 14 days.

However, if your non-profit's bylaws don’t say, the default in the Societies Act is between 14 and 60 days before the AGM.

Personal information is that which is unique to an individual. Some examples include: name, address, email address, birthdate, SIN, gender, medical information, educational history, employment status, IP address, family status, and income.

Personal information is unique to an individual. Some examples include: name, address, email address, birth date, SIN, gender, medical information, educational history, employment status, IP address, family status, and income.

A privacy policy is a document that describes how your non-profit deals with personal information. Dealing with personal information includes its collection, use, disclosure, and retention (storage).

A request for information is when someone asks for access to your non-profit’s records.

Access means an employee or volunteer can view, copy, or share personal information. For example, storing employee personnel files on a computer that others can use is giving access.

Purpose means the reason(s) for disclosing personal information. Non-profits may only disclose personal information (with consent) for those reasons.