Revised Oct 2022
Introduction
The Rotary Club of Brockville and the Rotary Club of the 1000 Islands (sometimes hereinafter, "The Rotary Clubs of Brockville", "we", "us" or "non-profit"), are committed to respecting the privacy of individuals and recognizes the need of people with whom we do business volunteers, sponsors, donators, participants, guests and members (sometimes hereinafter, "Participants", "your", "their"), for the appropriate management and protection of any Personal Information that you agree to provide to us.
We recognize the importance of protecting the privacy of Personal Information collected online or offline by us about Participants. We are a local not for profit club of Rotary District 7040 and Rotary International. This policy also explains when and how we treat Personal Information provided to us by participants and/or our members.
We have adopted this Privacy Policy to guide how we utilize Personal Information about Participants. "Personal Information" means information about an identifiable individual an/or company, and includes names, telephone numbers, addresses, e-mail address, credit card numbers, and related credit and transactional information and certain other personal information. Participants may provide to us by any means, including through our websites, by e-mail, telephone, or mail. This Policy will evolve and change as we continue to study privacy issues.
Contents:
About This Policy
Consent
Contacting Us
The Information We Collect
How We Use Your Personal Information
Sponsoring, Registrations or Donations
Promotions
Sweepstakes/Contests
E-Mails
Direct Mail/Outbound Telemarketing
Research/Survey Solicitations
Other Uses of Personal Information
Limiting Collection, Use, Disclosure and Retention
Security
The Internet
Compliance with Laws
Correction/Access
Downloading
Policy Changes
Our purpose in establishing this Policy is to advise you of the policies and information practices we follow in collecting, storing, using, and disclosing Personal Information. This Policy is designed in a manner that recognizes both the right of privacy of individuals with respect to their Personal Information and our need to collect, use or disclose such Personal Information for purposes that a reasonable person would consider appropriate under the circumstances.
When we collect Personal Information as described in this policy, it will be treated in accordance with this policy as described below. This is our Privacy Policy online and offline.
Except as otherwise permitted or required by law, we will not collect, use, or disclose your Personal Information without your consent. Generally, by providing us with your Personal Information, you are communicating your consent to our collection, use and disclosure of such information for the purposes for which you provided the information to us, and as described in this Policy. However, you will, at the point of collection of the Personal Information, and from time to time thereafter, be given the option of "opting out" of or "opting in" to our collection, use and disclosure of your Personal Information for certain other purposes by signing a form, checking a box on a form, clicking on an icon (or via a similar electronic method) on our websites, or by contacting us as described below. If you do not want us to collect your Personal Information or use it for purposes other than as necessary to fulfil your request, please use the "opt out" option so that your information is not collected or used. If you have submitted Personal Information to us and wish to later opt out or withdraw your consent to its retention, use or disclosure, please contact us using the methods described below. You may opt out or withdraw your consent, subject to legal or contractual restrictions, at any time and on reasonable notice.
Participants can elect to opt out from any or all the following communications:
(1) Mail - e-mail and direct mail,
(2) Phone - telephone, or
(3) Contact - all communications including e-mail, direct mail, and telephone.
In addition, Participants can opt out of further e-mail communications by following the directions included in our e-mail communications or by completing the Consent and/or Opt-Out Form.
You should keep in mind that, if you refuse to consent to, opt out of, or withdraw your consent to our collection, use and/or disclosure of your Personal Information that is necessary to fulfilling your request, we may not be able to offer you certain goods, services, and benefits.
A Participant may also contact us through the methods stated below for several other purposes, including:
(1) to opt-out of communications as described in "Consent/Opt-Out" above,
(2) to receive information or special offers,
(3) to provide feedback and comments on this Policy,
(4) to request access to or correction of the Participant's Personal Information, and
(5) to make inquiries or complaints regarding our Privacy Policy and/or privacy practices:
By e-mail: privacypolicy@rotarybrockville.ca
By mail: Secretary, The Rotary Club of Brockville, PO Box 255, Brockville, Ontario Canada, K6V 5V5.
By web: Fill out the Privacy Policy Consent and/or Opt-Out Form
The non-profit organization collects personal information about individuals (volunteers, sponsors, donators, participants, guests, members, etc) including the name, address, telephone number, e-mail address (if provided) and transaction detail (what goods and services were charged during or for an event and the method of payment) collected, to better manage its projects or fundraisers. In addition, we may collect, use, or disclose Personal Information that you voluntarily provide to us for the purposes described under "How We Use Your Personal Information", including Personal Information submitted by visitors to the Rotary Club's website. The organization will make all reasonable efforts to fully inform such individuals about the planned use/disclosure. The organization will limit the collection and use of personal information to that required for valid business purposes or to comply with legislation. The organization will make every reasonable effort to ensure that the personal information it collects, and uses is accurate and complete. Individuals providing personal information will have the opportunity to review and correct their personal information, and on written request by an individual to whom the information relates, the organization will modify the information as required.
How We Use Your Personal Information
With your consent, we may use your Personal Information for various purposes as described below. Except as otherwise permitted or required by law, or as may otherwise be noted in this Policy, Participants will be given the opportunity to opt-out of or opt-in to use of their Personal Information for secondary purposes when Personal Information is collected, and at any time thereafter by contacting us as described in the Consent/Opt-Out section. We may use third party service providers to perform services on our behalf, and we provide Personal Information to such providers solely for the specific services that they are performing. These service providers are prohibited from using or disclosing Personal Information for any other purpose.
Sponsoring, Registration or Donations
When a Participant calls our reservation centres or contacts us via the Internet, or other means about sponsoring, registering for or donating towards an event, we need Personal Information to respond to the inquiry and to process the request. This Personal Information is entered into our website where the information may be recorded.
With your consent, we may use and disclose Personal Information that is provided to us by you to solicit additional requests for sponsoring or participating in future fundraising events, and to offer you benefits such as offers, rewards and discounts, goods, and services that we believe are relevant to your interests. We believe that our Participants benefit from promotional activity offered by and through us for our community. Participants will be given the opportunity to opt in or opt out of such promotions and disclosures at the time your information is collected.
Occasionally, we run sweepstakes and contests. We use Personal Information only if the Participant consents, to use of such information for these sweepstakes or contests. Participants will be given the opportunity to opt out of use of their Personal Information for these sweepstakes and contests when providing this information during event registration and may opt out at any time by contacting us as described above in the Consent/Opt-Out section. Participants may also sign up for these sweepstakes on the Rotary Club's website, in which case the Participants who participate or enter will be asked to provide Personal Information, such as the Participant's name, address, telephone number or e-mail address. If a Participant participates in a sweepstakes or contest, his/her Personal Information may be used to reach him/her about the sweepstakes or contest, and for other promotional, marketing and business purposes. All sweepstakes/contests entry forms will provide a way for participants to opt-out of any communications from the sweepstake's/contest's manager or administrator that are not related to awarding prizes for the sweepstakes/contest.
We will ask each Participant to submit their e-mail address for the primary purposes of sending reservation confirmations to our guests when your request is made online or when you otherwise request e-mail confirmation. At any time, a Participant may opt-out of receiving e-mail communications by following the directions posted in the e-mail communications, by visiting the Rotary Club's website and following the opt-out instructions, or by following the contact instructions described above in the Consent/Opt-Out section.
Direct Mail/Outbound Telemarketing
Participants who supply us with Personal Information may receive periodic mailings or phone calls from us with information on upcoming events and/or special offers. Participants will be offered the option to decline or opt out from these communications at the time the information is collected. Participants may also contact us to opt-out of such communications as described above in the Consent/Opt-Out section.
From time to time, we may perform research (online and offline) by conducting surveys of our Participants. Participation in these surveys is voluntary, and the information collected will be used for research and reporting purposes and to help us to better serve Participants by learning more about their needs. We may contact a Participants to inquire or survey about the experience at the individual event and the prospect of future attendance or the improvements needed to attract additional business from the Participant. The survey responses may also be used by us to determine the effectiveness of our websites, various types of communications, advertising campaigns, and/or promotional activities. Participants who do not wish to receive e-mail or other communications, including communications relating to surveys, will be provided the opportunity to opt-out of the receipt of such communication at the time of collection of their Personal Information or by notifying us as described above in the Consent/Opt-Out section.
Other Uses of Personal Information
In addition to the uses described above, we will use or disclose your Personal Information for certain general business purposes including the following:
(1) Using Personal Information to enforce a contract with us or any Terms of Use of our websites
(2) Providing Information on credit card usage directly to or through third party service providers.
Limiting Collection, Use, Disclosure and Retention
We collect, use and disclose Personal Information only to the extent necessary to fulfill the purposes for which it was collected and as required or permitted by law.
Your Personal Information is retained only if is necessary to fulfill those purposes, subject to reasonable legal limitations periods, statutory or regulatory retention requirements and legitimate business requirements.
We endeavour to protect your Personal Information using physical, electronic, or procedural security measures appropriate to the sensitivity of the information in our control. These measures include safeguards to protect Personal Information against loss or theft, as well as unauthorized access, disclosure, copying, use and modification. Credit card numbers used for payment or to guarantee a reservation are automatically encrypted and processed by a PCI compliant third party so that they cannot be easily accessed.
We safeguard our Participants' Personal Information on the Internet by using industry-standard practices. Although "guaranteed security" does not exist either on or off the Internet, we make commercially reasonable efforts to make the collection and security of such information consistent with our Privacy Policy and all applicable laws and regulations. We maintain physical, electronic, and procedural safeguards as appropriate to safeguard your Personal Information. Access to your Personal Information is restricted to those members and agents who need such access to do their jobs and to fulfill the purposes for which the Personal Information was collected.
Currently, our websites utilize a variety of different security measures designed to protect Personal Information from unauthorized access by users both inside and outside the Rotary Clubs of Brockville, including the use of encryption mechanisms (e.g., Secure Socket Layers or SSLs) and authentication mechanisms (e.g., digital certificates) This helps maintain the confidentiality, privacy, and integrity of transactions, and also helps to protect confidential information - such as credit card numbers, online forms, and financial data - from loss, misuse, interception and hacking.
We take all commercially reasonable efforts to create and maintain "firewalls" and other appropriate safeguards to ensure that, to the extent the Rotary Clubs of Brockville controls the Personal Information, the Personal Information is used, accessed, and disclosed only as authorized by the Rotary Clubs of Brockville members consistent with this Policy, and to prevent unauthorized modification or destruction. Our information protection practices and processes help us to maintain accurate, timely, complete, and relevant information for our business purposes. Although we use commercially reasonable efforts to maintain data security when data is transmitted through third party communication service providers, we do not warrant the security of data during such transmission.
On our websites we do not collect Personal Information from Participants unless they provide it to us voluntarily and knowingly. When you register for an event with us on the Internet, we will capture information such as name, address, telephone number, e-mail address, and credit card number and related transactional information to process your reservation. The primary purpose of capturing the e-mail address is to send a registration confirmation to the Participant. However, the Personal Information may also be used to send Participants e-mail offers from the Rotary Clubs of Brockville and select third party partners, when the Participant has consented to such communications as described in the "Email" section above. Information provided on the Internet is treated the same as that collected offline, and we will only use it for other purposes, such as contests, promotions, or surveys, where the Participant has consented as described above.
Third-Party Websites. Third-party websites (i.e. websites not affiliated with or controlled by the Rotary Clubs of Brockville or its affiliates) that you may access through links, banners and/or other means of electronic connection on our websites may have their own separate terms of use, privacy and data collection practices, and security measures. We have no control over these third-party websites and no responsibility or liability for the practices, policies, terms, and security measures implemented by third-parties on their websites. Your interaction with these sites will not be governed by this Policy or the terms of use of our websites. In addition, these third-party websites may have content, advertising, banners, links, sponsors, partners, and connections over which we have no control and no responsibility. We do not endorse or approve the content, terms of use, privacy policy, advertising, or sponsors of any linked website.
Aggregated Non-Personal Information. Like many other Internet sites, we may automatically collect certain non-Personal Information regarding our Participants, such as software client information (for example, IP addresses to the extent not identified with an individual, browser versions and operating systems) and aggregate information (for example, number of pages accessed) in order to analyze Web traffic and usage trends, and to enable us to tailor content and services to provide a better fit to our Participants' needs. Information of this nature does not pertain to your specific identity and is not associated with your Personal Information. We may use IP addresses to identify you when we feel it is necessary to enforce compliance with our website Terms of Use, to comply with applicable law, or to protect our service, website, users, and others.
Cookies. We may place a "cookie" on your web browser. A cookie is a very small text file that is sent to a Participant's browser from a web server and stored on the Participant's computer hard drive. It assigns the computer a unique identifier. The cookie stores information on your hard drive so we can communicate with you more efficiently, respond to you based on prior sessions at which you provided information about you or your preferences to us and understand what you prefer to view on our websites. Cookies do not tell us your individual identity or passwords unless you have chosen to provide these to us, for example where you are using the website to register for an event. Your browser may be set to allow you to be notified when a cookie is to be placed on your browser, decline the cookie, or delete cookies that have been placed on your browser. Some functions of our websites may not work or may work slowly if a cookie is refused or deleted.
Our websites may use third-party service providers to serve and host our advertisements. These third-parties may place cookies on your computer if you click on the advertising. The third-party cookies may be used to (among other things) track whether the site was accessed from the advertisement. We do not control these third party cookies, so they may not follow this Policy or the rules we have set for our own cookies. If you do not want to activate these third-party cookies, do not click on the advertising.
Our website also uses invisible pixels, sometimes called web beacons, to count how many people visit certain web pages. Information collected from invisible pixels is used and reported in the aggregate without the use of a Participant's Personal Information. For more information about our third party ad server, or to learn your choices about not having this non-personal information used to serve ads to you, please read a brief overview of our third party ad server's Privacy Policy.
We may be permitted or required by law to collect, use, or disclose Personal Information about you without your consent for certain purposes or under certain circumstances, including, but not limited to, disclosure to a law enforcement agency, response to a court order, under the discovery process in litigation and prosecution, or collecting a debt which you owe to us.
We make efforts to ensure the accuracy of Personal Information we use to fulfil your requests and for purposes for which you have consented, and to correct and update our database as necessary for the stated purpose. In the event a Participant notifies us that such Personal Information held by the Rotary Clubs of Brockville is inaccurate or outdated, the Rotary Clubs of Brockville, where appropriate and upon notification and sufficient time for verification, will take all reasonable steps to correct any inaccuracy or update outdated information of which we are made aware. In addition, we will update Personal Information we store and provide it to the third parties described in this Policy when you indicate the information has changed, such as changes of address or e-mail address, (a) in response to your request and/or (b) in order to fulfill the purpose for which such Personal Information was collected, and/or as otherwise required by law. You may request access to your Personal Information in our possession by writing to us at the address provided above. We establish and maintain an electronic file of Personal Information for each Participant. Your file will be kept on our hosted webserver and only authorized members of the Rotary Clubs of Brockville who require access to your Personal Information to fulfil their job requirements will have access to your file. If you wish to access your file or make corrections to it, please contact us as described above. In some limited circumstances, we may not be able to grant you access to your Personal Information, for example if doing so would threaten the security of another individual.
Please feel free to download or make a copy of this Policy. You may obtain a copy free of charge by writing to us at Privacy Officer, P.O. Box 255, Brockville, Ontario, Canada, K6V 5V5, and with a request for the Privacy Policy.
We may change or terminate this Policy at any time without prior notice. We will post any Policy changes to our websites to notify you of these changes and provide you with the ability to opt out of any new, unanticipated uses of Personal Information not previously disclosed in the Policy. Any such changes shall be effective immediately upon posting. Your continued use of our websites and/or provision of your Personal Information after such posting constitutes your acceptance of these changes. Please check our Policy periodically, or contact us as described above, if you are concerned about how your Personal Information will be used.