Purpose: 

The purpose of this Privacy Policy is to outline Heritage Village Recreation Club’s (“HVRC,” “we,” “us,”  or “our”) commitment to protecting the privacy of our members, employees, volunteers, and  stakeholders. This policy details how HVRC collects, uses, discloses, and protects personal  information in compliance with applicable privacy legislation, including the Ontario Not-for-Profit  Corporations Act (ONCA), the Personal Information Protection and Electronic Documents Act  (PIPEDA), and relevant federal and provincial privacy laws. HVRC is dedicated to maintaining  transparency, security, and accountability in the handling of personal information. 

Scope: 

This Privacy Policy applies to personal information collected, used, stored, and disclosed by HVRC in  the course of its operations, including membership management, events, programs, and general  administration. 

Definition of Personal Information: 

Personal information means any information about an identifiable individual, including but not limited to  name, address, phone number, email address, date of birth, payment details, and any other  information that may identify an individual. 

Collection of Personal Information: 

HVRC collects personal information in a lawful and fair manner. We collect information directly from  individuals or through third parties with their consent. This information may be collected through: • Membership applications and renewals 

  • Event and program registrations 
  • Volunteer and employment application 
  • Communications and inquiries with HVRC 
  • Payment processing for dues, fees, and event participation 
  • Surveys and feedback forms 

Identifying Purposes: 

HVRC will identify the purposes for collecting personal information at or before the time of collection.  These purposes include: 

  • Administering memberships and processing applications 
  • Communicating with members regarding club events, updates, and services
  • Processing payments and maintaining financial records 
  • Managing volunteer and employment relationships
  • Complying with legal and regulatory requirements 
  • Improving club services and operations 

Limiting Collection: 

HVRC will collect only the personal information necessary to fulfill the identified purposes and will not  collect personal information indiscriminately. 

Limiting Use, Disclosure, and Retention: 

HVRC does not sell, trade, or rent personal information. Personal information may be disclosed only in  the following circumstances: 

  • When required by law or regulatory authorities 
  • To service providers who assist in club operations (e.g., payment processors, auditors) under  confidentiality agreements 
  • With explicit consent from the individual 
  • In cases where disclosure is necessary to protect the safety, rights, or property of HVRC and its  members 

Personal information will be retained only as long as necessary to fulfill the identified purposes or to  comply with legal and regulatory requirements. Membership records are retained for a period of five  years after cancellation, after which they will be securely disposed of. 

Accuracy: 

HVRC will ensure personal information is as accurate, complete, and up-to-date as necessary for the  purposes for which it is collected and used. Individuals may request corrections if they believe their  personal information is inaccurate or incomplete. 

Protection of Personal Information: 

HVRC takes reasonable steps to protect personal information from unauthorized access, disclosure,  or loss. Security measures include: 

  • Restricted access to personal data to authorized personnel only 
  • Secure storage and encryption of sensitive information 
  • Regular review and updates to data security practices 

Openness: 

HVRC will make this Privacy Policy publicly available on our official website and in the clubhouse. 

Access and Correction of Personal Information: 

Individuals have the right to request access to their personal information and request corrections if it is  inaccurate or incomplete. Requests can be made in writing to the HVRC Administrator. 

Accountability and Challenging Compliance: 

HVRC is responsible for personal information under its control and has designated a Privacy Officer to  oversee compliance with this policy. For questions, concerns, or requests regarding this Privacy  Policy or HVRC’s handling of personal information, please contact the HVRC Administrator. Individuals may challenge HVRC’s compliance with privacy legislation by submitting a written  complaint to the Privacy Officer. Complaints will be investigated, and appropriate measures will be  taken to resolve any valid concerns. 

Compliance with Ontario Not-for-Profit Corporation Act (ONCA) and PIPEDA: HVRC complies with ONCA and PIPEDA by ensuring: 

  • Transparency in how personal information is collected and used
  • Members have the right to access certain records, including membership lists, as permitted by  law 
  • Personal information is only disclosed for purposes consistent with HVRC’s mission and  objectives 
  • Secure management of personal data, with clear consent and retention policies 

Policy Review: 

This policy will be reviewed by the HVRC Board of Directors every 3 to 5 years to ensure it remains  relevant and effective in maintaining the integrity of the club’s governance. Any changes will be  posted on our official website and communicated to members as necessary.