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Privacy Policy

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Privacy Policy

Rotary Club of Thornbury-Clarksburg (TC Rotary)

Privacy Policy

Who we are

We are a registered Canadian non-profit service club, chartered in 1938, located in Clarksburg, Ontario, and serving the Town of the Blue Mountains communities.

We have a proprietary website hosted by a third-party hosting service provider. In addition, we use a third-party service provider for our contact management software to maintain our contact database and send email communications. We also use other third-party service providers to collect donations, and manage fundraising sales and event registration, invoicing, payment and ticketing.

We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and disclose information processed through our website, and our email subscription service which is part of our contact management system (the "Services"). 

How This Policy Applies

This page sets out our privacy policy and describes why and how we collect, use and disclose personal information which you choose to provide to us through our website and subscription services, as well as how to access, modify, or delete your personal information. Our website, communications or services may include links to other websites, products, or services (“External Websites”) whose privacy practices may differ from our own. When you use a link to an External Website, the privacy policy and data processing disclosures for that External Website govern. We assume no responsibility or liability for the interaction with and activities of an External Website. We seek to protect the integrity of our website, communications, and services, and the safety of our users. We welcome any feedback that would help us do so, including feedback about External Websites.

How Will We Collect Personal Information?

You are under no obligation to disclose any personal information to us at any time. We collect information you provide directly to us. For example, whenever you participate in any interactive features of the Services such as filling out a form, responding to a fundraising campaign, sending us an email, or calling us.  In the process, you may be asked to give your name, e-mail address, mailing address, and any other information you choose to provide for the purpose of these Services. We or a designated third party may collect payment and credit card information when you make donations, and purchase tickets or products relating to our events or fundraising campaigns.

Information We Collect Automatically When You Use Our Services

When you access or use our Services, we or our third-party service providers may automatically collect information about you, including:

  • Log Information: information about your use of the Services, including the type of browser you use, access times, pages viewed, your IP address, your general location, and the page you visited before navigating to our Services.
  • Device Information: information about the computer or mobile device and applications you use to access our Services, including the hardware model, operating system, IP address, and your browser ID.
  • Cookies: cookies are used to store your login session and other information to make your navigation of our Services easier.
  • Usage data: our contact management service provider collects usage data about your interactions with emails and fundraising campaigns sent through their Service, which may include dates and times you access emails and/or campaigns, and your browsing activities. This information also allows them to ensure compliance with their Standard Terms of Use and Acceptable Use Policy, to monitor and prevent service abuse, and to ensure they attain certain usage standards and metrics in relation to their Service. They also collect information regarding the performance of the Service, including metrics related to the deliverability of emails and other electronic communications that we send through their Service. This information allows them to improve the content and operation of their Service.
  • Information we collect from other sources: From time to time, we may obtain information about you from third-party sources, such as social media platforms, and third-party data providers.

Use of Cookies and Other Tracking Technologies

Our site uses "cookies" which are small files containing pieces of information that are stored by your browser on your computer's hard drive. Most Web browsers automatically accept cookies, but if you prefer, you can set your browser to block them.

We and our third-party partners may use various technologies to automatically collect and store certain device and usage information when you interact with our website or our email communications, and this may include using cookies and similar tracking technologies. This information is used to measure the performance of our email communications, and to obtain analytics information and enhance the effectiveness of our communications and website.

On our website, where you engage with social media buttons (such as Facebook or Instagram), the services that manage the social platform you get directed to may use cookies. TC Rotary is not affiliated with any of these services and all legalities surrounding the use of cookies are thus under the policies set by the social media platforms.

How Do We Use Personal Information?

We may use information about you for various purposes, including to:

  • Provide, maintain, customize, and improve our communications and fundraising campaigns;
  • Provide and deliver the products and services you purchase, process transactions, and send you related information, including confirmations, invoices and tax receipts;
  • Respond to your comments, questions and requests;
  • Communicate with you about fundraising campaigns and events sponsored by TC Rotary, and provide news and information we think will be of interest to you;
  • Monitor and analyze trends, usage, and activities in connection with our communications; and
  • Carry out any other purpose for which the information was collected.

You may receive automatically generated emails from TC Rotary or our third-party partners that are triggered when you perform certain tasks such as registering for an event, volunteering for a task, subscribing to communications, donating to a campaign, or requesting a forgotten password.

You have the option to unsubscribe from email communications by unsubscribing, which removes your email address entirely from our contact lists.

How Is Your Personal Information Protected?

TC Rotary is committed to protecting your personal information and makes the effort to contract with trusted third-party companies in providing the required Services. We also understand your concerns about online security and take reasonable measures to help protect information about you from loss, theft, misuse and unauthorized access, disclosure, alteration, and destruction. 

How Do We Disclose or Share Your Information?

When you voluntarily provide TC Rotary with personally identifiable information online, that information is kept secure and will not be sold, rented, or otherwise traded to any third party.

We may share your information as follows or as otherwise described in this Privacy Policy:

  • With vendors, consultants, and other service providers who need access to such information to carry out work on our behalf;
  • In response to a request for information if we believe disclosure is in accordance with any applicable law, rule or regulation;
  • If we believe your actions are inconsistent with the spirit or language of our user agreements or policies, or to protect the rights, property, and safety of TC Rotary or others;
  • With your consent or at your direction.

We may also share aggregated or de-identified information, which cannot reasonably be used to identify you.

Third Party Service Providers

TC Rotary contracts with third party companies and people to provide functions that form part of our Services, for example, email sending, social media sharing, payment processing, contact support, etc. TC Rotary makes efforts to ensure all its third-party providers comply with our privacy policies.

We may share your information with certain trusted third-party services to help us provide, improve, promote, or protect our website, products, and services. When we share data with third-party services that support our delivery of our products and services, we require that they use your information only for the purposes we have authorized. We may also share information that is aggregated and anonymized in a way that it does not directly identify you.

Our trusted third-party partners include:

  • Data hosting providers.
  • Email distribution and fundraising event service providers.
  • Payment processors (e.g., CanadaHelps).
  • Website builder and search engine optimization service providers.

Data Retention

We will retain your personal information only for as long as it is needed to provide our Services, and this depends on the purposes for which we use it, unless applicable law requires that we either dispose of it or keep it longer. We may also continue to store your personal information to allow us to resolve disputes, comply with legal obligations and/or for other legally permissible purposes consistent with this Privacy Policy.

We take appropriate and reasonable technical and organizational measures designed to protect Personal Information from loss, misuse, unauthorized access, disclosure, alteration, and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

How to View, Update or Delete Your Personal Information

You may, at any time, view, update, and request to permanently delete any of your personal information. This can be done by clicking the “unsubscribe” link at the bottom of any email you receive from TC Rotary. You may contact the TC Rotary administrator at thornburyclarksburgrotary@gmail.com if you need support.

Upon request, TC Rotary will provide you with information about whether we hold any of your personal information. If you provide us with your personal information, you have the following rights:

  • To review the personal information we have stored;
  • To request that we correct any errors, outdated information, or omissions;
  • To unsubscribe from being contacted by us; and
  • To have your information permanently deleted.

We will respond to your request within a reasonable timeframe and notify you of the action we have taken.

Questions Regarding This Privacy Policy

If you have any questions please contact Thornbury-Clarksburg Rotary at Box 94, Clarksburg, Ontario, N0H 1J0 or you may email us at thornburyclarksburgrotary@gmail.com.

Changes To This Privacy Policy

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of the policy and, in some cases, we may provide you with additional notice, such as adding a statement to our home page or sending an email. We encourage you to review the Privacy Policy whenever you access the Services or otherwise interact with us to stay informed about our information practices.

Note On Jurisdiction

TC Rotary is a registered Canadian non-profit company with headquarters in Clarksburg, Ontario, Canada. Consequently, by using our Services you agree that in all matters relating to this web site(s) you shall be governed by the laws of the province of Ontario or Canada, as applicable, and further, that you submit to the jurisdiction of the courts of the province of Ontario.

You may not use our Services if law prohibits you from doing so in the country in which you reside.

July 14, 2021