Elevation Outdoors Privacy Policy

Introduction

Elevation Outdoors is committed to protecting the personal information of its clients, parents, supporters, and referral sources. This Privacy Policy outlines how we collect, use, store, and safeguard personal information in compliance with British Columbia’s Personal Information Protection Act (PIPA), Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), and the Canadian Anti-Spam Legislation (CASL).

1. Scope

This Privacy Policy applies to all personal information collected, used, and disclosed by Elevation Outdoors through:

  • Program applications and registrations.
  • Waivers and consent forms.
  • Donations and supporter engagements.
  • Communication subscriptions, including email and text messaging.
  • Interactions via our website or during in-person events.

It covers all clients, parents/guardians, donors, supporters, volunteers, and referral sources who provide personal information to Elevation Outdoors.

This policy does not apply to aggregate or de-identified data, as it cannot be used to identify specific individuals.

2. Definition of Personal Information

Personal Information refers to any information about an identifiable individual. This includes, but is not limited to:

  • Basic Contact Information: Name, email address, phone number, and mailing address.
  • Health Information (for clients): Allergies, medications, and any other details necessary for emergency preparedness and to address specific client needs.
  • Program-Specific Information: Age, gender, height, weight (used to ensure proper equipment is available for participants).
  • Donation and Supporter Information: Records of contributions, tax receipt information, and preferences for recognition or anonymity.

This definition aligns with PIPA and PIPEDA requirements, focusing on information Elevation Outdoors collects and processes as part of its operations.

3. Information We Collect

We collect personal information necessary for delivering our programs, ensuring participant safety, and maintaining communications with our supporters. This includes:

  • For communications and updates: Name, email, and phone number.
  • For program clients: Name, email, phone number, and health information (e.g., allergies, medications) for emergency preparedness and to address specific client needs.
  • Financial Information: Payment information for donations or event registrations.
  • Demographic Information: Information relevant to program participation, volunteerism, or surveys.
  • Other Information: Any other personal information voluntarily provided to us (e.g., through event sign-ups or inquiries).

4. How We Collect Information

We collect personal information through:

  • Online forms on our website.
  • Program applications and waivers.
  • In-person events or interactions.

By providing personal information, individuals consent to its collection, use, and storage as outlined in this policy. For specific communications, consent may be express or implied, as outlined in Section 8 on CASL Compliance.

5. Use of Information

We use personal information only for purposes necessary to fulfill our mandate, including:

  • Provide programs, services, and information about our activities.
  • Process donations and issue tax receipts.
  • Communicate updates about our organization, including upcoming events and campaigns.
  • Respond to inquiries and provide support.
  • Meet legal, regulatory, and tax requirements.

We will only use personal information for the purposes it was collected or as permitted by law.

6. Sharing Information

We do not sell or trade personal information. We may disclose personal information to:

  • Service providers who assist us in delivering our programs and activities (e.g., payment processors).
  • Regulatory bodies if required by law.
  • Third parties with your explicit consent.
  • Generic, de-identified data (e.g., age, gender, identity) provided to funders for reporting purposes.
  • Names, heights, and weights shared with service providers to prepare equipment for participants.

All third parties must agree to maintain confidentiality and use the information only for the purposes specified.

7. Data Storage and Security

Elevation Outdoors takes reasonable security measures to protect personal information from unauthorized access, use, or disclosure. We protect personal information through:

  • Physical safeguards (e.g., locked filing cabinets).
  • Technical safeguards (e.g., password-protected databases).
  • Organizational safeguards (e.g., policies and staff training).

Third Party platforms comply with privacy regulations and have security measures, including encryption, access controls, and secure authentication protocols.

Access to personal information is restricted based on roles and necessity:

  • Medical information is accessible only to program staff.
  • All staff must sign confidentiality agreements as part of their onboarding.

8. Compliance with Canadian Anti-Spam Legislation (CASL)

Elevation Outdoors complies with CASL while leveraging specific exemptions available to registered charities.

Consent for Sending CEMs

  • Exemptions for Charities:
    Elevation Outdoors is exempt from obtaining consent for commercial electronic messages (CEMs) if the primary purpose of the message is to raise funds for the organization.
  • Express and Implied Consent:
    • Express Consent: For non-fundraising-related communications, such as program updates or general news, we obtain explicit consent.
    • Implied Consent: Implied consent may apply in the following cases:
      • The recipient has made a donation, volunteered, or attended an event within the past two years.
      • The recipient has an existing relationship with Elevation Outdoors as a program participant or supporter.
  • Required Content in All CEMs:
    Regardless of exemptions, Elevation Outdoors ensures that all CEMs:

    • Clearly identify Elevation Outdoors as the sender, including valid contact information.
    • Provide an easy-to-use unsubscribe mechanism.
    • Clearly state the purpose of the message (e.g., fundraising, event updates).
  • Unsubscribe Options:
    Recipients can opt out of communications at any time by:

    • Clicking the unsubscribe link in emails.
    • Replying STOP to text messages.
    • Contacting staff directly via email or phone.
      All unsubscribe requests are processed within 10 business days as required by CASL.
  • Record-Keeping:
    Elevation Outdoors retains records of consent and unsubscribe requests and regularly reviews its practices to ensure CASL compliance.

9. Client and Supporter Rights

Under PIPA, PIPEDA, and CASL, individuals have the following rights:

  • Access to Information: Clients can request details about their stored personal information.
  • Correction of Information: Clients may request corrections to their personal information if inaccuracies are found.
  • Opt-out of Communications:
    • Recipients may unsubscribe from communications as outlined in Section 6.
  • Request for Deletion: Clients can request the deletion of their personal data by submitting a written request.

10. Retention and Disposal

Personal information is retained only as long as necessary to fulfill its intended purpose or to comply with legal or regulatory requirements. When no longer needed, information is securely destroyed through digital deletion or shredding of physical records.

11. Transparency in Fundraising

Elevation Outdoors is committed to using donor and supporter information responsibly:

  1. Donor/supporter data is used for issuing tax receipts, sending newsletters, providing updates about activities, and recognizing donors (if they choose).
  2. Donors can request anonymity in person, in writing, or electronically.
  3. Donor data is never sold or shared, and access is limited to staff who require it.
  4. Donors receive updates on the impact of their contributions. We adhere to all BC/Canadian regulations on the use of directed donations.
  5. Donor data is retained until deletion is requested or as required by relevant laws.

12. Regular Policy Reviews

To ensure compliance with evolving privacy laws and best practices:

  1. Elevation Outdoors reviews this Privacy Policy biennial or when privacy law changes necessitate updates.
  2. The Governance Committee is responsible for reviewing and updating the policy.
  3. The updated policy will be posted on our website with the “Last Updated” date.
  1. Cookies and Online Tracking

Our website may use cookies to enhance user experience and gather non-identifying information about visitors. You may adjust your browser settings to refuse cookies; however, some website features may not function properly.

  1. Contact Us

If you have questions or concerns about this Privacy Policy or our handling of your personal information, please contact:

Elevation Outdoors
PO Box 20071 Towne Centre, Kelowna BC, V1Y9H2
Email: [email protected]
Phone: 250-870-9094

Last Updated: Nov 2024