Privacy

Your privacy matters.

Rotaract Canada's Privacy Policy

 

Introduction

Rotaract Canada Multidistrict Information Organization (“Rotaract Canada”, “we”) respects your privacy and are committed to protecting it through our compliance with this privacy policy ("Policy"). Maintaining protection of the data entrusted to our care by our constituents is of the utmost importance to Rotaract Canada. This Policy describes the types of data we may collect from you or that you may provide and describes our policies and practices for collecting, using, protecting, and disclosing that data.

 

This Policy may change from time to time, so check the Policy periodically for the most current version. If you have any questions about the meaning or interpretation of this Policy, the English-language version of this Policy is the official text.

 

Data We Collect About You

We, or third parties we use to provide services, may collect several types of personal data that can be used to identify you ("Personal Data"), including your:

  • Name

  • Postal address

  • Email address

  • Telephone number

  • Internet connection

  • Equipment used to access our website and usage details (desktop, mobile, tablet, etc.)

 

Depending on the type of interaction that you have with Rotaract Canada, we may also collect your:

  • Gender

  • Preferred pronouns

  • Birth year

  • Occupation

  • Employer

  • Wealth data

  • Photographs/images provided to us or taken at our events

  • Donation history

  • Payment cardholder data

 

How We Collect Your Data

We collect Personal Data from:

  • Users who create accounts on our website

  • Donors to Rotaract Canada

  • Rotary International

  • People who attend Rotaract Canada events

  • People who participate in Rotaract Canada’s programs

 

We collect this data:

  • Directly when you provide it to us through any interaction online or in person

  • From our website rotaractcanada.org 

  • From other Rotaract Canada websites relevant to this Policy

  • When you interact with our advertising and applications on third-party websites and services, if those applications or advertising include links to this Policy

  • Automatically, as you navigate through the website (data collected automatically may include usage details, IP addresses, and information collected through cookies and other tracking technologies)

  • When you use our services

  • When you participate in our programs or sign up for and/or attend any events that we host

  • From third parties we contract with to provide services on our behalf, such as event organizers, payment processing services, email marketing services, and software providers; these service providers may change, or new service providers may be added without notice to you

  • When you interact with us in another way, for example, contacting us with an inquiry

  • From publicly available sources (such as district websites, etc.)

 

Data You Provide to Us

We collect data you provide when you interact with Rotaract Canada, either through our website or any interaction offline or in person. That data includes:

  • Personal data that you provide by making an inquiry or applying to join our team as a volunteer

  • Personal data you provide when you enter a contest or promotion sponsored by us

  • Personal data you provide when you report a problem with our website

  • Records and copies of your correspondence (including email, social media posts, and other electronic messages), if you contact us

  • Your responses to surveys that we might ask you to complete for research purposes, unless anonymity is guaranteed

  • Your registration to attend and/or participate in Rotaract Canada events

  • Personal data you provide when making a donation

  • Personal data you provide when submitting any form of application

  • Biographical or other data you provide to us (for example, if you choose to put your name forth as a candidate for a position in Rotaract Canada)

  • Details of transactions made through our website or third parties we use to provide services and details of the fulfillment of your orders (you may be required to provide financial personal data before placing an order through a website)

 

Features that are developed in the future may result in the collection of additional new personal data.

 

You also may provide data to be published or displayed (hereinafter, "posted") on public areas of the website or transmitted to other users of the website or third parties (collectively, "user content"). Your user content is posted on the website and transmitted to others at your own risk. We limit access to certain pages and you may set certain privacy settings for this data from your account profile. However, we cannot control the actions of other website users with whom you may choose to share your user content.

 

Usage Details, IP Addresses, Cookies, and Other Technologies

As you navigate through and interact with our website, we may automatically collect certain data about your equipment, browsing actions, and patterns, including:

  • Details of your visits to our website, including traffic data, location data, logs, and other communication data and the resources that you access and use on our website (aggregated by services such as Google Analytics in accordance with privacy laws; for example, “45% of website visitors were in Canada”.)

  • Information about your computer and internet connection, including your IP address, operating system, and browser type (such as whether you were using tablet, mobile, or desktop; country you are visiting the site from, etc.)

 

The data collected in this way is anonymous. It is aggregated into statistical data to help us improve our Website and to deliver a better and more personalized service by enabling us to:

  • Estimate our audience size, browser statistics, popularity of content, and usage patterns

  • Speed up your searches

  • Recognize you when you return to our Website

 

We use browser cookies for the automatic collection of the data listed above. A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting, you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our website.

 

Third-party Advertiser Use of Cookies and Other Tracking Technologies

Some advertisements and offers are served by third-party advertisers, ad networks and ad servers. Additionally, some of the applications accessible from, or on, our website may be owned by third parties. These third parties may use cookies alone or in conjunction with other tracking technologies to collect data about our users. We cannot control these third parties' tracking technologies or how they may be used.

 

How We Use Your Personal Data

We use data that we collect about you or that you provide to us, including any personal data:

  • To present our website and its contents to you

  • To provide you with information, products, or services that you request from us

  • To offer and fulfill our core organizational purposes, which include:

    • Fulfilling Rotaract Canada's obligation to, Rotaractors, Rotarians and other individuals

    • Financial processing

    • Supporting The Rotary Foundation, including fundraising efforts

    • Facilitating event planning

    • Communicating key organizational messages through Rotaract Canada publications and other materials

    • Supporting the programs and membership of Rotaract Canada

    • Complying with any legal obligations

    • Preserving Rotaract Canada’s legacy by building and maintaining accurate archives that effectively document our organization’s history

  • To fulfill any other purpose for which you provide it

  • To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection

  • To notify you about changes to our website or any products or services we offer or provide through it

  • To allow you to participate in interactive features on our website

  • To store information about your preferences, allowing us to customize our website according to your individual interests

  • To help us develop and test updates to this website and other Rotaract Canada applications that support Rotaract Canada’s core organizational purposes

  • In any other way we may describe when you provide the personal data

  • For any other purpose where we have your consent

 

Disclosure of Your Personal Data

We may disclose aggregated data about our users, and data that cannot be used to identify any individual, without restriction.

 

We may disclose personal data that we collect or you provide as described in this Policy:

  • To contractors, service providers, and other third parties we use to support our organization and who are bound by contractual obligations to keep personal data confidential and use it only for the purposes for which we disclose it to them, including:

    • Companies that produce, publish, and/or ship Rotaract Canada publications and Rotaract Canada branded goods and other merchandise

    • Online shop vendor

    • Payment processing vendors

    • Financial institutions and fiscal agents when processing financial transactions, such as expense reimbursements

    • Software and applications used for administrative functions such as providing online forms, surveys or applications, newsletter services, online learning, webinar and teleconference services and electronic voting

    • Cloud-based databases used for administrative functions

    • Email distribution services

  • To fulfill the purpose for which you provide it

  • For any other purpose disclosed by us when you provide the data

  • With your consent

 

We may also disclose your personal data:

  • To comply with any court order, law, or legal process, including to respond to any government or regulatory request.

  • If disclosure is necessary or appropriate to protect the rights, property, or safety of Rotaract Canada, Rotaractors, Rotarians, and Rotaract and Rotary clubs, Rotary districts, or others. This includes exchanging personal data with other companies and organizations for the purposes of fraud protection and credit risk reduction.

 

Children Under the Age of 18

Our website is not intended for children under 18 years of age. We do not knowingly collect personal data from children under 18 without parental consent. No one under age 18 may provide any personal data to or on our website.

If you are under 18, do not:

  • Use or provide any personal data on our website or on or through any of its features

  • Register on our W\website, make any purchases through our website

  • Use any of the interactive or public comment features of our website, or

  • Provide any personal data about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use.

 

If we learn we have collected or received personal data from a child under 18 without verification of parental consent, we will delete that personal data. If you believe we might have any personal data from or about a child under 18, please contact us at privacy@rotaractcanada.org.

 

Data Security

We have implemented technical and operational measures designed to secure your personal data from accidental loss and from unauthorized access, use, alteration, and disclosure. Additionally:

  • When developing new or enhancing existing systems and processes, Rotaract Canada implements appropriate data protection throughout its data processing operations.

  • All personal data you provide to us is stored on password-protected databases on our secure servers behind firewalls and we use Secure Sockets Layer (SSL) to ensure that the transmission of sensitive data for payments and contributions is encrypted and appropriately safeguarded.

  • Employees and volunteers are trained on the importance of data security and focus specifically on practices for protecting against unauthorized disclosure of personal data.

  • We have a documented incident response plan for promptly acting upon events that violate Rotaract Canada’s security or privacy policies, should they occur, and this plan is reviewed and updated on an ongoing basis.

 

The safety and security of your personal data also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website, you are responsible for keeping this password confidential. Passwords registered with our website are encrypted to ensure protection against unauthorized access to your personal data.

 

Unfortunately, the transmission of personal data via the internet is never completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our website or over any public network. Any transmission of personal data is at your own risk. Without prejudice to any mandatory legal obligations to which we may be subject, we are not responsible for circumvention of any privacy settings or security measures on our website.

 

Changes to Our Privacy Policy

Rotaract Canada may change, add, modify or remove portions of this Policy at any time, which shall become effective immediately upon posting on this page. The date the Policy was last revised is identified at the bottom of the policy. It is your responsibility to review this Policy for any changes. By continuing to use our website, maintain your affiliation with Rotaract Canada, use our services, or participate in our programs, you agree to any changes in the Policy.

 

Contact Information

Rotaract Canada is headquartered in Toronto, Ontario, Canada. If you have any questions about Rotaract Canada’s privacy protection policies or practices, please contact us at privacy@rotaractcanada.org.

 

Adopted from Rotary International Privacy Policy (last modified: 25 June 2019), January 2021