Privacy Policy

1. PREAMBLE

THE BROWNSBURG CURLING CLUB is a non-profit organization (hereinafter referred to as the “Club”) whose primary mission is to promote recreational curling and the development of curling in the Brownsburg-Chatham, Quebec region. The Club understands the importance of respecting the confidentiality of the information disclosed to it. Given the nature of its activities, the Club recognizes that it is essential to establish guidelines for the protection of personal information through this policy in order to ensure privacy protection, in accordance with applicable legislative requirements.

2. SCOPE

This policy applies to all members, volunteers, and directors of the Club. The protection of personal information held by the Club is an obligation that applies to every person authorized to process such information within the organization.

3. PURPOSE

The purpose of this policy is to establish the Club’s guiding principles regarding the protection of personal information that it collects, uses, discloses, and retains in the course of its activities.

4. DEFINITION

“Personal Information” means information that identifies, directly or indirectly, an individual. Personal information collected by the Club includes, but is not limited to, the following: first name, last name, mailing address, email address, telephone number, and date of birth. Criminal record information relating to the Club’s coaches, volunteers, and directors may also be collected and constitutes personal information.

5. COLLECTION OF PERSONAL INFORMATION

The Club collects only the personal information required in the course of its activities. The Club undertakes to use personal information only for the purposes for which it was requested and for which an individual has consented to provide it to the Club.

Should the Club need to use personal information for purposes other than those for which an individual initially provided consent, the Club undertakes to obtain new consent.

Personal information is collected, among other means, through the Club’s website, forms, and in person.

The purpose of collecting personal information is to provide quality services.

The collection of personal information is a transparent process and requires the express, free, and informed consent of each individual from whom the information is collected.

Consent must be explicit for the collection of sensitive personal information.

Consent will be required except in exceptional circumstances provided for by law.

The Club requires the consent of the holder of parental authority or the legal guardian to collect personal information concerning an individual under eighteen (18) years of age.

6. USE OF PERSONAL INFORMATION

Personal information may be used for the following purposes:

• Joining the Club

• Verifying the identity of a member

• Sending marketing and promotional communications

• Sending informational emails

• Conducting criminal background checks on directors, coaches, and volunteers, where applicable

• Registering a club and/or an athlete for an activity

• Registering an individual for training

• Processing payments

• Improving the services offered

7. DISCLOSURE

The Club may disclose personal information to third parties with the consent of the individual concerned. However, certain situations provided for by law allow personal information to be disclosed without obtaining consent.

The third parties to whom the Club may disclose personal information are the following: active Club members and Curling Québec.

8. RETENTION

Personal information is retained in a secure environment for the period initially agreed upon or for as long as necessary to comply with legal obligations, enforce agreements, or resolve a dispute, unless a longer retention period is required or permitted by law.

The Club takes reasonable measures to ensure that personal information remains up to date, accurate, and complete.

9. RIGHT OF ACCESS, RECTIFICATION, WITHDRAWAL, AND DESTRUCTION

Any individual may access their personal information and submit a request for its rectification, withdrawal, or destruction. Any such request must be submitted in writing to the person responsible for the protection of personal information (see Section 14).

As required by law, the person responsible for the protection of personal information will respond to any request for access or rectification made by an individual within 30 days of receiving the request.

For the sake of transparency and upon request, the Club undertakes to provide the following information:

• The personal information it holds concerning the individual making the request

• A list of the categories of individuals who have access to the personal information

• The length of time for which the personal information is retained

• The contact information of the person responsible for the protection of personal information

This information will be provided in a structured and commonly used technological format, as required by law.

It should be noted that when information is deleted or modified, a copy of the personal information that existed prior to the modification or deletion in the Club’s records will be retained for the period required to comply with legal and tax obligations.

10. DESTRUCTION AND ANONYMIZATION

The destruction or anonymization of personal information is carried out at the end of its life cycle, namely when the purpose for which the information was collected has been fulfilled or as otherwise provided by law.

At that stage, personal information is either anonymized or securely destroyed.

11. INFORMATION SECURITY

Personal information collected is retained in a secure environment. In addition, only authorized representatives of the Club have access to personal information. These individuals are required to comply with this policy.

It should be noted that the security of data transmitted over the Internet or through a wireless network cannot be guaranteed. Therefore, despite all efforts made by the Club to protect personal information, certain risks remain beyond its control.

12. LINKS TO OTHER WEBSITES

The Club’s website contains hyperlinks to other websites. This policy does not apply to those other resources.

When you leave the Club’s website, please refer to the privacy policy of the website you are visiting.

13. PRIVACY INCIDENT

In the event of an incident involving personal information, the Club will take reasonable measures to minimize any harm that may result and will take the necessary measures to prevent a similar incident from occurring in the future.

The Club undertakes to notify the individuals concerned if there is a reasonable risk of harm resulting from the incident or if notification is otherwise required by law.

In the event of an incident that may cause serious harm, the Commission d’accès à l’information (Quebec Access to Information Commission) will be notified as required by law.

The Club undertakes to maintain a register of privacy incidents, which may be provided, upon request, to the Commission d’accès à l’information.

14. PERSON RESPONSIBLE FOR THE APPLICATION OF THE POLICY

The person responsible for the protection of personal information is the President of the Club’s Board of Directors.

For any questions, concerns, requests, or complaints regarding this policy, please contact the person responsible for the protection of personal information at the following email address: This email address is being protected from spambots. You need JavaScript enabled to view it.

15. UPDATES

In order to improve this policy and keep pace with developments in personal information protection standards, this policy will be updated as necessary.

Any amendments must comply with the values and regulations of the Club.

16. EFFECTIVE DATE

This policy comes into effect upon its adoption by the Board of Directors.

This document was last updated on June 11, 2026.