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Dundas Horticultural Society Data Privacy Policy

At the Dundas Horticultural Society, we respect your privacy and want you to feel comfortable sharing your information with us. This policy explains what personal information we collect, how we use it, and how we keep it safe, in line with Ontario and Canadian privacy rules.

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1. Information We Collect

We only collect the personal information we need to manage memberships, organize events, and keep members informed. This may include:

  • Contact information: Your name and email address.

  • Membership details: Things like renewal dates, volunteer interests, and event replies.

  • Payment records: Records related to membership fees or event/product sales paid by e-Transfer. We do not process credit card payments.

  • Website information: Basic website usage information, including cookies, from our official website.

2. How We Use Your Information

We use your information to help run the Society, stay in touch with members, and support our gardening and community activities. We use it to:

  • Manage memberships: Sign up new members and process renewals.

  • Send updates: Share newsletters, meeting details, and information about guest speakers or events.

  • Coordinate volunteers: Organize help for gardens, events, and community projects.

  • Meet legal or reporting requirements: Collect volunteer hours and other required information to meet reporting requirements for the Ontario Horticultural Association (OHA) and the Ontario Ministry of Agriculture, Food and Agribusiness (OMAFA), as well as any other legal or affiliated organization requirements.

3. Consent and Canada’s Anti-Spam Legislation (CASL)

We follow Canada’s Anti-Spam Legislation (CASL). This means we only send emails when we have your permission or another lawful reason to do so.

  • Permission: If you fill out a membership form or contact us, you are giving us permission to send you Society-related messages.

  • Unsubscribe: You can stop receiving email updates at any time by using the unsubscribe link or emailing us directly.

  • Protecting your email address: We use BCC for group emails, so members’ email addresses are not visible to others.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information, and we only share it when needed to support Society work or when required by law.

  • Within the Society: Member information is shared only with board members or volunteers who need it to do Society work.

  • No commercial sharing: We do not give or sell member lists to businesses or outside promoters.

  • Legal reasons: We will only share personal information outside the Society if the law requires us to.

5. Data Security and Retention

We take reasonable steps to keep your information safe and protect it from loss, misuse, or unauthorized access.

  • Storage: Information is kept in secure digital files and on password-protected devices.

  • How long we keep it: We keep active member records while your membership is current. If your membership ends, we will safely archive or delete your information after two years.

6. Your Rights

You have choices about your personal information. You can contact our President at any time to:

  • See your information: Ask for a copy of the personal information we have about you.

  • Correct it: Let us know if your contact details or other information need to be updated.

  • Ask us to remove it: Ask us to remove your information from our active records, where appropriate.

7. Photo and Video Consent

We sometimes take photos or short videos at meetings, workshops, garden tours, and community events. We may use them in our newsletter, on our website, or on social media to share what the Society is doing. If you can be clearly identified in a photo or video, we will ask for your permission and explain how it may be used.

  • Notice at Events: We may let people know ahead of time, or post a sign at the event, if photos or videos will be taken.

  • Your Choice: If you would rather not be photographed, please tell us. If you later change your mind, you can also ask us not to use your image in future posts or publications, and we will do our best to honour your request.

  • Children and Youth: We will ask a parent or legal guardian for permission before using photos or videos that clearly identify a child or youth.

  • Storage: Photos and videos kept for Society purposes will be stored securely and only shared with authorized volunteers or board members who need access.

8. Contact Information

If you have questions about this policy, want to update your information, or would like to make a privacy request, please feel free to contact our president:

  • Organization: Dundas Horticultural Society

  • Location: Dundas, Ontario, Canada

  • Email: dundashort@gmail.com

 

Approved by the Board on: August 5, 2026

Last reviewed on: August 5, 2026

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