Last Updated: February 2025

Introduction

NANAIMO FASD SOCIETY ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or interact with our organization.

Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out contact forms on our website
• Register for events or workshops
• Make a donation
• Subscribe to our newsletter
• Volunteer with our organization
• Become a member

This information may include:

• Name
• Email address
• Phone number
• Mailing address
• Payment information (for donations)
• Professional affiliation (for workshop registrations)

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and browsing actions, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website

How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

• Respond to your inquiries and requests
• Process donations and issue tax receipts
• Register you for events, workshops, and programs
• Coordinate volunteer activities
• Manage membership records

Communication

• Send you newsletters and updates about our programs and services
• Notify you about upcoming events and opportunities
• Provide information about FASD awareness and education
• Send administrative information (e.g., donation receipts, event confirmations)

Improvement and Analysis

• Improve our website and services
• Understand how visitors use our website
• Develop new programs and resources
• Evaluate the effectiveness of our outreach efforts

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our website, conducting our business, or servicing you (e.g., email service providers, payment processors). These parties are contractually obligated to keep your information confidential and use it only for the purposes we specify.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

Protection of Rights

We may disclose information when we believe it is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

With Your Consent

We may share your information with your explicit consent for specific purposes not covered in this policy.

Donor Privacy

We respect the privacy of our donors and adhere to the following principles:

• Donor information will not be sold, traded, or shared with third parties except as necessary to process donations
• Donors may request to remain anonymous
• Donors may opt out of receiving future communications
• Donation records are kept confidential and secure
• Tax receipts are issued in accordance with Canada Revenue Agency requirements

Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. Cookies are small data files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Improve website functionality

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure servers and encrypted connections (SSL/TLS)
• Limited access to personal information (only authorized personnel)
• Regular security assessments and updates
• Secure payment processing through trusted providers

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors we consider when determining retention periods include:

• The nature of the information
• Legal and regulatory requirements
• Our legitimate business interests
• Your preferences

Your Rights and Choices

You have the following rights regarding your personal information:

Access and Correction

You may request access to the personal information we hold about you and request corrections if it is inaccurate or incomplete.

Opt-Out

You may opt out of receiving promotional communications from us by:

• Clicking the "unsubscribe" link in our emails
• Contacting us directly at NanaimoFasdSociety@hotmail.com

Please note that even if you opt out of promotional communications, we may still send you administrative messages related to your donations, event registrations, or other transactions.

Deletion

You may request deletion of your personal information, subject to certain legal and operational limitations (e.g., donation records required for tax purposes).

Children's Privacy

Our website is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.

Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date at the top of this policy
• Sending an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Compliance

This Privacy Policy is designed to comply with:

• The Personal Information Protection and Electronic Documents Act (PIPEDA)
• British Columbia's Personal Information Protection Act (PIPA)
• Canada's Anti-Spam Legislation (CASL)
• Canada Revenue Agency requirements for charitable organizations

Consent

By using our website or providing your personal information to us, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree with this policy, please do not use our website or provide us with your personal information.