# Privacy Policy #### Last updated November 11, 2025 This privacy policy governs the use of **elmirarodandgun.org** (the "Site"). This Site is owned and operated by Elmira & District Rod and Gun Club. **Questions or concerns?** Reading this privacy policy will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. ## What information do we collect? ### Personal information you disclose to us **In Short:** We collect personal information that you provide to us. We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us. **Personal Information Provided by You.** The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following: - names - phone numbers - email addresses - mailing addresses - usernames - passwords - contact preferences - contact or authentication data - job titles **Sensitive Information.** When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information: - firearm possession and acquisition license **Payment Data.** We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Interac eTransfer. You may find their privacy policy link(s) here: https://www.interac.ca/en/interac-e-transfer-privacy-policy/. **Social Media Login Data.** We may provide you with the option to register with us using your existing social media account details, like your Facebook, X, or other social media account. If you choose to register in this way, we will collect certain profile information about you from the social media provider, as described in the section called '**How do we handle your social logins?**' below. All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information. ## Google API Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. ## Information collected from other sources **In Short:** We may collect limited data from public databases, marketing partners, social media platforms, and other outside sources. In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, social media platforms, and from other third parties. This information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user behaviour data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom profiles, for purposes of targeted advertising and event promotion. If you interact with us on a social media platform using your social media account (e.g. Facebook or X), we receive personal information about you from such platforms such as your name, email address, and gender. You may have the right to withdraw your consent to processing your personal information. Learn more about withdrawing your consent. Any personal information that we collect from your social media account depends on your social media account's privacy settings. Please note that their own use of your information is not governed by this privacy policy. ## How do we process this information? ***In Short:** We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process the personal information for the following purposes listed below. We may also process your information for other purposes only with your prior explicit consent.* **We process your personal information for a variety of reasons, depending on how you interact with our Services, including:** - **To facilitate account creation and authentication and otherwise manage user accounts.** We may process your information so you can create and log in to your account, as well as keep your account in working order. - **To deliver and facilitate delivery of services to the user.** We may process your information to provide you with the requested service. - **To respond to user inquiries/offer support to users.** We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service. - **To send administrative information to you.** We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information. - **To protect our Services.** We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention. - **To comply with our legal obligations.** We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights. ## What legal bases do we rely on to process your information? ***In Short:** We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.* We may process your information if you have given us specific permission (i.e. express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e. implied consent). You can withdraw your consent at any time. In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example: - If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way; - For investigations and fraud detection and prevention; - For business transactions provided certain conditions are met; - If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim; - For identifying injured, ill, or deceased persons and communicating with next of kin; - If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse; - If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province; - If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records; - If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced; - If the collection is solely for journalistic, artistic, or literary purposes; and/or - If the information is publicly available and is specified by the regulations. We may disclose de-identified information for approved research or statistics projects, subject to ethics oversight and confidentiality commitments ## When and with whom do we share your personal information? ***In Short:** We may share information in specific situations described in this section and/or with the following third parties.* We may need to share your personal information in the following situations: - **Business Transfers.** We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. ## Do we use cookies and other tracking technologies? ***In Short:** We may use cookies and other tracking technologies to collect and store your information.* We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions. ## How do we handle your social media logins? ***In Short:** If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.* Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or X logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform. We will use the information we receive only for the purposes that are described in this privacy policy or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy policy to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps. ## How long do we keep your information? ***In Short:** We keep your information for as long as necessary to fulfil the purposes outlined in this privacy policy unless otherwise required by law.* We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than twelve (12) months past the termination of the user's account. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. ## How do we keep your personal information safe? ***In Short:** We aim to protect your personal information through a system of organisational and technical security measures.* We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment. **IF YOU DO NOT CONSENT TO YOUR INFORMATION BEING STORED IN OUR SYSTEM(S), YOU ARE PROHIBITED FROM REGISTERING FOR AN ACCOUNT OR IF YOU HAVE AN ACCOUNT ALREADY, DELETE YOUR ACCOUNT AND REQUEST TO HAVE THE RETAINED DATA DELETED.** ## Do we collection information from minors? ***In Short:** We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.* We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age or the equivalent age as specified by law in your jurisdiction has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18 or the equivalent age as specified by law in your jurisdiction, please contact us immediately. ## What are your privacy rights? ***In Short:** In some regions, such as Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.* In some regions (like Canada), you have certain rights under applicable data protection laws. These may include the right 1. to request access and obtain a copy of your personal information, 2. to request rectification or erasure; 3. to restrict the processing of your personal information; 4. if applicable, to data portability; and 5. not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section '**How can you contact us about this policy?**' below. We will consider and act upon any request in accordance with applicable data protection laws. **Withdrawing your consent:** If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section '**How can you contact us about this policy?**' below. However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent. ### Account Information If you would at any time like to review or change the information in your account or terminate your account, you can: - Log in to your account settings and update your user account. - Contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements. Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. ## Controls for Do-Not-Track features Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy policy. ## Do we make updates to this policy? ***In Short:** Yes, we will update this policy as necessary to stay compliant with relevant laws.* We may update this privacy policy from time to time. The updated version will be indicated by an updated 'Revised' date at the top of this privacy policy. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information. ## How can you contact us about this policy? Phone: (519) 669-2047 PO Box 241, Elmira, Ontario, N3B 2Z6 You can also contact us through the feedback form available on our Site. ## How can you review, update, or delete the data we collect from you? Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.