2. Information We Collect

2.1. Personal Information You Provide:

When you complete forms (such as contact forms, event registrations, or support session sign-ups), we may collect your name, email address, phone number, and any other information you voluntarily submit.

2.2. Support-related information (sensitive).

Information shared when registering for or participating in support groups or 1:1 support may reveal sensitive details (e.g., sexual orientation, gender identity). We collect and use this information only with your express consent and only for the stated support purpose.

2.3 Automatically Collected Information:

When you interact with our Site, we may automatically collect certain technical data including your IP address, browser type, operating system, and pages you visit. This data helps us understand how visitors use our Site.

2.4. Form Submissions:

When you fill out and submit forms on our Site (such as contact forms, event registrations, or support session sign-ups), the information you provide — such as your name, email address, and any other details you voluntarily enter — is collected and securely stored by us.

In addition, technical data such as your IP address and browser information may be collected at the time of form submission to assist with security and spam prevention.

The specific form tools and platforms we use may vary over time, but all information submitted through forms is handled in accordance with this Privacy Policy.

2.5 Third-Party Links

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

3. Cookies and Analytics

We use:

• Strictly necessary cookies to run the Site (security, load balancing).
• Analytics cookies (Google Analytics 4) to understand usage (e.g., pages visited, session duration). We have configured GA4 to anonymize IP and limit retention to [set your window: 14 months/26 months]. Analytics data may be processed by Google outside Canada (e.g., the U.S.)

Your choices: You can manage non-essential cookies via our cookie banner or your browser settings. If you opt out of analytics, the Site will still work, but usage measurement will be limited.

4. Service providers & international transfers

We use third-party service providers (e.g., website hosting, cloud storage, email delivery, form tools, analytics) to operate the Site and deliver services. These providers may process personal information on our behalf and are contractually required to protect it and use it only as instructed by us. Some providers are located outside Canada (including the United States); as a result, your information may be subject to the laws of those jurisdictions.

5. Sharing of Information

We do not sell or rent your personal information. We disclose personal information only to:

• Service providers as described above;
• Law enforcement or regulators when required by law;
• Protect the rights, property, or safety of you, us, or others.

6. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries or requests submitted through our forms.
• Register you for workshops, events, or support groups you sign up for.
• Improve and optimize our website and services.
• Maintain the security of our Site and protect against unauthorized use.

We do not sell, rent, or trade your personal information to third parties. We use information only for the purposes we’ve identified above, or for purposes that are consistent with those purposes. If we intend a materially different use, we will seek your consent first.

7. Email & text communications (CASL)

We send emails or texts about events, programs, or updates with your consent or as otherwise permitted by law. Every message includes an unsubscribe or opt-out. You can also contact us to update your preferences.

8. Data Retention

We keep personal information only as long as necessary for the purposes described or as required by law. For example:

• Contact inquiries: 12 months after we close your request;
• Event/workshop registrations: 24 months after the event;
• Support sign-ups/attendance: 24 months after your last interaction unless you ask us to delete sooner or we need it to deliver ongoing support.

We follow an internal Retention Schedule and securely delete or anonymize data when no longer needed. You may request deletion at any time (see Your Rights).

9. Your rights & how to exercise them

Your rights. You can access the personal information we hold about you, correct inaccuracies, withdraw consent, and object to or restrict certain processing where permitted. We will respond within 30 days and may ask for information to verify your identity.

Complaints. If you have concerns about how we handle your personal information, contact us first. You also have the right to complain to the Office of the Privacy Commissioner of Canada (OPC).

10. Security

We use appropriate technical and organizational measures (e.g., TLS encryption in transit, access controls, least-privilege access, regular updates) to protect personal information. No system is 100% secure.

11. Children’s Privacy

Our Site is not intended for children under 13. If we learn we collected personal information from a child under 13, we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted here with a new “Last updated” date and, when appropriate, we’ll provide an additional notice.

13. Contact

Use our contact form at https://pflagpeelregion.ca/contact or email Chapter Director: Evelyn Aidoo (She/Her):peelon@pflagcanada.ca