Privacy Policy

Valley Gardens Community Centre is committed to safeguarding the personally identifiable information entrusted to us by our renters and program registrants. We manage all personal information in compliance with the applicable laws that govern our ability to access, collect, use, disclose, retain, and dispose of personal information throughout Canada.

Our obligations to appropriately handle personal information are outlined in the Personal Information Protection and Electronic Documents Act (PIPEDA) for Manitoba.

"Personal information" means any information about an identifiable individual and includes things such as name, age, gender, home address and telephone number, personal e-mail address, date of birth, recorded phone calls and banking information.

Identifying Information Collection Purposes for Consent, Limitation of Use, & Disclosure

Valley Gardens Community Centre will obtain the consent of the general public and its users to collect personal information for retention, use and disclosure, unless collection, use or disclosure without consent is permitted or required by law. Valley Gardens Community Centre will only collect, use and disclose personal information necessary for its identified purposes. If Valley Gardens Community Centre wishes to collect, use or disclose an individual’s personal information for a new purpose, Valley Gardens Community Centre will inform the individual of this new purpose and obtain their consent to this, except where such collection, use or disclosure without consent is permitted or required by law.

Valley Gardens Community Centre collects personally identifiable information provided in-person, over the phone, by email, through our website, or in another fashion. Valley Gardens Community Centre may collect personally identifiable information if an individual subscribes to our mailing list, submits a registration or request form, or information posted publicly on social media.

Valley Gardens Community Centre does not knowingly collect or solicit information from anyone under 13 years of age.

We collect, and disclose personally identifiable information for the following purposes:

To respond to potential rental and registration inquiries regarding;
To confirm identity;
To enable users to use our online services;
To provide notices to renters about their account;
To protect and monitor Valley Gardens Community Centre assets and properties, which includes, but is not limited to using video surveillance;
To enforce our rights arising from any contracts with renters including for billing and collections;
To develop new programs and services; and
To comply with legal and regulatory requirements.

Personal information about our renters and registrants may be processed and stored in Canada and the United States, or any other country in which our service providers maintain facilities, and personal information may be subject to applicable disclosure laws in those jurisdictions, which may result in that information becoming accessible to law enforcement and national security authorities of those jurisdictions. We employ third party contractors to perform functions on our behalf, which may include assisting us in processing information. We share personally identifiable information with such contractors to assist us in using the data for the purposes outlined in this Privacy Policy. Such third-party contractors include but are not limited to, payment processors, client relationship management systems, and data storage facilities.

We will not sell, rent, or license personally identifiable information with any third party.

An individual may withdraw their consent at any time, on reasonable notice, subject to legal or contractual restrictions. Valley Gardens Community Centre will inform the individual of the implications of such withdrawal. For example, where an individual withdraws consent to the uses of their personal information, such withdrawal may result in Valley Gardens Community Centre being unable to provide its services to such individual.

Retention

Retention is at the discretion of Valley Gardens Community Centre. There are no set guidelines for retention periods. As long as there is a reasonable explanation of the need to retain data, it is permissible under privacy legislation. Information retained by Valley Gardens Community Centre needs to be protected.

Valley Gardens Community Centre will keep all personally identifiable information that has been used to make a decision about an individual or account long enough to allow the individual access to the information after the decision has been made or, in any case, for at least one year after such decision has been made but potentially longer.

Where the personal information is the subject of a request from an individual, Valley Gardens Community Centre will retain the information for as long as is necessary to allow the individual to exhaust any recourse under the applicable privacy laws.

Valley Gardens Community Centre will destroy or anonymize personal information when it no longer needs to retain the information for the purpose for which it was collected, and retention is no longer necessary for legal or business purposes.

When destroying or anonymizing this information, Valley Gardens Community Centre will use appropriate security measures to ensure that the confidentiality of this information is maintained.

Safeguards

The security of personal information is very important to us. No method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect personal information, we cannot guarantee its absolute security.

Valley Gardens Community Centre will use reasonable and appropriate measures to ensure the confidentiality and protection of personal information against loss, theft, unauthorized access, collection, use, disclosure, copying, modification, disposal, destruction, or similar risks.

The methods of protection used include:

Physical measures such as locked filing cabinets,
Technological measures, such as the use of passwords and encryption,
Administrative measures through company policies.

Valley Gardens Community Centre expects all employees and board members to follow established guidelines to ensure the security of personal information in circumstances where they have access to such information.

Valley Gardens Community Centre will use reasonable efforts to ensure that personal information is as accurate, complete and up-to-date as is necessary for the identified purposes.

Access & Correction

Upon written request by an individual, complete with sufficient detail of the information being requested, unless prevented by law, we will provide access to personal information under Valley Gardens Community Centre’s control. Valley Gardens Community Centre will make a reasonable effort to assist applicants and respond as accurately and completely as possible.

An individual may request, in writing, to correct personal information that is under Valley Gardens Community Centre’s control, if the individual believes that this information about themselves contains an error or an omission. If the information is subject to interpretation or is an opinion, Valley Gardens Community Centre is not required to change the record but will annotate the record to indicate the individual’s request.

In some situations, we may not be able to provide access to certain personal information. This may be the case where, for example, disclosure would reveal personal information about another individual, the personal information is protected by solicitor/client privilege, the information is prohibitively expensive to provide, or the information was collected for the purpose of an investigation. We may also be prevented by law from providing access to certain personal information. When an access request is refused, we will notify the individual in writing, document the reasons for refusal, and outline further steps which are available. Valley Gardens Community Centre will respond to all requests for access to information within 30 days.

Non-Personally Identifiable Data

Valley Gardens Community Centre may collect, use, and disclose non-personally identifiable information. Such data is not protected under privacy legislation. For example, the website may track the total number of visitors to our Site, the number of visitors to each page of our Site, browser type, IP addresses, External Web Sites linked to and other aggregated data collected through our services and we may analyze this data for trends and statistics in the aggregate but such information will be maintained, used and disclosed in aggregate form only and it will not contain personally identifiable information. We may use such aggregate information to analyze trends, administer our website, track users’ movement, and gather broad demographic information for aggregate use. We may share non-personally identifiable information, including anonymized data derived from personally identifiable information collected by Valley Gardens Community Centre with third parties.

Valley Gardens Community Centre will make every reasonable effort to investigate and respond to all written challenges to our compliance with this policy or applicable privacy laws in a timely fashion. If we find that the challenge is well-founded, Valley Gardens Community Centre will take appropriate measures to ensure that our policies and procedures are changed so that other individuals will not experience the same issue. If an individual is not satisfied with our response to an enquiry. They may contact the appropriate government body at:

The Privacy Commissioner of Canada

30 Victoria Street, Gatineau, QB K1A 1H3

Phone: (800) 282-1376