Rotary Club of St. Marys Privacy Policy

Last Updated: February 2026

WHO WE ARE
The Rotary Club of St. Marys is a volunteer-based service organization located in St. Marys, Ontario, Canada. Our website and membership system are hosted by ClubRunner, a Canadian service provider based in Ontario. The Rotary Club of St. Marys is responsible for how personal information is collected and used (“data controller”). ClubRunner provides the technical platform and secure hosting (“data processor”).

WHAT INFORMATION WE COLLECT

Information You Provide
When you register for an event, purchase tickets, volunteer, contact the club, subscribe to updates, or become a member, we may collect your name, email address, phone number, mailing address, event-related information, and payment confirmation details. Payment processing is handled securely by third-party payment providers. We collect only the information necessary to operate our club and events.

Information Collected Automatically
Like most websites, our site may collect browser type, device type, pages visited, and general usage data. This information helps us understand general website traffic and improve functionality. It is not used to personally profile visitors.

COOKIES AND ANALYTICS
Our website may use cookies and basic analytics tools to understand general website traffic, improve functionality, and improve user experience. Cookies help the site operate efficiently. Cookies do not provide us with access to your financial information. You may adjust your browser settings to disable cookies; however, some website features may not function properly if cookies are disabled.

HOW WE USE YOUR INFORMATION
We use personal information to manage club membership, administer events and registrations, communicate meeting and event details, process sponsorships and donations, respond to inquiries, send newsletters or updates (with consent where required), and improve our website and communications. We do not sell, trade, or rent personal information.

EVENT REGISTRATIONS AND SEATING
When you register for an event, your information is collected through ClubRunner Cloud Events. Payment is processed through secure third-party payment providers. Registration data may be exported for legitimate administrative purposes such as creating seating plans, managing attendance, or fulfilling event obligations. Attendee names may appear on seating lists, printed programs, or event materials. Sponsors may receive the number of seats associated with their sponsorship level. We collect only the information necessary to manage events effectively and transparently.

SPONSORS AND PUBLIC RECOGNITION
Sponsors and donors may be publicly acknowledged in event programs, slideshows, website pages, social media posts, press releases, and printed materials. Business names and logos may be displayed in recognition of support. Sponsors may request not to be publicly recognized, and we will respect that request.

EMAIL COMMUNICATIONS (CASL COMPLIANCE)
As a Canadian organization, we comply with Canada’s Anti-Spam Legislation (CASL). Marketing or promotional emails are sent only with consent where required. Every commercial electronic message includes an unsubscribe mechanism. Members receive operational and governance-related emails as part of their membership. Event-related emails are sent to registered participants and sponsors in connection with their involvement. You may unsubscribe from non-essential communications at any time.

DATA STORAGE AND SECURITY
We take reasonable administrative and technical steps to protect personal information from loss, misuse, unauthorized access, disclosure, or alteration. Our website and membership database are hosted securely through ClubRunner in Canada. Access to member and event data is restricted to authorized club officers and administrators who require the information to perform their roles.

DATA RETENTION
We retain personal information only as long as necessary to operate the club, fulfill event and financial obligations, comply with legal requirements, and maintain appropriate historical records of club activities. When information is no longer required, it is securely deleted or archived in accordance with applicable regulations.

USE OF AI TOOLS
The club may use AI-assisted tools to help draft communications, summaries, planning documents, or other administrative materials. Personal data is not uploaded into AI systems without appropriate oversight and consideration. All official communications are reviewed by club officers prior to publication.

YOUR RIGHTS
You may request to review the personal information we hold about you, request corrections to inaccurate information, withdraw consent for communications, or request deletion of your personal information where legally permitted.

To make a privacy request, please contact the Club Secretary or use the contact form on our website at https://rotarystmarys.ca.