Privacy Policy

The North Grenville Arts Guild (“NGAG,” “we,” “us,” or “our”) is committed to protecting the privacy and personal information of our members, volunteers, event participants, website visitors, and community partners. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with Ontario privacy guidelines, including the principles set out in the Personal Information Protection and Electronic Documents Act (PIPEDA).

“Personal Information” means any information about an identifiable individual as defined under PIPEDA.

This policy applies to all personal information collected through:

  • NGAG website
  • Membership applications
  • Newsletter subscriptions
  • Event registrations including art shows and workshops
  • Email and social media interactions

We may collect the following types of personal information only for purposes that a reasonable person would consider appropriate in the circumstances:

  • Name
  • Mailing address
  • Email address
  • Phone number
  • Social media handles, website
  • Payment information processed via e-transfers (NGAG does not collect or use any credit card numbers)
  • Artist biographies, artist statements, and images of artwork with consent
  • Membership details
  • Volunteer or vendor applications
  • Consent preferences regarding Mailchimp newsletter

How We Use Personal Information

Personal Information is used with permission to:

  • Communicate with NGAG members
  • Provide newsletters, promotional communications, and updates
  • Organize and manage art shows, venue exhibits, events, workshops, and general meetings
  • Promote artwork with permission for art shows and events
  • Process payments and donations
  • Respond to inquiries
  • Maintain internal records and reporting for nonprofit operations
  • Improve our website, programs, and services

NGAG will not use personal information for any purpose other than those described unless we obtain your consent.

Event Photography

NGAG occasionally takes photographs at events for promotional and archival purposes. We will seek verbal permission when individuals are identifiable in close-up images. Group or crowd shots taken in public settings may be used without identifying individuals. If you prefer not to appear in any photographs, please notify an NGAG representative at the event.

Disclosure of Personal Information

We may disclose personal information in rare circumstances such as for auditing or financial reporting, when required by law, regulation, or court order, or when necessary to protect the safety or security of our members, the public, or NGAG. Disclosure may also occur if necessary to protect the rights or security of NGAG, its members, or the public.

Consent and Withdrawal

By providing personal information to NGAG, you consent to its collection, use, and disclosure for the purposes outlined in this policy. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us at: northgrenvilleartsguild@gmail.com

Withdrawing consent does not affect information already used or disclosed as permitted by law.

Third-Party Service Providers

We do not sell or share personal information.
We may use third-party service providers to support operations. These providers may access personal information only as necessary to perform services on our behalf and may not use it for any other purpose.

Third-party providers include:

  • Mailchimp (email newsletter platform)
  • Google Workspace / Gmail
  • Website host provider
  • Social media platforms
  • Payment processors for e-transfers
  • Cloud-based tools used for NGAG operations

Interactions with NGAG on social media platforms are also subject to the privacy policies of those platforms.

Safeguards

NGAG takes reasonable administrative, technical, and physical safeguards to protect personal information from loss, theft, unauthorized access, disclosure, copying, or modification. Examples include password-protected systems and restricted access to membership data.

NGAG may take reasonable steps to verify your identity before providing access to or correcting your personal information.

Retention and Destruction

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, meet reporting requirements, and maintain accurate membership and financial records. When information is no longer required, we securely destroy or anonymize it.

Minors

NGAG does not knowingly collect personal information from individuals under the age of 16 without consent from a parent or legal guardian.

Access and Corrections

You may request access to your personal information, updates, or corrections at any time. You may also request removal from mailing lists. NGAG will respond promptly to such requests.

Contact

Questions or inquiries regarding this Privacy Policy or our privacy practices may be directed to: northgrenvilleartsguild@gmail.com