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Privacy Policy

Last update: May 24, 2025

At the Nanaimo Fiddle Society, we are committed to protecting the privacy of our members, participants, donors, volunteers, and website visitors. This policy outlines how we collect, use, and protect your personal information.

By interacting with our website, registering for programs, purchasing tickets, subscribing to our newsletter, or communicating with us, you consent to the practices outlined below.

1. What Information We Collect

We may collect the following types of personal information:

  • Contact Information: Name, email address, phone number, and mailing address.
  • Participant Information: Age, instrument played, skill level, and program preferences.
  • Transaction Information: Payment details, billing address, and registration history.
  • Donor Information: Donation amount, donor tier, and acknowledgment preferences.
  • Photographs or Video: Images or recordings from events or programs, where appropriate consent has been given.

We do not collect or store sensitive financial data such as full credit card numbers; all payment processing is securely handled by third-party providers.


2. How We Use Your Information

We use personal information to:

  • Process program registrations and payments
  • Manage participation in programs and events
  • Communicate with you about upcoming activities, performances, and news
  • Provide bursary support or donor acknowledgments
  • Improve our programs and user experience
  • Comply with legal or financial obligations

We may also use non-identifying data (e.g., age range, location, or participation numbers) for grant applications, donor reporting, and program evaluation.


3. How We Protect Your Information

We take reasonable steps to protect your data from unauthorized access, misuse, or disclosure, including:

  • Secure online registration and communication systems
  • Restricted access to personal data by authorized personnel only
  • Use of trusted service providers for website hosting and communications

Our website is hosted on Odoo, a secure platform that supports our online registration and ecommerce systems. Email communications, including newsletters, are managed through Mailchimp, which complies with privacy and anti-spam regulations.


4. Sharing of Information

We do not sell, rent, or trade your personal information. We may share your information:

  • With third-party service providers (e.g., Odoo, Mailchimp, Stripe) to help deliver our programs and communications
  • When legally required to do so, or in response to lawful requests


5. Photography and Media

Photos or videos may be taken during events or programs for promotional or archival purposes. By participating, you consent to your image being used by the Nanaimo Fiddle Society, unless you notify us otherwise in writing at nanaimofiddlesociety@gmail.com.


6. Your Rights

You have the right to:

  • Access or correct your personal information
  • Unsubscribe from our emails or newsletters at any time
  • Request that your personal data be deleted, subject to legal or financial record-keeping requirements

To make a request, please contact us at nanaimofiddlesociety@gmail.com.


7. External Links

Our website may contain links to third-party websites. We are not responsible for the content or privacy practices of those sites.


8. Updates to This Policy

This policy may be updated periodically. Any changes will be posted here, with the updated date noted above.

Thank you for supporting the Nanaimo Fiddle Society. We’re committed to protecting your privacy and ensuring your information is handled responsibly.