1. Purpose and Scope
The Garry Oak Meadow Preservation Society (GOMPS) respects the privacy of individuals and is committed to protecting the personal information we collect, use, and disclose in accordance with the Personal Information Protection Act (PIPA) and the Canadian Anti-Spam Legislation (CASL). This Privacy Policy applies to all personal information collected, used, or disclosed by GOMPS in the course of our operations, including membership, donations, volunteering, events, communications, and website interactions. Personal information includes details such as your name, address, email address, telephone number, donation history, membership status, and volunteer records.
2. Why We Collect, Use, and Disclose Personal Information
GOMPS collects, uses, and may disclose personal information about donors, members, participants, volunteers, and website users for the following purposes:
- To issue tax receipts and maintain donation records.
- To administer memberships, renewals, and member communications.
- To process payments, event registrations, and volunteer participation.
- To send newsletters, updates, and information about our activities, programs, events, funding needs, and opportunities to volunteer or contribute.
- To comply with legal, regulatory, and audit obligations.
- To support the overall mission of GOMPS in preserving and restoring Garry oak ecosystems.
3. Consent
GOMPS obtains express consent for email communications through our website sign-up forms, which are managed via Constant Contact. These forms clearly state that by submitting your email address, you agree to receive communications from us, and that you may unsubscribe at any time. By providing your personal information to GOMPS—whether in person, online, by mail, or by phone—you consent to its collection, use, and disclosure for the purposes identified in this Policy. You may withdraw or modify your consent at any time by contacting us at any time.
4. Email Communications and CASL Compliance
GOMPS provides a single opt-in for receiving email communications. We do not offer multiple levels of contact—either you opt in to receive communications, or you do not. Our emails may include information about society updates and activities; restoration events, volunteer opportunities, and workshops; and funding needs, donation campaigns, and membership drives. Each message we send includes a clear unsubscribe link, allowing you to withdraw consent and stop receiving further communications, in compliance with CASL.
5. Disclosure, and Retention
We only use or disclose personal information for the purposes it was collected, except where required or permitted by law or with additional consent. Personal information is retained only as long as necessary to fulfill those purposes, meet legal or audit requirements, or as otherwise required by law.
6. Collection and Usage of Likeness
We may take photographs or make video recordings of our programs, events, training, or other activities, in person or online. By volunteering with us or participating in these activities, you consent to our collection and use of your likeness, including your image, for legitimate purposes such as documenting our work, program reporting, and promotional or outreach materials, and to its’ publication or distribution through our website, social media, print materials, or other communications channels.
7. Accuracy of Information
GOMPS takes reasonable steps to ensure personal information is accurate, complete, and up to date for the purposes for which it is used.
8. Safeguards
We protect personal information using appropriate safeguards. Safeguards include physical, administrative and technological security measures.
9. Access and Correction
You have the right to request access to your personal information held by GOMPS and to request corrections to inaccuracies, or to withdraw consent for the usage of your image. Requests should be made in writing to our Privacy Officer (see Section 11). If access is restricted for legal or regulatory reasons, we will provide written reasons for the refusal.
10. Disclosure to Service Providers and Third Parties
GOMPS may use third-party service providers to support operations, such as Constant Contact for email communications; payment processors for donations or memberships; and IT and website hosting services. These providers are required to protect personal information in a manner consistent with this Policy. GOMPS does not sell, rent, or trade personal information to other organizations.
11. Contact Information
Privacy Officer
Garry Oak Meadow Preservation Society (GOMPS)
Mailing Address: PO BOX 30044 RPO REYNOLDS VICTORIA BC V8X 5E1
Email Address: contact@garryoak.info
If you have questions, concerns, or a complaint about our privacy practices, please contact the Privacy Officer. We will respond to your inquiry in a timely and respectful manner.