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Privacy Policy

Accountability

Identifying Purposes & Limiting Collection

BC’s Personal Information Protection Act (PIPA) sets out rules for how organizations collect, use, and disclose personal information.

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Personal information is information that is reasonably capable of identifying a particular individual either alone or when combined with other available sources.

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The Earth Hug Collective is committed to being accountable for how we handle personal information, as well as how we follow the rules and procedures outlined in this policy.

We will only collect, use, or disclose personal information that is necessary to fulfill the purpose of the collection. We collect only the minimum amount of personal information required to achieve that purpose.

  • Information Collected: Name, email address, and the continent you live in.

  • Methods of Collection: This information is collected when you register for an event via Zoom or when you sign up for updates and events through the form on our website.

  • Recording of Events: We record our online meetings and events. These recordings, which may contain your image or voice, are subsequently posted to YouTube to share our mission and event content with a wider audience.

  • Purposes: We collect your name and email to provide event updates and requested information. We collect your continent of residence to understand the reach and distribution of our events.

Consent

Limiting Use, Disclosure, and Retention

We will always get your consent to collect, use, or disclose your personal information, except where we are legally authorized or required by law to do so without consent.

  • How we obtain consent: You may provide consent in writing or electronically, such as by ticking a box during Zoom registration or website sign-up.

  • Implied Consent for Recordings: By participating in our online meetings where notice of recording is provided, your consent may be implied if you choose to remain in the meeting and share your video or audio.

  • Withdrawal: You may withdraw your consent at any time by giving us reasonable notice, unless doing so would conflict with a legal obligation. We will inform you of the likely consequences of withdrawing consent, such as being unable to provide you with certain event services.

We will not use or disclose your personal information for any purpose other than those identified, unless we receive your additional consent or are authorized by PIPA (such as a court order or subpoena).

  • Third Parties: When we use platforms like Zoom or YouTube, we ensure your information is handled in accordance with PIPA obligations.

  • Retention: We will retain personal information only as long as necessary to fulfill the identified purposes or a legal/business purpose.

  • Destruction: Once information is no longer required, we will securely destroy or anonymize it.

Storage and Processing Outside of Canada

Accuracy

The Earth Hug Collective uses third-party service providers, such as Zoom and YouTube, to facilitate our events and communications. As a result, your personal information—including registration details and video/audio recordings—may be stored or processed on servers located outside of Canada, including in the United States.

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Please be aware that while your information is in another jurisdiction, it may be subject to the laws of that jurisdiction, which may allow for access to your personal information by local courts, law enforcement, or national security authorities. By registering for our events, you acknowledge and consent to this transfer and storage.

We make reasonable efforts to ensure that the personal information we collect is accurate and complete. You may request a correction to your personal information if you believe there is an error or omission. If the request is reasonable, we will correct the information and notify any third parties to whom the data was disclosed in the previous year.

Individual Access

Safeguards

We protect your personal information by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, or disposal.

  • Administrative: We use internal policies and training to ensure proper data handling.

  • Technological: We use passwords and encryption where appropriate to protect data held in computer systems.

You have the right to access your personal information, know how it is being used, and see to whom it has been disclosed.

  • Requests: Requests must be made in writing. We will respond within 30 business days.

  • Identification: We may require you to prove your identity before granting access.

Challenging Compliance

If you have questions or complaints regarding our compliance with PIPA, please contact our Privacy Officer:

Angel Kennedy, Executive Director, angel_kennedy@sfu.ca

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If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia.

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