Your Privacy Rights
Toronto Applied Karate (herein after referred to as “TAK”, “we”, “our”, “us”) recognizes the importance of your right to privacy and wants you to be familiar with how we collect, use and disclose any personal information that individually identifies you (e.g. name, phone number, email address).
1. What Personal Information Do We Collect?
Personal information means any information about an identifiable individual. Anonymous Data means data that is not associated with or linked to any individual’s personal information or will not easily permit the identification of individuals. TAK does not consider personal information to include Anonymous Data.
The types of personal information that we may collect include, but are not limited to:
your parent or guardian’s name (if you are a minor)
your phone number;
your email address;
your IP address; and
personal information you give us that we did not request (such as personal information you voluntarily put into an email to us).
2. Purposes for Collecting Your Personal Information
We collect, use and disclose your personal information in order to provide you with our Programs. We also collect, use and disclose your personal information to comply with legal and regulatory requirements and as otherwise may be permitted or required by applicable laws. We will only use the personal information that we collect for the purposes for which it was collected. Specifically, we collect your personal information for the following purposes:
to provide you with our Programs as requested by you;
to establish and maintain responsible relationships with our participants, members, donors, parents/guardians, staff and volunteers;
to manage, develop and enhance TAK operations, programs and services;
to acknowledge gifts, issue tax receipts, and other administrative requirements including information requests;
to process and collect fees for Programs;
to assess participant needs;
to conduct participant satisfaction research;
to determine program, service, employment or volunteer eligibility;
to provide safe and secure TAK environments;
to collect data for statistical purposes;
for administration, management, strategic planning, decision-making, research, and allocating of resources within the TAK;
for fundraising and advertising;
to respond to your questions that you send by email or through our Site;
subject to applicable law, to provide you with newsletters and articles to notify you about other Programs provided by TAK, which may be of interest to you;
to customise the appearance of the Site and Programs displayed to you;
to obtain your feedback regarding our Programs, including through surveys;
to track behavioural information on the Site to serve similar content upon future visits;
to improve the Site and help us develop new services, apps, tools and Site features; and
to meet any legal or regulatory requirements.
3. When Do We Collect Personal Information?
We may collect your personal information when you voluntarily provide it to us by using our Site or Programs. For example, we may ask you to provide personal information if you:
use our Site or our Programs;
sign up and pay for a Program through our Site or otherwise;
register, update, create or sign in to an account on our Site and our Programs;
send us a question or comment by email, social media or phone;
post comments or other content on our Site or Programs;
register to receive newsletters, articles and updates about our Programs; and
otherwise participate in features of our Site or our Programs that ask for personal information.
4. Limiting Collection of Personal Information
As much as possible, staff and volunteers will collect personal information directly from you. Personal information may be collected from other sources with your prior consent.
5. Use, Disclosure and Retention of Personal Information
To help safeguard your privacy, we will consider using non-identifiable information, such as coded or Anonymous Data that does not identify you whenever possible. We may generate Anonymous Data from personal information collected through the Site and Programs by removing information that makes the data personally identifiable to an individual. We may use this Anonymous Data and aggregated data for any reasonable purpose and disclose such data to third parties in our sole discretion.
We may use and disclose your personal information to service providers, data processors and other third parties (“Third Parties”) under the following limited circumstances:
when necessary to protect our safety, property or other rights, our representatives, customers and users of the Site, including to detect and prevent fraud;
with your consent; or
when otherwise required or permitted by law.
In certain circumstances, personal information can be collected, used or disclosed without your consent. For instance, TAK may disclose personal information without your prior knowledge or consent:
to a lawyer or other legal representative of the TAK;
to a government body or agency in certain circumstances;
to collect a debt, or comply with a subpoena, warrant or other court order; or
in circumstances otherwise required or permitted by law.
We retain your personal information only for as long as we need it to fulfill the purposes for which it was collected or as required by law.
TAK will maintain schedules for records retention and destruction, which apply to personal information that is no longer necessary or relevant for the identified purposes for collection, or required to be retained by law. Such information shall be securely destroyed, erased or rendered anonymous.
6. Data Processors in Other Country
As discussed in Article 5, we may engage Third Parties to perform certain services on our behalf and to otherwise provide the services. These Third Parties may store, process and transfer personal information on servers located outside of Canada in jurisdictions whose data protection laws may differ from those of Canada, such as the United States of America. As a result, personal information may be subject to access requests from governments, courts, or law enforcement in those jurisdictions according to the laws in those jurisdictions. For example, information may be shared in response to valid demands or requests from government authorities, courts and law enforcement officials in those countries. Subject to applicable laws in such other jurisdictions, we will use reasonable efforts to ensure that appropriate protections are in place to require our Third Parties to maintain protections on personal information that are equivalent to those that apply in Canada.
7. Links to Other Sites
8. Cookies, Web Beacons and Other Similar Technology
As you interact with our Site, we may use automatic data collection technology and services that record and collect information that identifies your computer, tracks your use of our Site and collects certain other information about you and your surfing habits. This data collection technology may include cookies, web beacons and other similar devices on this Site to enhance functionality and navigation for our visitors. This technology does not personally identify you or extract any information from your computer. Data which would personally identify you is known only when voluntarily submitted.
A cookie is a small data file that is placed on the hard drive of your computer so that your computer will “remember” information when you visit a site. Web beacons and tags are small strings of code that are used in conjunction with a cookie and allow us to record activity on our Site. Internet tags, graphic tags and similar web beacon type functions allow us to count the number of users who have visited a particular web page or to access certain cookies. We may use web beacons on this Site to count users and to recognize users by accessing our cookies. Being able to access our cookies allows us to personalize our Site and improve your experience at our Site. We may also include web beacons in HTML-formatted email messages that we send to determine which email messages were opened.
Information tracked through these mechanisms includes, but is not limited to:
your IP address;
the type of web browser and operating system being used;
the pages of the Site a user visits; and
other sites a user visited before visiting our Site.
We may also employ cookies and action tags (also known as single pixel gifs or web beacons) to collect information about your use of, and activities on, our Site for our use but also for use by third parties that serve advertisements about TAK on other sites you may visit. For instance, we may use third party service providers, such as Google Ads or Facebook, to serve advertisements on our behalf across the Internet. These advertising service providers may collect information about your visits to our Site, and your interactions with our Site and Programs. In addition to the information about your visits to our Site, such advertising service providers may also use the information about your visits to other sites to target advertisements for programs available from TAK.
You can set your internet browser up so that you are notified when cookies are stored, you can decide in each individual case whether you want to accept cookies, or you can refuse to accept any cookies. However, if you do not accept cookies, you may be restricted in how you are able to use our Site. You can delete cookies which are already stored on your hard disk at any time. You will find more details on how to do this in the operating guide for your Internet browser program.
9. Third Party Analytics
Our Site uses third party analytics services such as Google Analytics, a web analytics service of Google, Inc. ("Google").
Google Analytics uses "cookies" to analyze how you use our Site. The information generated by the cookie about your use of our Site (including your IP address) is sent to a Google server in the U.S. or another country and stored there. Google will use this information to evaluate your use of our Site, compile reports on Site activity for our Site operators and to provide other site activity related internet services. Additionally, Google may transfer this information to a third party when required by law or in the case of a third-party processing information on Google's behalf. In no case will Google use your IP address in connection with any other information held by Google. You can set your internet browser to prohibit the installation of cookies, although we must point out that some features and functions of our Site will then be unusable. By using our Site, you consent to the processing of data about you collected by Google in the manner described and for the above-mentioned purpose.
Furthermore, we use the cookies to carry out frequency assessments, page usage assessments and marketing assessments. For the aforementioned assessments, we utilize this cookie information without a link to your personal information, so it is completely anonymous.
All staff and volunteers with access to information are required, as a condition of employment or volunteer role, to respect the confidentiality of personal information and protect personal information in their control (regardless of format) against such risks as loss or theft, or unauthorized access, disclosure, copying, use, modification or destruction, through appropriate security safeguards.
Safeguards may include physical measures (such as locked doors or locked file cabinets), organizational measures (such as staff training, limited access and security clearances) and technological measures (such as passwords and anti-virus software for computer systems).
Any personal information that you provide to us through our Site is exchanged on a secure server. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we are committed to protecting your personal information, we cannot ensure or warrant the security of any information you provide to us.
Personal information shared with a third party for processing shall be protected through contractual agreements with requirements for confidentiality and appropriate safeguards.
11. Payment Information
We do not collect any payment information from you. We use commercially reasonable efforts to select an appropriate company to maintain the confidentiality and security of your payment information. When you make a payment on our Site, you will be directed to a third party provider website (i.e., PayPal). PayPal will collect payment information directly from you, such as your credit card numbers and expiration dates, and any other personal information necessary to process your payment (herein after referred to as “Payment Information”). TAK and/or PayPal will send emails to you regarding the processing of your online payment. Your use of PayPal is governed by the agreement between you and PayPal. If you have any questions or concerns about your payment information or your agreement with PayPal, please contact PayPal support directly.
12. Individual Access and Accuracy of Personal Information
You may request access to your personal information which we may hold by contacting us at the contact information set forth below, and we will respond within the time periods provided for under applicable laws. We will need to verify your identity before providing you with the personal information we hold about you. There is no cost for such access request unless you require copies of records. We may not be able to provide you with access to your personal information if the information cannot be separated from the personal information of others, cannot be disclosed for reasons of security or commercial confidentiality, or is protected by legal privilege. If we cannot provide you with access to your personal information, we will advise you of the reasons access is being denied, unless we are prohibited by law from doing so.
You may request to update and change your personal information at the contact information set forth below. We shall endeavor to correct or complete any personal information which you advise us is inaccurate or incomplete. Where appropriate, the amended information shall be transmitted to third parties having access to such information. A statement of disagreement will be attached to records where a requested amendment cannot be made. If you have any concerns about how your Payment Information is stored, please contact PayPal support directly.
13. Children’s Privacy
We are committed to protecting the privacy of children and we do not knowingly solicit personal information from children under the age of 13. If a child has already provided us with personal information, their parent or guardian may contact us for the purpose of deleting this information.
14. Electronic Communications
We comply with Canada’s anti-spam legislation (CASL) and we will not send you electronic communications in contravention of this law. As part of signing up to receive our Programs, you may have also opted in to receive email communications from us. If you opted-in to receive such communications, we may use the information to communicate with you regarding our Programs, provide you with other information that you request, and/or improve our service offerings.
You will always have the opportunity to "unsubscribe" from receiving any of our email or other communications at any time and we will ensure that our emails include instructions on how to unsubscribe if you no longer wish to receive future emails from us.
We provide an on-going opportunity to unsubscribe or opt-out of contact by us by filling in the contact form on our Site.
15. User Content in Comments on Our Site or Our Social Media Platforms
If you post comments on our Site (such as commenting on a blog post that may be available on our Site from time to time) or on our Social Media Platforms (such as Facebook), you should know that when you voluntarily disclose your personal information on our comment boxes or other interactive areas where personal information can be posted, the information can be collected and used by other internet users. This may result in unsolicited messages from other posters or parties. We undertake no obligations as to the security of information you voluntarily post in comment sections of our Site or in other interactive features of our Site or on our Social Media Platforms.
16. Video Analysis to Improve Skills Performance
From time to time, participants will be given the opportunity to be video-recorded performing a skill using their own phone for the purpose of self-evaluation.
A video of a participant will (a) be taken with his or her phone; and (b) be taken by a peer (a video of an adult participant will be taken be another adult participant; a video of a person under the age of 18 years will be taken by another person who is also under the age of 18 years).
Immediately after the video is taken, the phone will be returned to the owner so that the owner can review the video and analyze his or her performance. The owner can choose to keep the video or delete the video. The video will not be transferred to, or collected by, TAK.
Participants can choose not to have their performance recorded.
19. How to Contact Us
see your personal information that you have already sent us so that you can correct, update or delete it from our files;
if your child under 13 has used this Site and sent us personal information, delete that personal information from our files;
ask that we not send you electronic communications or otherwise contact you; or
please contact us by filling out the form on the home page of our Site.
UPDATED: August 29, 2021