York Region Amateur Radio Club (“YRARC”, “we”, “our”, or “the Club”) respects the privacy of our members, volunteers, visitors, and users of our website and mobile applications. This Privacy Policy explains how we collect, use, protect, and disclose personal information.

1. Information We Collect

We may collect personal information when you become a member, renew your membership, register for an event, use our website or app, contact us, or participate in Club activities.

This may include:

  • Name
  • Amateur radio callsign
  • Email address
  • Phone number
  • Mailing address
  • Membership status and expiry date
  • Payment status and payment-related records
  • Emergency or volunteer-related contact details, if provided
  • Profile information you choose to enter
  • Privacy preferences, such as whether to hide your phone number, email address, or address from member listings
  • Website or app login information
  • Technical information such as IP address, browser type, device type, and access logs

We only collect information that is reasonably required for Club operations.

2. How We Use Personal Information

YRARC uses personal information for purposes such as:

  • Managing memberships
  • Confirming dues and renewals
  • Maintaining member records
  • Communicating Club news, meetings, events, and notices
  • Operating member-only sections of the website or app
  • Providing member directories or contact lists, subject to your privacy settings
  • Supporting Club activities, events, training, and volunteer coordination
  • Responding to questions or support requests
  • Maintaining website and app security
  • Meeting legal, accounting, or administrative requirements

We do not sell member personal information.

3. Member Directory and Visibility Settings

YRARC may provide a member directory or member listing to support Club communication and amateur radio activities.

Members may be able to control whether certain information is visible to other members or visitors. For example, members may choose options such as:

  • Hide my email address
  • Hide my phone number
  • Hide my mailing address

When a member chooses to hide an item, YRARC will make reasonable efforts to prevent that information from appearing in public or member-facing listings. However, authorized Club administrators may still access the information when required for legitimate Club purposes.

4. Consent

By providing personal information to YRARC, you consent to its collection, use, and disclosure for the purposes described in this Privacy Policy.

Consent may be express, such as when you complete a form, or implied, such as when you provide contact information so we can respond to your request. The Office of the Privacy Commissioner of Canada notes that consent can be express or implied depending on the circumstances and sensitivity of the information.

You may withdraw consent where legally and practically possible. However, withdrawing consent may limit our ability to provide membership services or access to Club features.

5. Payments

YRARC may collect information related to membership payments, renewals, donations, or event fees. Payment processing may be handled by third-party providers such as online payment processors, banks, or e-transfer services.

YRARC does not intentionally store full credit card numbers on its website or app unless specifically required and securely handled by a compliant payment provider.

6. Sharing of Information

YRARC may share personal information only when necessary, including with:

  • Club officers, directors, committee members, or authorized volunteers
  • Website, hosting, database, email, or app service providers
  • Payment processors
  • Event organizers where needed for participation
  • Government, legal, or regulatory authorities where required by law

We require service providers to use personal information only for the services they provide to YRARC.

7. Website, App, and Cookies

Our website or app may collect technical information such as IP address, browser type, device information, pages visited, and login activity. This information may be used to:

  • Improve website and app performance
  • Troubleshoot technical issues
  • Prevent unauthorized access
  • Detect spam, abuse, or security threats
  • Maintain audit logs

Our website may use cookies or similar technologies for login sessions, preferences, analytics, and security.

8. Security

YRARC uses reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, loss, misuse, disclosure, or alteration.

These safeguards may include password-protected accounts, role-based administrative access, secure hosting, encrypted connections, backups, and access logs.

No website, app, or electronic system is completely secure. Members should use strong passwords and keep their login information confidential.

9. Retention of Personal Information

YRARC keeps personal information only as long as reasonably necessary for Club purposes, legal requirements, accounting records, security, dispute resolution, or historical membership administration.

When information is no longer required, we will securely delete, anonymize, or archive it where appropriate.

10. Accessing or Correcting Your Information

Members may request access to their personal information or ask for corrections if the information is inaccurate or incomplete.

Requests can be sent to:

Privacy Contact: [Insert Email Address]

We may need to verify your identity before providing access or making changes.

11. Email Communications

YRARC may send members emails about Club business, renewals, meetings, events, training, emergency communications activities, newsletters, and other Club-related matters.

Members may request to stop receiving non-essential communications. However, we may still send important administrative messages related to membership, renewals, safety, governance, or account access.

12. Children and Youth

If YRARC collects information about youth members or participants, we will take additional care and may require consent from a parent or guardian where appropriate.

13. Breach Notification

If YRARC becomes aware of a privacy or security incident involving personal information, we will take reasonable steps to contain the issue, assess the risk, and notify affected individuals or authorities where required.

14. Links to Other Websites

YRARC’s website or app may contain links to external websites. We are not responsible for the privacy practices, security, or content of external websites.

15. Changes to This Privacy Policy

YRARC may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised effective date.

16. Contact Us

Questions, requests, or concerns about this Privacy Policy may be directed to:

York Region Amateur Radio Club
Privacy Contact: Chris Sullivan
Email: president@yrarc.org
Website: https://yrarc.org