RNA Royalwood Neighbourhood Association
Bylaws & Governance

Privacy Policy

How the RNA collects, uses, and protects resident information.

Last updated:

1. INTRODUCTION

The Royalwood Neighbourhood Association (RNA) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and otherwise handle your personal information. Please read this policy carefully to understand our practices.

2. INFORMATION WE COLLECT

We collect various types of information in connection with the services we provide, including:

2.1 Email Newsletter Subscribers

When you subscribe to the RNA newsletter, we collect:

  • Your full name
  • Your email address
  • Your street address (optional, to confirm you reside in Royalwood)
  • Your telephone number (optional)

2.2 Event Registration

When you register for RNA events and activities, we collect:

  • Your name
  • Email address
  • Phone number
  • Number of attendees
  • Any dietary restrictions or accessibility requirements
  • Emergency contact information (for certain events)

2.3 Membership Information

If you choose to become a member, we collect:

  • Your name
  • Residential address
  • Email address
  • Phone number
  • Household size (optional)

2.4 Contact Forms and Inquiries

When you contact us through our website or in person, we collect:

  • Your name
  • Email address
  • Message content
  • Any other information you provide

2.5 Website Usage

We may collect information about how you use our website, including:

  • Pages visited
  • Time spent on pages
  • Links clicked
  • Browser type and device information

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

  • Email Communications: To send you newsletters, event announcements, and important Association updates
  • Event Planning: To organize and manage community events, including registration confirmations and event details
  • Community Services: To facilitate communication among members and provide Association services
  • Feedback and Improvement: To respond to your inquiries and improve our services and website
  • Legal Compliance: To comply with applicable laws and regulations
  • Fundraising: To inform members about fundraising activities (only with consent)

4. INFORMATION SHARING

The RNA does not sell, trade, or rent your personal information to third parties. However, we may share your information in the following limited circumstances:

4.1 Service Providers

We may share information with third parties who assist us in operating our website, managing newsletters, or conducting Association business (e.g., email service providers). These service providers are contractually obligated to protect your information.

We may disclose your information when required by law, government request, or to protect the legal rights, safety, or property of the Association and its members.

4.3 Board and Committee Members

Board members and committee volunteers may have access to member contact information as necessary to fulfill their duties.

4.4 Public Information

We may publish names and contact information of Board members and event organizers.

5. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specifically:

  • Newsletter subscribers: Information is retained for as long as you remain subscribed
  • Event attendees: Information is retained for one (1) year following the event
  • Members: Information is retained during membership and for one (1) year after resignation or removal

You may request deletion of your information at any time by contacting the Board.

6. DATA SECURITY

We implement reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, alteration, and destruction. Our website uses secure connections where appropriate. However, no method of transmission over the internet or electronic storage is completely secure.

7. YOUR RIGHTS AND CHOICES

7.1 Access and Correction

You have the right to access, review, and request corrections to your personal information. Contact the Secretary at any time to exercise this right.

7.2 Opt-Out

You may unsubscribe from our email newsletter at any time by clicking the “unsubscribe” link in any email communication or by contacting the Board directly.

7.3 Newsletter Communications

You can choose not to receive promotional or non-essential communications while continuing to receive important Association notices.

7.4 Deletion

You may request that we delete your personal information, subject to legal and operational requirements.

8. CHILDREN’S PRIVACY

Our services are not directed to individuals under the age of 13. We do not knowingly collect information from children. If we become aware that we have collected information from a child under 13, we will take steps to delete such information promptly.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of websites we do not operate. We encourage you to review the privacy policies of any external websites before providing your information.

10. CONTACT US

If you have questions about this Privacy Policy, wish to access your information, or would like to lodge a complaint, please contact:

Royalwood Neighbourhood Association Email: info@royalwoodna.org Phone: [Contact number from Board directory]

11. POLICY CHANGES

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on our website and updating the effective date. Your continued use of Association services constitutes your acceptance of the updated Privacy Policy.

Last Updated: March 1, 2025

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