Privacy policy
We collect only what we need to answer you, run bookings and memberships, and — if you say yes — send you news. We never sell your information, and you can see, correct or remove it at any time.
Please note: This page is a draft and is still being reviewed by the society. Questions? Call 250-748-0822 or email cowex@shaw.ca.
The Cowichan Exhibition ("we", "us") respects your privacy. This policy explains what personal information we collect, why we collect it, and how you can see, correct or remove it. We follow British Columbia's Personal Information Protection Act (PIPA) and Canada's Anti-Spam Legislation (CASL).
What we collect
- Contact details you give us — name, email, phone and organisation — when you fill in a form, request a quote, book the grounds, join as a member or sign up for a program.
- Details about your event or booking, such as dates, spaces, guest numbers and notes you send us.
- Membership and payment records: what you paid and when. Card payments are handled by Stripe; we never see or store your full card number.
- Whether you have agreed to receive email updates from us, and when and where you agreed.
- Basic technical information needed to run the website securely, such as your IP address in server logs.
Why we use it
- To answer your questions and prepare quotes.
- To manage bookings, memberships, program sign-ups and Fall Fair entries and tickets.
- To send receipts, confirmations and important notices about something you booked.
- To send news and event updates — only if you have said yes. Every email has an unsubscribe link.
- To keep financial records the law requires.
We do not sell or rent your personal information. We only share it with service providers who help us run the society (see below), or when the law requires it.
Service providers and where information is stored
We use trusted providers to host this website, process payments (Stripe) and send email. Some of them store information outside Canada, including in the United States, where it may be accessible to authorities under local law. [To confirm: final list of providers once the site is launched.]
Email updates (CASL)
We only send news and promotional email to people who have agreed to receive it. When you tick the box on one of our forms, we send a confirmation email; you are only added once you confirm. You can unsubscribe at any time using the link in any email, or by contacting us.
How long we keep it
[To confirm with the board:] We keep booking and payment records for seven years for tax purposes. Other contact information is kept while you remain in touch with us, and reviewed at least every two years.
How we protect it
Access to personal information is limited to staff and volunteers who need it, each with their own login and only the permissions their role requires. The website uses encrypted connections (HTTPS).
Your rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent to email updates at any time. We will respond within 30 business days, as PIPA requires.
Contact our Privacy Officer
Shari Paterson, Director, acting as Privacy Officer until one is appointed — cowex@shaw.ca, 250-748-0822, 7380 Trans-Canada Hwy, North Cowichan, BC V9L 6B1.
If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).