Approved: March 8, 2023

This Privacy Policy for the Out & Out club, describes how and why we might collect, store, use, and/or share (‘process’) your information when you use our services (‘Services’), such as when you:

  • Visit our website at https://outandout.ca, or any website of ours that links to this Privacy Policy.
  • Engage with us in other related ways, including any sales, marketing, or events.

Questions or concerns? Reading the Privacy Policy will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us.

Table of Contents

  1. Overview
    1. Summary of key points
    2. Interpretations and definitions
  2. What information do we collect?
    1. Information collected
  3. How do we process your information?
  4. What legal bases do we rely on to process your personal information?
  5. When and with whom do we share your personal information?
  6. Do we use cookies and other tracking technologies?
  7. How long do we keep your information?
  8. How do we keep your information safe?
  9. Do we collect information from minors?
  10. What are your Privacy Rights?
  11. Controls for Do-Not-Track Features
  12. Do California residents have specific Privacy Rights?
  13. Do we make updates to this policy?
  14. How can you contact us about this policy?
  15. How can you review, update, or delete the data we collect from you?

Section 1: Overview

We believe that your personal information deserves protection. If you join the Out & Out Club, you will need to provide personal information such as name, address, email, phone, and other contact information, as well as other information regarding your activities preferences or willingness to volunteer for certain opportunities within the Club. Our website and systems may collect additional information that we use to improve your online experience and provide services to you.

A) Summary of Key Points

This summary provides key point from our Privacy Policy, but you can find out more details about any of these topics by referring further down in this policy.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with the Out & Out club’s Services and activities, and the features you use.

Do we process any sensitive personal information? We may process sensitive personal information, when necessary, with your consent or as otherwise permitted by applicable law.

Do we receive any information from third parties? We do not receive any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information of other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties for the purpose of providing Services to you and our membership.

How do we keep your information safe? We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. We do commit to inform you of such a breach comes to our attention.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

B) Interpretation and Definitions

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this privacy policy:

  • “Account” means a unique account or profile created for you to access our Services or parts of our Service.
  • “Out & Out Club” referred to either as “Out & Out club”, “Out & Out”, “The Club”, “we”, or “our” in this agreement refers to the Out & Out Club.
  • “Country” refers to Canada.
  • “Cookies” are small files that are placed on your computer, mobile device, or any other Device by a Website, containing the details of your browsing history on that Website among its many users.
  • “Device” means any Device that can access the Service such as a computer, a cell phone, or a digital tablet.
  • “Personal Data” is any information that relates to an identified or identifiable individual.
  • “Services” refers to Out & Out’s website or other systems used to provide services to you and our membership.
  • “Service Provider” means any natural or legal person who process the data on behalf of The Club. It refers to third party companies or individuals employed by us to facilitate the Service we provide, to provide services on behalf of Out & Out, and to perform Service related to or services to assist The Club in analyzing how our Services are used.
  • “Usage Data” refers to data collected automatically, either generated by the use of our Service or from the Service infrastructure itself.
  • “Website” refers to outandout.ca or other websites linked to this privacy policy.
  • “You” means the individual accessing or using the Services or The Club or other legal entity on behalf of which such individual is accessing or using the Services is applicable.

Section 2: What information do we collect?

In Short: We collect personal information that You provide to us. We will use this information to maintain your account, process any requests and to provide you with the best possible service. We will not use your information for any purpose for which you would not reasonably expect us to use it.

Out & Out has always maintained a policy to not sell or disclose your personal information to anyone outside The Club for unsolicited marketing purposes.

We collect personal information that you voluntarily provide us when you register for membership, use Our Services, express an interest in obtaining information about us or Services, when you participate in activities, or otherwise when you contact us.

Personal Information Provided by You. The personal information that We collect depends on the context of Your interactions with Us and the Services, the choices you make, and the products and features You use.  Depending on the services which You are accessing, the personal information we collect may include the following:

  • Names
  • Email addresses
  • Telephone number(s)
  • Mailing addresses
  • Usernames
  • Passwords
  • Contact preferences
  • Contact or authentication data
  • Billing addresses
  • Debit/credit card numbers

Sensitive Information. When necessary, with Your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

  • Data about a person’s sex life or sexual orientation
  • Information revealing race or ethnic origin
  • Information about gender or gender identity

Payment Data. We may collect data necessary to process Your payment if you make purchases, such as your payment instrument number, and the security code associated with Your payment instrument. We do not store payment data; however, some payment data might be stored by PayPal. You will find their Privacy Policy link(s) here:

All personal information that You provide to Us must be true, complete, and accurate, and You must notify Us of any changes to such personal information.

A) Information automatically collected

In Short: Some information – such as your Internet Protocol (IP) address and/or browser and device characteristics – is collected automatically when you visit our website and Services.

We automatically collect certain information when you visit, use, or navigate these Services. This information does not reveal your specific identity (like your name or contact information) but may include device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many organizations, we also collect information through cookies and similar technologies. The information we collect includes:

  • Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
  • Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access our Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
  • Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the club’s Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing to access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the club’s Services.

Section 3: How do we process your information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log into your account, as well as keep your account in working order.
  • To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
  • To respond to users’ inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested services.
  • To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
  • Two fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the services.
  • To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allows for communication with another user.
  • To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our services.
  • To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information see what your privacy rights are below.
  • To protect our services. We may process your information as part of our efforts to keep our services safe and secure, including fraud monitoring and prevention.
  • To evaluate and improve our services, product, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our services, products, marketing, and your experience.
  • To identify usage trends. We may process information about how you use our services to better understand how they are being used so we can improve them.
  • To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
  • To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal request, and exercise, establish, or defend our legal rights.

Section 4: What legal bases do we rely on to process your information?

In Short: we only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter, or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

We may process your information if you have given us specific permissions (i.e., expressed consent) to use your personal information for specific purposes, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

  • If collection is clearly in the interest of an individual and consent cannot be obtained in a timely way
  • For investigations and fraud detection and prevention
  • For business transactions provided certain conditions are met
  • If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim.
  • For identifying injured, ill, or deceased persons and communicating with next of kin
  • If we have reasonable grounds to believe an individual has been, is, or may be a victim of financial abuse.
  • If it is reasonable to expect collection and use with consent would comprise the availability or the accuracy of information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
  • If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records.
  • If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced.
  • If the collection is solely for journalistic, artistic, or literary purposes.
  • If the information is publicly available and is specified by the regulations

Section 5: When and with whom do we share your personal information?

In Short: we may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

  • Business transfers. We may share or transfer information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • When we use Google Maps platform APIs. We may share your information with certain Google Maps platforms API's (e.g., Google Maps API, places API). To find out more about Google's privacy policy, please refer to this link: https://policies.google.com/privacy.

Section 6: Do we use cookies and other tracking technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our cookie notice.

Section 7: How long do we keep your information?

In Short: we keep your information for as long as necessary to fill the purposes outlined in this policy unless otherwise required by law.

We will only keep your personal information for as long as is necessary for the purposes set out in this privacy policy, unless a longer retention is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if it is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolated from any further processing.

Section 8: How do we keep you information safe?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards in efforts to secure your information, no electronic transmissions over the Internet more information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cyber criminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steel, or modify your information. Although we will do our best to protect your information, transmission of personal information to and from our services is at your own risk. You should only access the services within a secure environment.

Section 9: Do we collect information from minors?

In Short: We do not knowingly collect data from or market to minors.
The Out & Out Club is a non-political LGBTQ2S+ outdoors club, open to all whose aim is to pursue recreational activities, the majority of which are oriented towards the out-of-doors.

Since being established in 1984, the Club has been more than a social and outdoor organization. It has been a supportive space for people identifying as LGBTQ2S+. We are a community that respects and celebrates our differences, coming together in an affirming way to make friends, have fun, and enjoy our time spent together. We offer a range of member-led activities to LGBTQ2S+ individuals who are 19 years of age or older.

We recognize the particular importance of protecting privacy where children are involved. We do not knowingly collect personal information online from children or those under the age of 19. If an individual under the age of 19 has provided us with personal information, we ask that you first seek permission of a parent or guardian and then email us. If a child under the age of 13 has provided us with personal information online, we ask that a parent or guardian email usemail us.

When a child accesses and interacts with Out & Out’s Services, we may collect certain information automatically about those visits. The information we collect includes the type of computer operating system, IP address and/or mobile device identifier, web browser type, content viewed, the frequency with which the child visits various parts of our sites or applications, information regarding the online or mobile service provider, and cookie ID.

Section 10: What are your privacy rights?

In Short: in some regions, such as Canada, and you have the right that allows you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like Canada), you have certain rights under applicable data protection laws. These may include the right:

  1.  to request access to and obtain a copy of your personal information.
  2. to request rectification or erasure
  3. to restrict the processing of your personal information
  4. if applicable, to data portability

In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section ‘How can you contact us about this policy?’ below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here:https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm

If you're located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Withdrawing your consent: if we are relying on your consent process your personal information, which may be expressed and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section ‘How can you contact us about this policy?’ below.

However, please note this will not affect the lawfulness of processing before its withdrawal nor, when applicable law allows, it will affect the processing of your personal information conducted in relevance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: you can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section ‘How can you contact us about this policy?’ below. You will then be removed from the mailing list. However, we may still communicate with you – for example, to send you service-related messages that are necessary for administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

  • Log into your account settings and update your user account.
  • Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshooting problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services from our services. To opt out of Internet-based advertising by advertisers on our services visit http://www.aboutads.info/choices/.

If you have questions or comments about your privacy rights, you may email us.

Section 11: Controls for do-not-track features

Most web browsers in some mobile operating systems and mobile applications include a Do-Not-Track (DNT) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choices not to be tracked online.I If a standard for online tracking is adopted that we must follow in the future, will inform you about that practice in a revised version of this privacy policy.

Section 12: Do California residents have specific privacy rights?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code section 1798.83, also known as the ‘Shine The Light’ law, permits are users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclose to third parties for direct marketing purposes and the names and addresses all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with services, you have the right to request removal of unwanted data that you publicly post on the services.To request removal of such data, please contact us using the contact information provided below and include the e-mail address associated with your account and a statement that you reside in California. We will make sure that the data is not publicly displayed on the services, but please be aware that the data may be completely or comprehensive really remove from all our systems (e.g., backups etc.).

Section 13: Do we make updates to this policy?

In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this privacy policy from time-to-time. The updated version will be indicated by an updated ‘Revised’ date and updated version will be effective as soon as it is accessible. If we make material changes to this Privacy Policy, we may notify you either by quote prominently posting a notice of such change or by directly sending you a notification. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.

Section 14: How can you contact us about this notice?

If you have questions or comments about this policy, you may contact our club’s Executive, by e-mail throug our contact us page, or by mail:

Out & Out Club
c/o The 519
519 Church Street
Toronto, Ontario M4Y 2C9 Canada

Section 15: How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please visit: https://outandout.ca/profile-and-membership/manage-your-profile/.

Version: 2.0
Approved: March 8, 2023