Privacy Policy

1. Who we are

The Caribbean Canadian Association of Waterloo Region (“CCAWR”, “we”, “us”) is a not-for-profit community organization serving Waterloo Region, Ontario. This policy applies to this website (ccawr.ca) and to the forms and services linked from it.

Questions or requests about your personal information can be sent to info@ccawr.ca.

2. What we collect

We only collect what you choose to give us, plus basic technical information needed to run the website.

• Membership applications: membership type, name, mailing address, phone number, email address, social media handle, family members included in the membership, interests, a short description about yourself, and whether you want to join our mailing list.
• Volunteer sign-ups: the details you enter on our volunteer form.
• Scholarship applications: when applications are open, the information and documents requested on the application form.
• Newsletter: your email address and any details you enter on the subscription page.
• Emails and messages: anything you send us at info@ccawr.ca.
• Payments and donations: membership fees, ticket sales and donations are handled by our payment providers. We do not see or store your full card number.
• Website use: your browser may store a language preference (English or French) on your device. Our hosting provider keeps standard server logs, such as IP address and pages requested, for security and reliability.

3. How we use your information

• To process and manage memberships, and to contact you about your membership.
• To run our programs, events, scholarships and volunteer activities.
• To send newsletters and event updates to people who have asked for them. You can unsubscribe at any time.
• To respond to your questions and requests.
• To meet our legal, accounting and reporting obligations.
• To keep the website secure and working properly.

We do not sell or rent your personal information.

4. Who we share it with

We use trusted service providers to operate our website and programs. They handle information only to provide their service to us:

• Supabase – database that stores membership applications (hosted in Canada).
• Netlify – website hosting.
• Square, Zeffy and Canada Helps – payments and donations.
• Mailchimp – newsletter subscriptions.
• Microsoft Forms – volunteer sign-ups.
• Google Fonts – loads the fonts used on this site.

Some of these providers may process information outside Canada, and their own privacy policies apply to the information they handle. We may also disclose information when required by law.

5. How long we keep it

We keep personal information only as long as needed for the purposes above. Financial records are kept for at least seven years, as our by-laws require. You can ask us to delete your information at any time (see section 7), except where we are required to keep it.

6. How we protect it

Membership applications are stored in a restricted database that is not accessible from the public website, and access is limited to people who need it to manage the association. No online system is completely secure, so please avoid sending sensitive information by regular email.

7. Your choices and rights

You may ask to see the personal information we hold about you, correct it, or ask us to delete it. You may also withdraw your consent to receive communications. Email info@ccawr.ca and we will respond as soon as we reasonably can. To stop newsletters, use the unsubscribe link in any email we send.

8. Third-party links

Our site links to other websites and services, including Square, Zeffy, Canada Helps, Mailchimp, Microsoft Forms, Linktree, Luma and social media platforms. We are not responsible for their privacy practices, so please review their policies.

9. Changes to this policy

We may update this policy from time to time. The effective date at the top of this page shows when it was last changed.

10. Contact us

Caribbean Canadian Association of Waterloo Region
Email: info@ccawr.ca