Privacy and photo consent

What you are agreeing to

The Panjabi Sports & Social Club is a not-for-profit corporation registered in Ontario (corporation number 1001302126). To run a membership, a volunteer programme and public events, the club has to hold a small amount of information about the people taking part, and it takes photographs at its events.

This page sets out exactly what the club holds, what it does with it, and what you can say no to. Everyone with a club account signs it, and the club keeps a dated record of what each person agreed to.

What the club holds

For a member: name, email address, telephone number if you give one, city, membership number, the membership years you have paid for, and the date, amount, method and reference of each fee received.

For a volunteer: the same, plus date of birth, and a record of the certificates issued to you and the hours they recognise.

For a business supporter account: the business name, the contact details the business chooses to publish, and the offer it makes to members.

Nothing else. The club does not hold banking details, government identity numbers or health information, and it never asks for them.

What the club does with it

Runs the membership year, records the fee, issues your digital ID card and your receipt, issues volunteer certificates, sends meeting notices and announcements, runs member polls and replies to suggestions.

When a business supporter scans a member ID card, all it is shown is the member name, the membership number and whether the membership is currently valid. It is not shown your email address, your telephone number, your date of birth or anything you have paid.

The club does not sell, rent or trade anybody's details, and does not pass them to anyone outside the club except where the law requires it.

Photographs and video

The club photographs its events - blood donation camps, park clean-ups, sports days and cultural gatherings - and uses those pictures to show what the club does.

If you agree, pictures and video that include you may be used on pssclub.ca, on the club Facebook and Instagram pages, in the club WhatsApp group and in printed material about the club. They are always used to show the work of the club, never to advertise anything for anybody else, and never with your address, telephone number or any other contact detail attached.

You may say no. Photo consent is a separate choice from the rest of this page, it is not a condition of membership or of volunteering, and you can change your answer at any time from your account. If you later ask for a particular picture to be taken down, the club will take it down from anything it controls.

Where it is kept

On the club's own hosting in a folder that sits outside the public part of the website, so it cannot be reached from the internet. Passwords are never stored - only a one-way hash - which is why nobody on the committee can tell you your password.

Members of the executive committee can see the membership roster, the fee ledger and the consent record. No one else can.

How long it is kept

Membership and fee records are kept for seven years, which is the period the club needs for its own accounts and audit.

Consent records are kept for as long as the club holds anything about you, and for seven years afterwards, so the club can always show what was agreed and when.

If your account is removed, your login, your contact details and your date of birth go with it. The fee ledger keeps the amount, the date and the reference, because those are the club's accounts.

Changing your mind

Sign in and open My account, or email panjabissc@gmail.com and ask. You can change your photo answer, correct anything that is wrong, ask for a copy of what the club holds about you, or ask for your account to be removed.

Withdrawing the first two agreements means the club can no longer run an account for you, so the account is closed. Withdrawing photo consent changes nothing else at all.

People under 18

A volunteer under the age of 18 needs a parent or guardian to read this page and sign on their behalf. The committee records the parent or guardian's name against the account.

Questions

Write to the executive committee at panjabissc@gmail.com. If you are not satisfied with how the club has handled your information you may also contact the Office of the Privacy Commissioner of Canada.