PRIVACY POLICY

Privacy Policy

The Laurentides Aquatics Club (hereinafter the “ Swimming Club ") is a nonprofit organization whose mission is to promote swimming in all its forms by offering introductory, skill-building, and eventually competitive programs for both youth and adults (Masters). The club aims to become a key player in public health and local sports development in the Laurentians region. To achieve our goals, we must, among other things, work closely with the Quebec Swimming Federation (hereinafter the “ FNQ ").

As part of our business operations, we need to process personal information. To maintain your trust, we are committed to adhering to the following privacy policy (hereinafter the “ Policy ") to protect the confidentiality, security, and accuracy of the personal information we collect, hold, use, or disclose in accordance with applicable law. We have also established this Policy to explain our practices regarding the personal information we collect when you visit our website, https://www.calaunatation.com (hereinafter the “ Website ").

This Policy takes into account the requirements of the Act respecting the protection of personal information in the private sector, R.L.R.Q., c. P-39.1 (hereinafter the “ Law ") and any other applicable law.

1) Personal Information

Personal information is defined as any information that relates to a natural person and that makes it possible, directly or indirectly, to identify that person.

Professional information, such as job title, mailing address, email address, or business phone number, is not included in the definition of personal information.

2) Consent

We collect personal information in various ways, including by phone, when you send us an email, when you create an account or complete a transaction on a digital platform we use or on our Website, or when you visit our Website.

We ensure that we obtain your consent to the collection, use, and disclosure of your personal information before or at the time of collection, except where exceptions may apply under the Law. Thus, personal information may only be used by the Swimming Club for the purposes for which it was collected, unless you have given your consent or the use is otherwise permitted by law.

We may validly consider that consent to the use of your personal information collected for one or more specific purposes has been provided explicitly, freely, and in an informed manner when:

• You have consented verbally or in writing to the collection and use of the personal information;
• You have voluntarily provided the personal information.

Anyone who needs assistance in providing consent in order to understand its scope may contact the privacy officer identified in this Policy.

We do not knowingly solicit or collect any personal information directly from individuals under the age of fourteen (14).

You may suspend or withdraw your consent to the use and disclosure of your personal information. However, depending on the circumstances, withdrawing your consent may prevent us from continuing to provide you with the products or services you have requested or from properly evaluating and processing your requests.

3) What personal information do we collect, and why?

We may collect personal information through one of our suppliers or partners—that is, a third party—as permitted by law.

We primarily collect the following personal information under the following circumstances:

1. When you register as a participant in swimming-related activities (individual membership with the Swimming Club): last name, first name, date of birth, mailing address, email address, phone number, health insurance card number, and certain medical information. Once this information has been collected, the Swimming Club will create your account on the SportLomo platform, which is managed by Swimming Canada.
   
   To complete the creation of your account on the SportLomo platform, you must provide additional personal information, including your preferred language of communication and your citizenship status. You may also voluntarily provide your gender identity and ethnicity. For swimming members only, information regarding a disability and its nature may also be provided on a voluntary basis, if applicable. The following information is also collected regarding your emergency contact: their last name, first name, phone number, and your relationship to them.
   
   Throughout the duration of your membership with the Swimming Club, additional personal information about you may be collected, requested, or added to your account on the SportLomo platform when you participate in competitions, such as your competition results, if applicable.
   
   
2. When you communicate with us : last name, first name, email address, and phone number.
   
   
3. When you participate in any event organized by the Swimming Club : last name, first name, date of birth, email address, and phone number.
   
   
4. When you make a donation to the Swimming Club : last name, first name, email address, and donation amount. We do not collect banking or credit card information for online donations made through Stripe. We do not have access to this data, nor can we view or store it. When an anonymous donation is made, only the donation amount is communicated to us by our payment processing partner (Stripe). Your use of the website (Stripe) is subject to all terms and policies established by Stripe.
   
   Upon receiving a donation from you, we may use, among other things, your first name, last name, email address, and donation amount to send you a thank-you email and invite you to make another donation. As part of such communication, you will have the option to withdraw your consent to the use of your personal information for this philanthropic outreach purpose.
   
   
5. When you make a purchase through our online store : last name, first name, email address, street address, and phone number. We do not have access to your banking or credit card information. We cannot access, view, or store this information, which is governed by all the terms and policies established by our partner (Stripe).
   
   
6. When you apply for a job opening : last name, first name, email address, street address, phone number, work experience, job profile, and any other information relevant to the nature of the position posted by the Swimming Club, including, where applicable, information obtained as part of a criminal background check, all in accordance with any applicable Swimming Club policies on this matter. Once your hiring is confirmed, additional information will also be collected.
   
   
7. When you submit your application to become a volunteer : last name, first name, email address, street address, phone number, and volunteer experience, as well as any other information relevant to the nature of the volunteer work in question, including, where applicable, information obtained as part of the criminal background check conducted on you, all in accordance with any applicable Swimming Club policies on this matter.
   
   
8. When you submit your application to serve on the Swimming Club’s board of directors : name, first name, email address, street address, occupation, and all information requested on the prescribed nomination form, if applicable, including information obtained as part of the criminal background check conducted, all in accordance with any applicable Swimming Club policies on this matter. Once elected, appointed, or designated, each board member must also, among other things, provide a photo ID.
   
   
9. When you browse our website : certain information is automatically collected to enhance your browsing experience. We invite you to review the section on cookies below.
   
   

4) Retention Period for Personal Information

We use, disclose, and retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to the extent permitted or required by applicable law.

Once you withdraw your consent or once the purposes for which your personal information was collected have been fulfilled, the Swimming Club may still retain your personal information, without using it, in accordance with a retention schedule that it may establish from time to time, in compliance with the law and its operational needs.

5) Security Measures

All personal information we collect is stored in secure locations and on controlled servers located, to the extent possible, in Quebec and the rest of Canada. However, our service providers may store personal information on servers located outside Canada and may be subject to the laws in effect in that country. In such circumstances, we take reasonable steps to ensure that your personal information receives adequate protection in accordance with this Policy.

We restrict access to personal information to authorized members of our staff and volunteers whose duties require such access. These individuals are properly trained to ensure the protection of personal information and respect for privacy.

We ensure that personal information is destroyed when it is no longer needed and the purposes for which it was collected have been fulfilled.

6) Which third parties may have access to your personal information?

In addition to the Swimming Club’s employees and volunteers whose duties require access to the collected personal information, the following individuals will have or may have access to your personal information:

1. The FNQ: Each member’s first name, last name, date of birth, mailing address, email address, and phone number are provided to the FNQ as part of your membership and the creation of your account on the SportLomo platform;
   
   
2. Swimming Canada: Each member’s first name, last name, date of birth, mailing address, email address, and phone number are shared with Swim Canada as part of the process of creating your account on the SportLomo platform;
   
   
3. SwimRankings: last name, first name, date of birth, and/or age and gender of members participating in a swimming competition. The SwimRankings platform enables real-time dissemination of swimming competition results, notably through its SplashMe mobile app.
   
   
4. Host swimming clubs responsible for organizing swimming competitions: last name, first name, date of birth and/or age, and gender of members participating in a swimming competition. This information is necessary to facilitate competition registration and logistical management.
   
   
5. Certain service providers may have access to your personal information in order to provide the required service, but they are strictly prohibited from using this information for any other purpose. The Swimming Club ensures that it signs a service agreement with each of its providers to guarantee the protection of any personal information shared with them;
   
   
6. Any of the Swimming Club’s insurers, for the purposes of insurance coverage;
   
   
7. Any person with the authority to compel the disclosure of such information and who requests it in the course of their duties, as authorized by applicable law, as well as any person to whom it is necessary or permitted to disclose such information under applicable law.
   
   

The Swimming Club may also use and disclose your personal information when it believes that such use or disclosure is authorized, necessary, or appropriate in any of the following cases:

1. To comply with a legal proceeding;
   
   
2. To respond to requests from public and government authorities;
   
   
3. To enforce its contractual agreements;
   
   
4. To protect its rights, safety, or property, as well as your own or that of others;
   
   
5. To enable it to pursue available legal remedies or limit any damages it may incur.
   
   

We never disclose your personal information to third parties, except for the parties mentioned above, unless we have obtained your consent.

We do not sell our membership list to any organization or company, nor do we exchange it with anyone.

7) Links to External Sites

The website operated by the Swimming Club may contain links to external sites (including those of third parties, suppliers, or partners, such as the site that allows the use of the platform operated by Swimming Canada for membership registration purposes) that are not covered by this Policy. Any information you provide on these sites is subject to the external site’s privacy policy, if one exists.

We are not responsible for the privacy policies adopted by third parties or any other partners, as each must comply with the laws in effect in their country of residence. We therefore suggest that you review the privacy policies posted on each of these sites to understand how personal information may be collected, stored, used, or disclosed there.

8) “Cookies” on the Website

You may visit the Website anonymously at any time without disclosing any personal information to us. When you connect to our Website, our server uses cookies to identify the IP address of your computer, tablet, or mobile device (hereinafter the “ Device ”) in order to facilitate data exchange. No personal information is linked to your IP address.

Cookies are pieces of information sent to you by a website when you visit it. They are stored temporarily or permanently on your Device to keep track of your visit. We may use cookies to facilitate your browsing experience or to personalize your use of our Website. Cookies are harmless in that they cannot extract personal information from your device. You can view and delete them if you wish. You therefore have full control over them. We recommend that you refer to your browser settings to make the appropriate changes.

In particular, the website uses audience measurement (or analytics) cookies. These cookies are used to collect information about how visitors use our Website. We use this information to compile reports and to help us improve our Website. Cookies collect information in an anonymous format, including the number of visitors to the Website, where they came from before browsing the Website, and the pages they visited.

9) Access to Your Personal Information

We allow any individual whose personal information we have collected and retained to correct any personal information concerning them that is inaccurate or incomplete. For any request, please contact the Privacy Officer identified below in writing. We will respond to any request for access or correction within thirty (30) days of receiving the request. If the request is denied, the reasons for the denial will be communicated to the person who made the request.

10) Complaints

In order to maintain and improve the quality of our services, we offer anyone the opportunity to express dissatisfaction regarding the protection of the personal information we collect, hold, use, or disclose. Therefore, anyone wishing to file a complaint must contact the Privacy Officer identified below in writing. The complaint must include the following information about the complainant:

• First and last name;
• Phone number;
• Mailing address or email address;
• Mailing address or email address.
  
  

All complaints will be treated confidentially. The Swimming Club will acknowledge receipt of the complaint within five (5) business days of the date of receipt and will respond to any complaint within thirty (30) days of the date of receipt.

11) Contact Information for the Privacy Officer

Sylvie Arbour
President
965 Chemin des Cèdres, Sainte-Adèle, J8B 1V3
514-246-2176
arbours@hotmail.com

12) Effective Date and Amendments to the Policy

This Policy takes effect on the date of its adoption by the Swimming Club’s Board of Directors and is effective immediately upon such adoption. This Policy may be amended by the Swimming Club at any time. Amendments to this Policy will take effect upon their publication on our website.

Last updated: February 26, 2026