Privacy Policy

Effective Date: September 15, 2026

The Oak & Palm Sports Club Society (“Oak & Palm,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, contact us, make a donation, sign up for communications, or otherwise interact with Oak & Palm Sports Club Society.

This policy is intended to comply with the requirements of British Columbia’s Personal Information Protection Act (PIPA).

1. Information We Collect

Depending on how you interact with our website, we may collect personal information such as:

Your name
Email address
Telephone number
Mailing address
Information you provide when making a donation
Information you provide when contacting us
Your communication preferences
Information submitted through website forms
Other information you voluntarily provide to us

We may also automatically collect limited technical information when you visit our website, such as your IP address, browser type, device type, pages visited, and general website usage information. This information may be collected through cookies, analytics tools, or similar technologies.

2. How We Use Your Information

We collect and use personal information for purposes that are reasonable and appropriate to the activities of Oak & Palm Sports Club Society, including to:

Respond to inquiries and requests
Process and acknowledge donations
Provide information about Oak & Palm and its activities
Communicate with supporters, donors, members, and community partners
Send newsletters, updates, events, and fundraising information where you have provided consent or where otherwise permitted by law
Maintain our records
Improve our website and communications
Administer and operate the Society
Comply with legal and regulatory requirements

We will only collect, use, or disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances.

3. Consent

Where required by law, we will obtain your consent before collecting, using, or disclosing your personal information.

By voluntarily providing personal information to us for an obvious purpose—for example, submitting a contact form so that we can respond to your inquiry—you consent to our collection and use of that information for that purpose.

Where we request consent for newsletters, promotional communications, or other optional communications, you may withdraw your consent at any time by contacting us or using the unsubscribe option provided in the communication.

Withdrawal of consent does not affect the lawfulness of any collection, use, or disclosure that occurred before consent was withdrawn.

4. Donations and Payment Information

If you make a donation through our website, your payment may be processed by a third-party payment service provider.

Oak & Palm does not generally collect or store your full credit card or banking information. Payment information is handled by the applicable third-party payment processor in accordance with its own privacy and security practices.

We may receive information such as your name, email address, donation amount, and transaction details necessary to acknowledge and administer your donation.

5. Website Cookies and Analytics

Our website may use cookies and similar technologies to help the website function properly, understand how visitors use the website, and improve the online experience.

We may use third-party services, such as website analytics providers, to collect information about website traffic and usage.

This information is generally collected in aggregate or statistical form and is used to understand website performance and improve our website.

You may be able to control or disable cookies through your web browser settings. Disabling certain cookies may affect how some website features function.

6. Sharing Personal Information

Oak & Palm will not sell, rent, or trade your personal information.

We may disclose personal information to third-party service providers when reasonably necessary to operate the Society or provide services to you. These may include providers that assist with:

Website hosting and management
Email communications
Donation and payment processing
Website analytics
Information technology and security
Event registration or administration

Where appropriate, we take reasonable steps to ensure that service providers protect personal information and use it only for the purposes for which it was provided.

We may also disclose personal information where required or permitted by law.

7. Fundraising and Communications

Oak & Palm may use contact information to communicate with donors, supporters, members, volunteers, and community partners about Society activities, fundraising initiatives, events, news, and opportunities to support the organization.

You may unsubscribe from optional email communications at any time by following the unsubscribe instructions included in the email or by contacting us directly.

8. Photographs and Public Events

Oak & Palm may photograph or record individuals at public events, activities, fundraisers, or other Society-related events for promotional, historical, or communications purposes.

Where appropriate, we will seek consent before using identifiable photographs or recordings for promotional purposes, particularly where the individual is the primary subject.

If you have a concern about a photograph or recording appearing on our website or social media channels, please contact us, we will review the request.

9. Protecting Your Information

Oak & Palm takes reasonable security measures to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, disposal, or other misuse.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure. We cannot guarantee the absolute security of information transmitted to or through our website.

10. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, to administer our relationship with you, to maintain appropriate records, or to meet legal, accounting, or other requirements.

When personal information is no longer required, we will take reasonable steps to securely dispose of or anonymize it.

11. Accessing or Correcting Your Personal Information

You may request access to personal information that Oak & Palm has about you and may request that inaccurate or incomplete information be corrected.

Requests should be made in writing and should provide enough information for us to identify the records being requested.

We may need to verify your identity before providing access to personal information.

12. Privacy Questions and Complaints

Oak & Palm has designated a person responsible for overseeing privacy matters and responding to privacy-related questions or concerns.

If you have a question, request, or complaint regarding the collection, use, disclosure, or protection of your personal information, please contact:

Privacy Officer
Oak & Palm Sports Club Society
Email: cspiceradvancement@shaw.ca

We will make reasonable efforts to investigate and respond to privacy concerns promptly.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).

13. Third-Party Websites

Our website may contain links to websites operated by third parties, including social media platforms, donation services, or other organizations.

Oak & Palm is not responsible for the privacy practices, content, or security of third-party websites. We encourage you to review the privacy policies of those websites before providing them with personal information.

14. Changes to This Privacy Policy

Oak & Palm may update this Privacy Policy from time to time to reflect changes to our practices, services, technology, or legal requirements.

Any updated policy will be posted on this page with a revised effective date.

15. Contact Us

If you have questions about this Privacy Policy or how Oak & Palm Sports Club Society handles personal information, please contact us:

Oak & Palm Sports Club Society
Victoria, British Columbia, Canada
Email: cspiceradvancement@shaw.ca

Last Updated: September 15, 2026