Privacy Policy – octra

(Ontario Not-for-Profit)

Ontario Competitive Trail Riding Association ("OCTRA", “the Club”, “we”, “us”, “our”) is committed to protecting the privacy and personal information of our members, volunteers, and participants. This Privacy Policy explains what information we collect, how we use it, how it is shared, and the choices you have regarding your personal information. The Club operates in accordance with applicable privacy laws in Ontario, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.

1. Collection of Personal Information

We collect personal information that you provide when you:

• Renew or apply for membership

• Register for OCTRA activities or events

• Update your online profile

• Upload documents required for participation in OCTRA events

The information we collect and retain is visible to you at any time through your online profile on OCTRA's website or app. This includes personal details submitted during membership renewal, event registrations, and your invoice history.

Payment information:
OCTRA does not collect, process, or store any credit card, banking, or other payment information. All payments are processed through third-party PCI-compliant payment providers, whose own privacy protections apply. Individual ride events are paid directly to the ride teams and are not processed through the OCTRA website.

2. Definition of Activities

“Activities” means any OCTRA-organized event, including but not limited to training rides, ride events, meetings, banquets, the AGM, special meetings, and any other activity reasonably related to membership in the Club.

3. Use of Personal Information

We use your personal information solely for purposes related to the operation of OCTRA and delivery of Activities, including:

• Administering membership 

• Communicating with you about OCTRA events, the AGM, by-law or rule changes, special meetings, and so on.

• Verifying required member insurance

• Verifying required equine vaccinations

• Producing aggregated, non-identifying statistics to evaluate and improve OCTRA programs

We do not sell, rent, or otherwise use your information for any unrelated purposes.

4. Disclosure and Sharing of Personal Information

Your personal information may be shared only as required for the delivery of specific Activities or communications.

Internal Disclosure

Information may be provided to OCTRA Directors and other volunteers who require it to perform their duties (i.e., website administrators and membership chair). All OCTRA Directors and volunteers are bound by a code of conduct, which includes obligations to protect member information and maintain confidentiality.

External Disclosure

Personal information is shared with verified third-party vendors only when necessary to fulfill functions directly related to Club operations (e.g., event administration tools, insurance programs). Only the minimum amount of information required for that function will be disclosed.

Member-Controlled Visibility

Within your online profile, you may choose what information is visible to other members. NEED TO UPDATE THIS
At the time of event registration, you may also choose whether your participation is visible to other members, visible to the public, or displayed anonymously.
You may opt out of all electronic communications at any time through your online profile. DON'T THINK THIS IS POSSIBLE

5. Retention

The Club retains certain information for a minimum of seven (7) years to comply with Canada Revenue Agency (CRA) taxation, audit, and record-keeping requirements. Information not required for these purposes will be retained only as long as necessary for Club operations. NEED TO CONFIRM

6. Access and Correction

All personal information you have provided is accessible to you at any time through your member profile on OCTRA's website or member app. This includes event registrations, uploaded documents, and invoice history.

You may update or correct your information directly through your profile or by contacting us.

7. Photographs and Video

Photographs and videos are taken at OCTRA Activities for promotional purposes. Consent for this is included in the membership application and renewal process.

Members who wish to have a specific image of themselves removed may contact the Club, and we will make reasonable efforts to accommodate the request.

8. Contact for Privacy Inquiries

Members may contact the Webmaster or Secretary with questions, concerns, or requests related to privacy, access, or corrections.