PRIVACY POLICY

Last Updated: July 4, 2026

The Calgary Dragon Boat Society (“CDBS,” “we,” “our,” or “us”) is committed to protecting the privacy and personal information of our members, paddlers, teams, volunteers, vendors, sponsors, partners, donors, website visitors, and event participants.

This Privacy Policy explains how CDBS collects, uses, discloses, protects, retains, and manages personal information through our website, online forms, event registrations, waiver forms, membership activities, dragon boat practices, clinics, races, festivals, volunteer activities, vendor applications, sponsor communications, donations, ticket sales, merchandise sales, and related CDBS operations.

CDBS handles personal information using reasonable privacy practices appropriate for a non-profit sport, cultural, and community event organization. This policy applies to personal information under CDBS control.

By using our website, registering for a CDBS program or event, submitting information to us, making a purchase or donation, volunteering, or participating in CDBS activities, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy, unless otherwise permitted or required by law.

This Privacy Policy does not replace any waiver, release, indemnity, participant agreement, volunteer agreement, vendor agreement, sponsor agreement, team registration agreement, event rule, or safety requirement that may also apply to CDBS activities.

1. Scope of This Policy

This Privacy Policy applies to personal information collected, used, or disclosed by CDBS in connection with:

  • The Calgary Dragon Boat Society
  • The Calgary Dragon Boat Race & Festival
  • Dragon boat practices, clinics, training sessions, Try-It Days, races, and related programs
  • Team, paddler, volunteer, vendor, sponsor, donor, performer, partner, and participant registrations
  • CDBS websites, forms, e-commerce tools, email communications, and social media activities
  • CDBS events, ceremonies, banquets, meetings, fundraising activities, and community programs
  • CDBS board, committee, volunteer, contractor, and operational activities

This policy applies to individuals who interact with CDBS, including but not limited to paddlers, coaches, steerspersons, drummers, team captains, officials, volunteers, committee members, directors, vendors, sponsors, donors, partners, performers, contractors, media representatives, and members of the public.

2. Personal Information We Collect

CDBS may collect personal information that is reasonably required to operate our organization, deliver programs, manage events, support participant safety, communicate with participants, and meet legal, insurance, reporting, financial, and administrative requirements.

The personal information we may collect includes:

  • Name
  • Mailing address
  • Email address
  • Phone number
  • Team name and team registration information
  • Membership information
  • Paddler, participant, volunteer, vendor, sponsor, donor, performer, contractor, or partner information
  • Emergency contact information
  • Waiver, release, consent, and indemnity information
  • Age category, date of birth, or guardian information, where required for eligibility, waiver, insurance, safety, youth participation, or event administration
  • Health, medical, accessibility, dietary, or safety-related information that you choose to provide or that is reasonably required for safe participation or event planning
  • Volunteer application information
  • Volunteer screening information, where required for certain roles
  • Vendor, exhibitor, sponsor, donor, or partner information
  • Payment and transaction information
  • Order history for registrations, merchandise, tents, banquet tickets, vendor fees, donations, sponsorships, or other CDBS-related purchases
  • Race, practice, clinic, volunteer, and event participation information
  • Race results, team names, competition categories, awards, rankings, and event records
  • Photos, videos, audio recordings, livestream images, or media images taken at public CDBS events, practices, races, ceremonies, banquets, festivals, or related activities
  • Website usage information, such as IP address, browser type, device information, pages visited, referring websites, cookies, analytics data, and similar technical information

CDBS only collects information that is reasonably necessary for the purposes identified in this Privacy Policy, for purposes explained at the time of collection, or for purposes otherwise permitted or required by law.

3. How We Collect Personal Information

CDBS may collect personal information when you:

  • Visit or use the CDBS website
  • Register a team, paddler, participant, vendor, sponsor, donor, volunteer, performer, contractor, or partner
  • Complete a waiver, membership form, application, order form, donation form, contact form, survey, or registration form
  • Purchase tickets, team registrations, tent rentals, banquet tickets, merchandise, vendor spaces, sponsorships, or other items through our website or approved platforms
  • Sign up for newsletters, updates, announcements, or event communications
  • Contact us by email, phone, website form, social media, mail, or in person
  • Participate in CDBS practices, Try-It Days, steering clinics, training sessions, races, festivals, ceremonies, banquets, or other events
  • Volunteer, sponsor, donate, exhibit, perform, provide services, or otherwise support CDBS activities
  • Appear in photographs, videos, livestreams, media coverage, social media posts, or promotional materials captured during CDBS activities
  • Interact with our website, online store, email communications, social media pages, or third-party platforms connected to CDBS activities

CDBS may also receive personal information from team captains, coaches, managers, partner organizations, registration platforms, payment processors, volunteers, or event service providers where the information is provided for CDBS-related purposes.

4. Team Captains, Coaches, and Group Registrations

Where a team captain, coach, manager, organization, employer, school, club, sponsor, or other group representative submits personal information on behalf of paddlers, volunteers, participants, or team members, that representative is responsible for ensuring they have proper authority or consent to provide the information to CDBS.

By submitting personal information on behalf of others, the representative confirms that:

  • The information is accurate to the best of their knowledge
  • They are authorized to provide the information to CDBS
  • The individuals have been informed that their information is being provided to CDBS
  • The information may be used for registration, waiver, safety, insurance, communication, race administration, event operations, and related purposes
  • Required waivers, releases, consents, or guardian approvals have been obtained or will be completed as required

CDBS may rely on information submitted by team captains, coaches, managers, and group representatives for event administration and safety purposes.

5. How We Use Personal Information

CDBS may use personal information for the following purposes:

  • To process registrations, memberships, waivers, applications, purchases, payments, refunds, donations, sponsorships, and orders
  • To organize and operate dragon boat practices, clinics, races, festivals, ceremonies, banquets, Try-It Days, volunteer activities, and other CDBS programs
  • To communicate with teams, paddlers, volunteers, vendors, sponsors, donors, performers, officials, partners, and the public
  • To confirm eligibility, participation, scheduling, team placement, race administration, volunteer assignments, vendor logistics, and event operations
  • To support participant safety, emergency response, incident reporting, insurance, risk management, and event security
  • To maintain internal records, financial records, membership records, volunteer records, registration records, donor records, vendor records, sponsor records, and event records
  • To manage donations, sponsorships, grants, government funding applications, reporting, sponsor recognition, and community partnership requirements
  • To issue receipts, confirmations, tickets, notices, race information, volunteer information, event updates, operational communications, and safety notices
  • To improve our website, programs, services, events, communications, safety practices, and participant experience
  • To promote CDBS, dragon boating, cultural activities, community events, sponsors, volunteers, teams, paddlers, and festival activities
  • To publish or share race results, team names, event photos, festival recaps, sponsor recognition, and historical records
  • To send newsletters, event updates, fundraising notices, sponsor announcements, community updates, and other communications where permitted by law
  • To manage charity race activities, fundraising initiatives, community partnerships, and related reporting
  • To comply with legal, regulatory, insurance, accounting, audit, tax, grant, law enforcement, government, or contractual requirements
  • To protect the rights, safety, property, reputation, and security of CDBS, our participants, volunteers, partners, sponsors, vendors, and the public

CDBS will not sell personal information.

6. Consent

CDBS collects, uses, and discloses personal information with your consent, except where collection, use, or disclosure without consent is permitted or required by law.

Consent may be provided in writing, electronically, verbally, through online forms, through waiver acceptance, through registration, through payment, through donation, through participation in CDBS activities, or through continued use of our website and services.

CDBS may rely on implied consent where reasonable in the circumstances, such as when an individual voluntarily provides information for registration, communication, participation, payment, donation, volunteering, or event-related purposes.

CDBS will not require individuals to consent to the collection, use, or disclosure of personal information beyond what is reasonably necessary to fulfill the identified purpose.

You may withdraw consent at any time, subject to legal, contractual, insurance, safety, administrative, financial, and operational requirements. If you withdraw consent, CDBS will explain any potential consequences, such as our inability to process a registration, confirm participation, provide program access, issue communications, complete a transaction, process a waiver, or allow participation in certain activities.

7. Limited Collection and Accuracy

CDBS will make reasonable efforts to limit the personal information it collects to what is necessary for identified purposes.

Individuals, team captains, coaches, volunteers, vendors, sponsors, donors, and other representatives are responsible for providing accurate information and advising CDBS of important updates, including changes to contact information, emergency contacts, team information, registration details, or safety-related information.

CDBS may rely on the accuracy of information provided by individuals or their authorized representatives.

8. Sensitive Information

CDBS may collect limited sensitive information when reasonably required for safety, emergency response, insurance, youth participation, volunteer screening, accessibility, dietary accommodation, or legal purposes.

Sensitive information may include emergency contact information, age or guardian information, limited health or accessibility information, incident reports, or volunteer screening information.

CDBS will use sensitive information only for the purposes for which it was collected, or as otherwise permitted or required by law. Access to sensitive information will be limited to individuals who reasonably need it for CDBS-related purposes.

9. Volunteers, Youth, and Screening

CDBS may collect volunteer information to assign roles, manage shifts, confirm availability, track volunteer hours, communicate instructions, support event operations, and recognize volunteer contributions.

For certain volunteer roles, especially roles involving minors, vulnerable persons, safety-sensitive duties, cash handling, confidential information, or leadership responsibilities, CDBS may request additional information, screening declarations, references, or background checks where appropriate.

CDBS may decline, limit, remove, or reassign a volunteer where information is incomplete, inaccurate, not provided, or where CDBS determines that doing so is appropriate for safety, security, insurance, legal, reputational, or operational reasons.

10. Children and Minors

CDBS programs and events may involve youth participants. Where appropriate, CDBS may require consent from a parent, guardian, or authorized adult before collecting personal information from or about a minor, processing a waiver, accepting a registration, or allowing participation in certain activities.

Parents or guardians may contact CDBS to request access to or correction of personal information relating to a minor in their care, subject to applicable law and verification requirements.

CDBS may use photographs, videos, race results, team information, or event images involving minors in the same way it uses other public event materials, unless CDBS has agreed to a specific restriction or is otherwise required by law.

If a parent or guardian has a concern about the use of a minor’s image, they should contact CDBS. CDBS will make reasonable efforts to address the concern, recognizing that public events may also be photographed, recorded, livestreamed, or shared by third parties outside CDBS control.

11. Payments, Donations, and Online Transactions

CDBS may use third-party service providers to process payments, registrations, orders, donations, sponsorships, refunds, and online transactions. These providers may collect and process payment information on CDBS’s behalf.

CDBS does not intend to store full credit card numbers on its own systems. Payment information is generally handled through secure third-party payment processors, financial institutions, website platforms, registration platforms, or e-commerce systems.

Third-party providers may have their own privacy policies, terms of use, and security practices. CDBS is not responsible for the privacy practices of third-party platforms that operate outside CDBS control.

By completing an online payment, registration, purchase, or donation, you may also be subject to the privacy policies and terms of the applicable payment processor, registration provider, e-commerce platform, financial institution, or service provider.

12. Website, Cookies, Analytics, and Online Tools

The CDBS website may use cookies, analytics tools, embedded content, plugins, online forms, security tools, spam prevention tools, and similar technologies to support website functionality, improve user experience, process online transactions, measure website performance, understand website traffic, and protect the website from misuse.

Cookies are small files stored on your device. You may adjust your browser settings to refuse or delete cookies, but some website features may not function properly if cookies are disabled.

Website usage information may include IP address, browser type, device type, operating system, referring website, pages visited, time spent on pages, links clicked, and similar technical data.

Our website may also include embedded content or links from third-party websites, such as payment processors, registration platforms, maps, social media platforms, video platforms, email platforms, sponsors, partners, vendors, or other community organizations. These third-party websites may collect information in accordance with their own privacy policies.

13. Photos, Video, Media, Race Results, and Public Events

CDBS events, races, ceremonies, banquets, practices, festivals, and public activities may be photographed, recorded, livestreamed, or covered by CDBS, volunteers, contractors, media, sponsors, partners, spectators, participants, or members of the public.

By attending or participating in a CDBS public event, you understand that you may appear in photos, videos, livestreams, recordings, media coverage, social media content, or promotional materials.

CDBS may use photos, videos, recordings, names, team names, race results, awards, and event images for purposes such as:

  • Event promotion
  • Website content
  • Social media
  • Newsletters
  • Sponsor recognition
  • Grant reporting
  • Historical archives
  • Festival recaps
  • Media relations
  • Community engagement
  • Future event promotion
  • Promotion of dragon boating, sport, culture, volunteers, and community participation

Race results, team names, competition categories, award results, event photos, and festival records may be published and retained as part of CDBS’s public and historical event records.

Where required, CDBS may request a specific media release, waiver, or consent form.

If you have a concern about the use of your image or the image of a minor in your care, please contact CDBS. CDBS will make reasonable efforts to address the concern. However, CDBS cannot guarantee removal of images, recordings, livestreams, social media posts, media coverage, archived materials, or third-party content that has already been published, shared, copied, downloaded, or controlled by others.

14. Disclosure of Personal Information

CDBS may disclose personal information only where reasonably required for the purposes described in this Privacy Policy, where you have provided consent, or where permitted or required by law.

Personal information may be shared with:

  • CDBS board members, committee members, staff, contractors, and authorized volunteers
  • Coaches, team captains, race officials, safety personnel, medical personnel, volunteer coordinators, and program coordinators, where needed for event or program administration
  • Emergency responders, medical personnel, insurers, or safety officials, where required for safety, emergency response, incident management, or insurance purposes
  • Website, hosting, email, payment, registration, e-commerce, accounting, database, communications, analytics, and technology service providers
  • Sponsors, partners, grant providers, government funders, or community partners, where required for reporting, recognition, funding, or event purposes
  • Charity race partners or fundraising partners, where reasonably required for charity-related event purposes
  • Auditors, accountants, legal advisors, insurers, or professional advisors
  • Law enforcement, courts, regulators, government authorities, or other parties where required or permitted by law

Whenever possible, CDBS will limit disclosure to the information reasonably required for the specific purpose.

15. Disclosure Without Consent

CDBS may collect, use, or disclose personal information without consent where permitted or required by law, including where reasonably necessary to:

  • Respond to an emergency
  • Protect the health or safety of an individual or the public
  • Investigate or respond to an incident, complaint, claim, dispute, or safety concern
  • Cooperate with law enforcement, government authorities, regulators, insurers, legal advisors, or courts
  • Comply with legal, insurance, audit, accounting, grant, tax, or regulatory obligations
  • Collect a debt, process a refund, investigate a payment issue, or prevent fraud
  • Manage an insurance claim, legal claim, or risk management matter
  • Use information collected by observation at a public event where the individual voluntarily appeared
  • Publish or maintain race results, awards, team names, event records, or historical festival records
  • Protect the rights, property, reputation, or security of CDBS, its participants, volunteers, partners, sponsors, vendors, or the public

16. Internal Access and Confidentiality

CDBS restricts access to personal information to individuals who reasonably need the information to perform CDBS-related duties.

CDBS board members, committee members, staff, contractors, officials, and volunteers who receive personal information for CDBS purposes are expected to:

  • Use the information only for authorized CDBS purposes
  • Keep the information confidential
  • Not disclose the information to family members, friends, colleagues, teams, sponsors, vendors, or other third parties unless authorized
  • Not use the information for personal benefit
  • Not copy, retain, download, or transfer personal information unless required for CDBS purposes
  • Return, delete, or securely dispose of personal information when it is no longer required for their assigned role

CDBS may limit, suspend, or remove access to personal information where appropriate.

17. Third-Party Service Providers and Storage

CDBS may use third-party service providers to support website hosting, payment processing, online registration, waiver collection, e-commerce, email delivery, accounting, cloud storage, data management, analytics, communications, ticketing, donations, surveys, volunteer scheduling, and event administration.

Some third-party service providers may store or process information outside Alberta or outside Canada. Where information is processed or stored outside Canada, it may be subject to the laws of that jurisdiction.

CDBS will make reasonable efforts to use reputable service providers appropriate for CDBS operations. However, CDBS does not control every aspect of third-party systems, platforms, or services.

18. Communications and Email Updates

CDBS may send emails or other electronic messages about registrations, waivers, practices, race schedules, event logistics, volunteer information, safety notices, tickets, payments, membership, sponsorships, donations, programs, and other CDBS-related matters.

CDBS may also send newsletters, promotional updates, fundraising messages, sponsor announcements, community notices, and event marketing communications where permitted by law.

You may unsubscribe from non-essential marketing communications at any time by using the unsubscribe option provided, where available, or by contacting CDBS.

Please note that even if you unsubscribe from marketing communications, CDBS may still send important operational, transactional, safety, registration, payment, legal, or event-related notices where permitted.

19. Donors, Sponsors, Vendors, and Partners

CDBS may collect and use donor, sponsor, vendor, exhibitor, performer, contractor, and partner information to manage applications, agreements, payments, recognition, logistics, communications, receipts, reporting, insurance, and event operations.

CDBS may publicly recognize donors, sponsors, vendors, exhibitors, performers, partners, and supporters unless anonymity has been requested and agreed to by CDBS.

Sponsor and partner logos, organization names, public contact information, and related promotional information may be used in CDBS materials, signage, websites, social media, newsletters, reports, and event promotions in accordance with applicable agreements or event practices.

20. Aggregated or Non-Identifying Information

CDBS may use aggregated, statistical, anonymized, or non-identifying information for reporting, grant applications, sponsorship reports, event summaries, strategic planning, marketing, public communications, and historical records.

Examples include total number of teams, number of paddlers, number of volunteers, attendance estimates, visitor trends, fundraising totals, community impact, race statistics, and general demographic or participation summaries.

Where practical, CDBS will use non-identifying information for public reporting unless personal information is required, consent has been obtained, or disclosure is otherwise permitted.

21. Retention of Personal Information

CDBS retains personal information only as long as reasonably necessary for the purposes for which it was collected, or as required for legal, insurance, financial, tax, audit, grant, historical, reporting, dispute resolution, risk management, or operational purposes.

Different types of records may be kept for different periods depending on the nature of the information and the reason it was collected.

When determining how long to retain personal information, CDBS may consider:

  • The purpose for which the information was collected
  • The sensitivity of the information
  • Legal, insurance, accounting, tax, audit, and grant reporting requirements
  • The possibility of claims, disputes, incidents, or investigations
  • The need to maintain historical race, festival, award, and organizational records
  • The risk of harm from unauthorized access, use, or disclosure
  • Operational requirements of CDBS

When personal information is no longer required, CDBS will take reasonable steps to securely destroy, delete, anonymize, or archive the information, depending on the nature of the record and applicable requirements.

22. Safeguarding Personal Information

CDBS is committed to protecting personal information using reasonable physical, electronic, administrative, and organizational safeguards appropriate to the sensitivity of the information.

These safeguards may include:

  • Restricted access to personal information
  • Password-protected systems
  • Secure website and payment processing tools
  • Limited access for authorized personnel and volunteers
  • Administrative procedures for handling personal information
  • Secure storage of paper and electronic records
  • Use of reputable third-party platforms where appropriate
  • Reasonable steps to prevent unauthorized access, disclosure, copying, use, modification, loss, theft, or destruction

No website, email system, payment platform, registration platform, cloud service, or electronic storage method is completely secure. CDBS will take reasonable steps to protect personal information under its control, but cannot guarantee absolute security.

23. Privacy Breaches

If CDBS becomes aware of a privacy breach involving personal information under its control, CDBS will take reasonable steps to contain the breach, assess the risk, investigate the circumstances, notify affected individuals where appropriate or required, and report to applicable authorities where required by law.

CDBS may also take steps to reduce the risk of future breaches, including changing procedures, restricting access, updating systems, or notifying service providers.

24. Accessing or Correcting Your Personal Information

You may request access to your personal information held by CDBS, or ask CDBS to correct information that you believe is inaccurate or incomplete.

To make a request, please contact CDBS using the contact information below. CDBS may need to verify your identity before providing access or making corrections.

In some cases, access may be limited or refused where permitted or required by law, including where disclosure would reveal personal information about another individual, affect safety or security, breach legal privilege, interfere with an investigation, reveal confidential CDBS information, or violate legal obligations.

CDBS may decline requests that are unreasonable, repetitive, made in bad faith, or otherwise not required by law.

25. Withdrawal of Consent and Communication Preferences

You may withdraw consent for certain uses of your personal information or update your communication preferences by contacting CDBS.

Withdrawal of consent may affect CDBS’s ability to provide certain services, process registrations, confirm waivers, allow participation, issue refunds, contact you about event changes, provide safety notices, manage volunteer assignments, or complete other CDBS-related activities.

CDBS may continue to retain or use information where required or permitted for legal, insurance, safety, accounting, audit, tax, reporting, dispute resolution, historical, or operational purposes.

26. Links to Other Websites

The CDBS website may contain links to other websites, platforms, sponsors, partners, vendors, payment processors, registration providers, social media pages, video platforms, or community organizations.

Once you leave the CDBS website, CDBS does not control how other websites collect, use, disclose, or protect personal information. CDBS is not responsible for the privacy practices, content, or security of third-party websites. We encourage you to review the privacy policy of any third-party website before providing personal information.

27. Social Media

CDBS may use social media platforms to promote events, share updates, recognize sponsors and volunteers, post photos and videos, celebrate race results, and engage with the community.

When you interact with CDBS on social media, your information may also be collected, used, stored, or disclosed by the social media platform according to that platform’s own privacy policy and terms.

CDBS is not responsible for personal information that individuals choose to post publicly on social media or for how third parties interact with, copy, download, share, or reuse publicly available content.

28. Changes to This Privacy Policy

CDBS may update this Privacy Policy from time to time to reflect changes in our programs, website, technology, legal requirements, operational practices, or privacy procedures.

When CDBS updates this Privacy Policy, the “Last Updated” date at the top of this page will be revised. We encourage website users, members, participants, volunteers, vendors, sponsors, donors, and partners to review this Privacy Policy periodically.

Continued use of the CDBS website, registration systems, programs, or participation in CDBS activities after this Privacy Policy has been updated means you accept the updated policy, unless otherwise required by law.

29. Contact Us

If you have questions about this Privacy Policy, wish to request access to or correction of your personal information, want to withdraw consent, update your communication preferences, or have a privacy concern, please contact:

Calgary Dragon Boat Society
Mailing Address:
#283, 328 Centre Street SE
Calgary, Alberta T2G 4X6

General Email:
info@calgarydragonboatsociety.com

For festival team registration matters, you may also contact:
registration@calgarydragonboatsociety.com

CDBS will make reasonable efforts to respond to privacy inquiries in a timely manner.