Privacy Statement
The organisers of the Toronto 2025 Dulanda Kongreso de Esperanto (the “DK”) are the Loka Kongresa Komitato (the “LKK”), a volunteer body of the Kanada Esperanto-Asocio (Reg. Charity #118977487). The LKK is committed to protecting the privacy of congress-goers, volunteers, donors, and participants, and support a general policy of openness about how we collect, use and disclose personal information.
The purpose of this Privacy Statement is to inform you about the LKK’s practices relating to the collection, use and disclosure of personal information which may be collected by us through your filling out DK forms or otherwise providing information to participate in DK events, or through our website. By filling out the forms, either yourself or on behalf of your dependant, by participating in our events, or by using our website, you consent to the collection, use and disclosure of your personal information (as defined below) and, if applicable, the personal information of your dependant in accordance with the following terms and conditions.
This Privacy Statement also explains how you can contact us if you have a question about, want to make a change to or delete any personal information that the LKK may be holding about you or, if applicable, your dependant. We strongly recommend that you read this Privacy Statement and retain it for future reference.
Personal Information
For the purpose of this Privacy Statement, “personal information” means information about an identifiable individual, that could be used to identify, contact, or locate an individual. This includes but is not limited to name, birthdate, health card number, IP address, phone number, email address, or mailing address.
What Personal Information we collect
The LKK collects personal information to register congress-goers in the DK, to screen applicants or volunteers for participation in programs, and to help effectively and safely provide activities and events for DK participants. Information may also be collected to issue Invitation Letters to foreign participants who need one, in order for them to obtain a visa to enter Canada. This information may include but is not limited to contact information (such as name, address, e-mail address and telephone numbers), age, skills and educational background, employment history, volunteer experience, proof of identity (such as a passport or signature), police reference checks, references and information on medical conditions, allergies and medications.
The LKK may also collect financial information (such as credit card information and banking information on personal cheques), via secure payment intermediaries, from congress-goers and program participants, to effect payment or refunds.
When entering DK contests, entrants under the age of 14 are required to indicate guardian consent prior to the submission of personal information. On entry forms, we may ask for the entrants’ first name, last name, email address and phone number. This personal information is collected, used and disclosed only for the purposes of awarding contest prizes.
How we use your Personal Information
Personal information that is collected by DK organizers or representatives is only used for purposes of organizing and hosting the Dulanda Kongreso and its associated programs. The LKK may use your personal information to facilitate communication between programs, and to communicate with you through mailings, newsletters, announcements of upcoming events and opportunities, and in connection with fundraising requests. The LKK uses your information about skills, employment and volunteer history to best employ your talents in the service of our organization, for example as a volunteer. The LKK uses health information to help ensure the proper response to any health situation that may arise during our activities, programs or events. The LKK uses financial information only to complete a registration or donation transaction.
The LKK maintains a database of congress-goer and participant information which is used to maintain current contact information, emergency contact information, status and a history of your participation in the DK. Only LKK members and volunteers with a legitimate need to access this information have access to the database. Please see the section below on correcting and updating your information for further details on how to correct any errors in your database file.
Any questions about how the LKK uses your personal information should be directed to info@toronto2025.net attn: Privacy Officer.
The LKK does not disclose personal information to individuals, organizations or corporations outside of the LKK at any time or for any reason, except with the consent of the individual participant or as required or authorized by law.
The LKK may share personal information with third parties engaged to assist us in providing services to you or to carry out one or more of the purposes described above. The third-party service providers consist of but are not limited to the functions of property bookings, activity and event registration, merchandising, payment processing, and police record checks. These service providers are prohibited from using such personal information for any purpose other than to provide this assistance and are required to protect personal information disclosed by the LKK and to comply with the general privacy principles described in this Privacy Statement. In certain cases, personal information of individuals who are neither Canadian nor Canadian Permanent Residents may be transferred outside of Canada. In those cases, the information will be subject to the laws and regulations of the jurisdiction where the information is transferred.
The LKK reserves the right to disclose personal information to a third party if a law, regulation, search warrant, subpoena or court order legally requires or authorizes us to do so.
Knowledge & Consent
The LKK collects personal information about you or, if applicable, your dependant only when you voluntarily provide it. Typically, we will seek consent for the use or disclosure of such personal information at the time of collection. In certain circumstances, consent may be sought after the information has been collected but before use (for example, when we want to use information for in a purpose not previously identified).
The form of consent that we seek, including whether it is express or implied, will largely depend on the sensitivity of the personal information and the reasonable expectations of the individual in the circumstances. When you fill out a DK form, for instance, you imply that we may use that information for the purpose for which you filled out the form.
The LKK keeps a record of participants’ history with the organization, including participation in DK activities and events. By participating in the DK, you acknowledge that we may keep this record and consent to such retention, for as long as necessary to comply with tax and other regulations. We will not use this information for any other purpose except with your consent.
You may withdraw consent at any time, subject to legal restrictions (such as to protect the LKK from liability) and reasonable notice. If you wish to withdraw your consent, please email info@toronto2025.net attn: Privacy Officer. We will inform you of the implications of withdrawing consent as appropriate.
The LKK does not, as a condition of registration or participation, require you to consent to the collection, use or disclosure of information beyond that required to fulfill the explicitly specified and legitimate purposes for which the information is being provided.
Collection, use or disclosure of Personal Information
The LKK may periodically contact registrants or participants to directly to ask for their ideas, opinions, and feedback and to provide information about upcoming events. If you do not wish for the LKK to contact you, you may withhold permission or retract it at any time. If you wish to retract permission, please contact info@toronto2025.net attn: Privacy Officer.
The LKK will not disclose personal information of minor dependants without the express consent of a parent/guardian, except where required by law.
Collection & use of demographic data
In keeping with our commitment to diversity and inclusivity, we deem demographic data collection useful to effectively identify and remove systemic barriers to full participation of minority and disadvantaged groups in our activities.
The information you provide in DK surveys is important as it helps the DK to better understand the demographics currently comprising DK participants, and to make the necessary changes to ensure more inclusive cultures, programs, and practices that will be meaningful and relevant to all participants.
The information you provide will be kept confidential and only used in aggregate form in accordance with the highest standard of human rights and privacy legislation. The data will be maintained in a secure information system.
Your participation in DK surveys is always voluntary.
How we protect your Personal Information
The LKK makes all reasonable efforts to ensure that personal information collected from you is protected against loss and unauthorized access. This protection applies in relation to information stored in both electronic and hard copy form. Access to your personal information is restricted to selected volunteers. In addition, the LKK employs generally accepted information security techniques, such as firewalls, access control procedures and cryptography, to protect personal information against loss and unauthorized access.
Retention of your Personal Information
The LKK retains your personal information for as long as necessary to fulfill the purposes for which it was collected. In some cases, it may be necessary for the LKK to retain personal information indefinitely, in order to protect from liability in the event of a dispute or for archival and organizational purposes. Unless you explicitly withdraw your consent, we will retain your name and membership history beyond the end of your active participation, so that we may archive your participation. Any other personal information will be redacted, anonymized or destroyed three years after your last participation, or earlier if the information is no longer relevant to the purpose for which it was collected.
The LKK is part of a national organization (KEA), and is headquartered in Toronto. While data is communicated and stored in the province of Ontario, it may also be stored nationally and internationally when applicable.
Website
If you visit the DK website, and do not actively provide any personal information, the LKK may still store certain information automatically, via the placement of a text file called a “cookie” in the browser directory of your computer’s hard drive. The cookie cannot be read by any website other than the one that set it up. If you choose to modify your browser to disable cookies, some pages of this website may not function properly.
The LKK will only collect and store the following information about your visit to our website:
- The Internet domain from which you accessed the DK site;
- The type of browser and operating system you are using;
- The date and time of your visit;
- The pages within the DK site that you visit, including time duration at each; and
- If you linked to another website from the DK site, the address of that site.
The LKK uses this information to count the number of visitors to the different DK web pages, to make the site more useful to our registrants and visitors. You should be aware that operators of linked websites may also collect your personal information (including information generated through the use of cookies) when you link to their websites. The LKK is not responsible for how such third parties collect, use or disclose your personal information, so it is important to familiarize yourself with their privacy policies before providing them with your personal information.
Changes to this Privacy Statement
The LKK reserves the right to modify this Privacy Statement at any time. The Privacy Statement posted via the DK website shall be deemed to be the Privacy Statement in effect. A current copy of the Privacy Statement can be obtained at any time by contacting info@toronto2025.net attn: Privacy Officer.
Correcting or updating your information
You can help us maintain the accuracy of your personal information, or the personal information of your dependant, by notifying us of any changes to this information. You may contact our Privacy Officer to request access to or correct or update your personal information.
Complaints
If you think that personal information has been improperly collected, used or disclosed by the LKK or a representative, or if you have reason to believe that the LKK may have failed to adhere to this Privacy Statement, please contact info@toronto2025.net attn: Privacy Officer to discuss the incident. The most common privacy breach is related to the unauthorized disclosure of personal information – be it lost, stolen, or inadvertently disclosed through human error. Please include all facts of the suspected violation, including names, dates, locations, and a detailed description of the incident as well as any supporting documentation.
The Privacy Officer will oversee the review of the incident and respond within thirty days. The response to a privacy breach will depend on the circumstances and type of information affected.
Contact us
If you no longer wish to receive email from the LKK, please send notification by email to info@toronto2025.net including the email address you want removed from our files.
If you have any questions about privacy or the DK’s Privacy Statement, please contact our Privacy Officer at:
Privacy Officer
P.O. Box 25060
Halifax, Nova Scotia
B3M 4H4
info@toronto2025.net
Personal Information Protection and Electronic Documents Act (PIPEDA)
Canadian Anti-Spam Legislation (CASL)
DK Privacy Statement v.1