Privacy Policy

Policy of the Protection and Confidentiality of Personal Data (Information), The Knowlton Literary Association

The Knowlton Literary Association (“KLA”) is subject to the Act respecting the protection of personal information in the private sector. KLA is committed to protecting the confidentiality and security of customers, donors and authors personal information in accordance with the principles applicable to the protection of personal information.

This privacy policy describes how KLA collects, uses, stores and communicates personal information in the course of its business activities. The KLA Policy will evolve over time in order to reflect any changes made in the administration of personal information, to comply with applicable laws and to demonstrate transparency with its customers, donors and authors.

CONSENT

The Knowlton Literary Association only collects and uses personal information with the consent of individuals in accordance with the Law. By accessing, visiting or using the Knowlton Literary Website (www.knowltonliteraryfestival.ca) or related mobile applications, an individual accepts the terms and conditions of the Policy.

PERSONAL INFORMATION – DEFINITION

By Personal Information, we mean any information that concerns an individual and which allows, when taken independently or in combination with other information, identification of the given individual.

RESPONSIBILITY AND OBLIGATION

The KLA is responsible for the personal information it collects, including personal information communicated to third parties for administrative purposes, processing or maintenance. The Chairperson for the Board of Director of KLA ensures compliance with this policy to meet the following requirements:

1. To designate a person responsible for the protection of personal information;
2. To establish governance policies and practices in relation to personal information;
3. To report breach of confidentiality incidents to the Board of Directors, presenting a serious risk of harm, and recording these breaches in a register of privacy incidents;
4. To ensure transparency in the collection and use of personal information;
5. To ensure clear, free and informed consent in the use and processing of personal information.

PURPOSES OF COLLECTION AND USE

The KLA collects personal information for various reasons, including:

• Follow up on requests from customers and donors; 
• Soliciting donations;
• Processing and accounting of donations made and the production of charitable receipts;
• Registration of participants for an event or fundraising activity;
• Management of contracts and service agreements;
• Ensuring the operation and maintenance of full functionality of the Website and Social Media accounts (i.e. Facebook, Instagram, Mailchimp), including: fulfillment of service and information requests of customers, donors and authors; response to comments and questions; and provision of support for users of the Website and Social Media Accounts;
• For statistical purposes understanding and analysis of usage trends and preferences of our customers, donors and authors, improvement of the Website and Social    Media Accounts, and development of new products, programs, services, news features and functionality;
• For administrative or marketing purposes in accordance with applicable laws relating to commercial electronic messages.

LIMITS ON COLLECTION AND USE

The collection of personal information by KLA is limited to what is necessary for the purposes indicated or clearly implied at the time of collection. It is possible that KLA may collect and use information concerning a member and/or donor, which comes from a third party when the law authorizes it and with the consent of the member and/or donor concerned in all other cases. 

For example, KLA, in the context of fundraising or for participation in events or fundraising activities, is likely to request and collect the following information when creating a file or processing a service:

• First and last name;
• Civic address; 
• Email address;
• Phone number;
• Language preference. 

If a customer, donor and/or author uses a credit card to pay for a purchase or donation through the KLA Website, no information related to this credit card is collected by KLA on its servers. Payment for online purchases or donations is processed and administered by the banking procedures of a third party provider, directly on their Website. If the credit card number is collected on a paper form, KLA undertakes to destroy the information concerning the credit card number once the administrative procedure is completed. At no time will this information be used, communicated to third parties or otherwise disseminated without the consent of the person concerned, except in cases authorized or required by the law.

MEANS OF COLLECTION OF INFORMATION

The KLA may collect personal information in various ways, including, but not limited to:

• In person at a venue/festival/program, or as part of fundraising events or any other circumstances where interaction between KLA customers, donors and authors requires it;
• By telephone;
• Via KLA’ Website and its related software;
• By responding to a postal request.

COMMUNICATION OF PERSONAL INFORMATION

Access to information is limited to the KLA Board Members and volunteers assigned for this purpose, and this, only in the exercise of their work.

Under no circumstances will we sell, share or rent this information to third parties. KLA does not, under any circumstances, communicate personal information for purposes other than those for which these were collected, except with the consent of the person concerned or as the law requires or permits.

Each board members or volunteer working on the committees of the KLA Board of Directors is committed to respecting personal information collected by KLA. In addition, these people undertake to preserve the confidentiality of information specific to the activities of KLA and not to disclose its content, nor to make any personal use, or for the benefit of others. This commitment exists from the entry into function of the board member or volunteer and continues indefinitely. Board members and volunteers will sign an agreement to maintain such confidentiality.

KLA may share personal information with partners or suppliers of trust who act as subcontractors to authorize any online transaction for donations (“https://www.canadahelps.org/en/charities/Townshippers-Foundation/campaign/knowlton-literary-festival/”) and ticket sales (“https:thepointofsale.com/knowltonliteraryfestival") carried out by credit card via a payment provider or to fulfill any stated purpose in this Policy and any other purpose that the KLA indicates, at the latest at the time where the information will be collected.

KLA undertakes to require confidentiality commitments from these third parties at least as demanding as those provided for in this Policy, including controls and measures aimed at protecting the confidentiality, security and integrity of the information they hold on behalf of KLA, and to avoid theft, loss, disclosure or unauthorized access to personal information.

Despite the foregoing, no method of transmitting or storing personal information by electronic means offers infallible security and KLA cannot therefore guarantee the absence of an attack on the confidentiality, integrity and availability thereof.

REPORTING AND RECORDING PRIVACY INCIDENTS

In the event that despite efforts to protect personal information, an incident involving said information occurs, KLA will hasten to take action as soon as the incident is identified:

• Collection of information concerning the incident which will then be recorded in the register of confidentiality incidents, in particular: the nature of the personal information concerned, the circumstances, the period (or date) of the incident, the date the incident was noted, the number of people targeted;
• Assessment of the situation to determine whether there is resultant harm and of what nature;
• Notice to persons affected by the incident accompanied by a description of the measures taken by the organization and the name of the KLA person responsible for personal information;
• Implementation of the measures described for those affected by the incident;
• A report is then made to the KLA Chairperson of the Board of Directors and other required authorities.

ACCESS

Subject to relevant laws and upon receipt of a written request from a customer, donor or author and after verifying their identity, KLA will inform them if KLA has recorded personal information which concerns them and will communicate such personal information to them.

KLA may refuse a person access to their information in accordance with the relevant laws, in which case it will give reasons for its refusal.

RECTIFICATION AND UPDATING OF PERSONAL INFORMATION

KLA makes reasonable efforts to ensure that the personal information it collects be as accurate and complete as required for the purposes for which it is used. A customer, donor or author can request a rectification or update by a KLA Director or an employee.

COMPLAINTS

Customers, donors and authors for whom KLA has recorded personal information may complain about non-compliance with this Policy in writing to KLA Chairperson of the Board. If an individual is dissatisfied with KLA’s response to a complaint, or with the Policy, and of the KLA practices regarding the processing of personal information, they may file a complaint with the Commission d’access à l’information du Québec on the website of the Commissioner at www.cai.gouv.qc.ca

USE OF COOKIES AND GOOGLE ANALYTICS

Cookies, commonly known as cookies, are small files sent to your browser from a web server and saved to your computer. They are anonymous and are not in no way used to collect personal information, but only for the purposes of connection, delivery and improvement of services. They allow you to identify your software navigation from one visit to another and from one page to another within a session in order to facilitate your access and navigation within the Website. These cookies could be used in KLA Website. You can configure your browser at any time to prevent the use of cookies. However, this action may deprive you of certain functions and functionalities offered on the Website.

In addition, KLA uses Google Analytics, a web audience measurement tool. KLA does not use information collected to monitor and/or collect data on specific customers, donors and authors. KLA does collect information as follows:

• The number of overall users on the Website;
• The overall users by date, time, duration and repeat visits;
• The overall links accessed;
• The overall type of operating systems and language used;
• The overall users by Geographic location.

This information is used to produce statistics and reports on the navigation of the Website, thus making it possible to offer a provision of services adapted to users. Users can configure their browsers to avoid the recording of Cookies and prevent this browsing information from being recorded by installing a software program on their computers - browser add-on for opting out of Google Analytics.

LINKS TO THIRD PARTY WEBSITES

For the convenience of users, the KLA Website provides links to sites or parts of third party sites. When the user clicks on a link and leaves the Website of KLA, the information exchanged from that point on is no longer subject to this privacy policy, but to that of the external site, if applicable. KLA has no control over the content and operation of these sites or their practices regarding confidentiality. Therefore, any personal information transmitted via the intermediary of these sites is subject to the confidentiality policy of the latter. It is therefore the user’s responsibility to read it in order to ensure the protection of the pertinent information. KLA does not prevent and is not responsible for the access of these “third parties” to the history of navigation developed on the Web through personal use and online interactions.

SUBSCRIBE TO THE FOUNDATION’S NEWSLETTER MAILING LIST

In addition to the informational content of the Website, we offer the possibility of electronically receiving messages containing information and news from KLA. The personal information included for this purpose in the registration form of the email address is used to send the most relevant and timely information. This information is not used for any other purpose. Anyone who prefers to no longer receive this type of communication will have the possibility of exercising their right of exclusion by “unsubscribing” using the link provided through each electronic communication.

FOR ALL QUESTIONS

For any questions, comments or complaints regarding this Policy or our practices protection of personal information, or to exercise your rights relating to them, we invite you to contact KLA at:

The Knowlton Literary Association

CP 3686, Lac-Brome QC J0E 1V0

Phone: 450 242 2242 (Lucy Hoblyn)

Attention: Chairperson of the Board of Directors

The Knowlton Literary Association