Creative Coast (CC) is committed to protecting your privacy. This document describes CC’s policies and practices regarding the collection, use and disclosure of personal information, including the steps CC takes to ensure personal and financial information is handled appropriately and securely. This policy aligns with British Columbia’s Personal Information Protection Act (PIPA), the legislation that governs information practices for a variety of different types of organizations, including not-for-profit societies.
We apply the principles of ‘meaningful consent’ and ‘implicit consent’ to collecting personal information and securely safeguard this information to the best of our abilities. We will never share your data with others without your consent or as required by law.
Information is collected as part of the following routine processes:
Website sign-up forms
Commercial activities (w.g. registration for courses, workshops and events)
Other initiatives from time to time
In this policy ‘personal information’ means any information about an identifiable individual, as defined by PIPA or other applicable laws. Personal information excludes the name, position name or title, business telephone number, business address, business email, and business fax number of an individual, as well as any publicly available information such as information available from a public telephone directory or from a public registry or online public website or profile.
2. Identifying purpose
Creative Coast will, before or at the time personal information is collected, identify the purposes for which the information is collected, used and disclosed.
Here are examples of what kinds of information CC collects and uses:
2.1. Website sign-up forms and feedback forms.
Note: feedback forms are usually anonymous but give submitters an option to include further contact details for follow-up.
Information collected: Name, Address, Phone Number, Email
Collection method: Website (Wix), Email
Storage: Wix forms, Google Drive
Purpose: We use identifying information to contact and communicate with users who have filled out these forms.
2.2. Registration for workshops and classes
Information collected: Name, Phone, Email
Collection method: Website (Wix), Telephone, Email, Zoom
Storage: Google Drive, Website (Wix), Email, Zoom
Purpose: To register people for workshops and classes; to obtain photo/video release consent.
2.3 Steering committee member information
Information collected: Name, Email, Phone, Address, Work History and Information related to performing duties as a Steering Committee member.
Collection method: Email, Google Drive
Storage: Google Drive, Email
Purpose: To review and profile Steering Committee applicants and identify skill sets.
2.4 Photo, Video and Audio Recordings
Information collected: Photos, Video/Audio Recordings
Collection method: Zoom, camera, other recording devices
Storage: Google Drive, Google photos, YouTube, shared on social media, Wix
Purpose: We collect multi-media content to share on social media and via email newsletters to promote artists and events. We use this multi-media for promotion, marketing and advertising.
Note: surveys are usually anonymous but give submitters an option to include further contact details for follow-up.
Information collected: Personal Opinions, Other Metrics
Collection method: Google Form, other electronic forms, eNewsletter
Storage: Google Drive
Purpose: This data may be aggregated and shared publicly or with partners to demonstrate user experiences and trends.
3. Limiting Collection
Creative Coast will limit the personal information collected to the information necessary for the purposes identified by the organization.
Creative Coast will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, or disclosure of personal information.
In some cases, when communication is over the telephone, your consent to the use and/or disclosure of your information will be obtained verbally. In other cases such as when you communicate through email, your consent will be obtained electronically.
For minors under the age of 13, or a person who is seriously ill, or mentally incapacitated, Creative Coast will require consent for the collection, use and disclosure of personal information from a legal representative, such as a legal guardian or a person having a power of attorney.
For minors over the age of 13, Creative Coast will apply the following test:
Is the individual able to fully understand the consequences of their privacy choices, particularly in this age of complex data-flows?
If Creative Coast is confident that the individual is able to fully understand the above, then they will be deemed capable of providing meaningful consent.
5. Implicit and Meaningful Consent
Sometimes consent is implied, like when someone signs up for a class and gives their name, telephone number and email address as part of the registration process. You are deemed to have consented so that Creative Coast can communicate with you about the class prior to its start.
Your consent is implied because you have provided information for an obvious purpose and a reasonable person would think it is appropriate in those circumstances. If the purpose of the collection is not obvious, Creative Coast will require your express consent.
We define Implied or Implicit Consent as:
at the time the consent is deemed to be given, the purpose would be considered to be obvious to a reasonable person, and
the individual voluntarily provides the personal information to the organization for that purpose.
6. Disclosure of Personal Information
Creative Coast may disclose an individual’s personal information to others in connection with the purpose for which it was collected, as consented to by the individual, or as required or permitted by law. The following are some examples of how Creative Coast may disclose personal (or business) information:
Sharing workshop participant names with an instructor
Sharing artist or artisan public contact details with prospective buyers (as described in the Preamble, this kind of information is considered business information)
7. Storage (and Transmission) of Personal Information
We use the following digital programs for the following purposes:
How your information is protected
Memberships, class registrations, artist submissions
Creative Coast website
Wix adheres to Privacy Shield Principles.
SSL certificates to encrypt data in-transit between website end users and customer domains
(Google Drive, Gmail, Google Business etc.)
Email communications, database of Creative Coast members, newsletter mailing list, organizational materials
Email, file storage, collaboration tool
Creative Coast stores personal information in secure folders and with restricted access (only Creative Coast representatives who need to handle your information have access).
Spoken word between the conversing parties
Video conferencing: information sessions, online classes
Creative Coast will not record sessions without your express consent.
8. Data Collection on Paper
Sometimes Creative Coast will collect personal information with pen and paper, and subsequently transfer this information to our electronic files. When we do this, Creative Coast commits to transferring your information to an electronic file as soon as possible and in a secure manner, and to securely disposing of the paper record of your personal information.
9. Website / Email Security
No data transmission over the Internet or any wireless network can be guaranteed to be perfectly secure. Therefore, while we try to protect your personal information, Creative Coast does not guarantee the security of information transmitted to or from www.Creative Coast.ca or via email to the organization or between online programs such as GSuite, Wix or Zoom.
10. Cookies & Digital Tracking
11. Website Links
12. Retention of Personal Information
Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected. Once the personal information is no longer required to be retained to fulfill the purposes for which it was collected and is no longer required or permitted to be retained for legal or business purposes, it will be destroyed or made anonymous.
13. Updates to the Policy
14. Questions, Concerns and Feedback
Get in touch with Creative Coast at email@example.com to:
Request access to and verify your personal information
Update outdated or incorrect information
Ask questions or provide feedback about Creative Coast’s privacy, confidentiality and personal information handling policies and practices.
If you have unresolved concerns about the way that Creative Coast has handled or processed your personal information, you may contact the Office of the Information and Privacy Commissioner.