Privacy Policy
Effective date: July 10, 2026
The Winston Heights-Mountview Community Association respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains what information we collect through our website, why we collect it, how it is used and protected, and the choices available to you.
1. Who We Are
The Winston Heights-Mountview Community Association (“WHMCA,” “we,” “us,” or “our”) is a nonprofit community association serving the Winston Heights-Mountview neighbourhood in Calgary, Alberta.
Website: https://winstonheights.ca
Address: 520 27 Avenue NE, Calgary, Alberta T2E 2A6
Email: privacy@winstonheights.ca
Telephone: 403-276-5474
2. Information We Collect
Depending on how you use our website, we may collect the following information.
Website Accounts
When you create an account, we may collect:
- Your name
- Your email address
- Your username
- Your encrypted password
- Account preferences
- The date your account was created
- Your account and login activity
- Information you voluntarily add to your profile
Passwords are stored in an encrypted or hashed form. WHMCA cannot view your password.
Event Registrations and RSVPs
When you register for an event, we may collect:
- Your name
- Your email address
- The event for which you registered
- The number of spaces reserved
- The date and time of your registration
- Registration status, including cancellations
- Information you voluntarily provide in an event registration form
- Administrative notes reasonably required to manage the event
We use this information to manage attendance, enforce event capacity limits, communicate event information, maintain waitlists, respond to cancellations, and support the safe and effective operation of community programs.
Unless an event registration form clearly states otherwise, registering for an event does not subscribe you to WHMCA marketing or newsletter communications.
Contact Forms and General Inquiries
When you contact WHMCA through the website or by email, we may collect your name, email address, telephone number, message, and any other information you choose to provide.
We use this information to answer questions, process requests, provide community services, and maintain an appropriate record of the communication.
Memberships, Donations and Payments
When you purchase or renew a membership, make a donation, rent a facility, or pay for a program, we may collect information required to process the transaction and maintain financial records.
Payment card information may be processed directly by a third-party payment provider. WHMCA does not intentionally store complete payment card numbers on its website.
The privacy practices of a payment provider are governed by that provider’s own privacy policy and terms.
Newsletters and Email Updates
When you voluntarily subscribe to a newsletter or project update, we collect your email address and any subscription preferences you provide.
You may unsubscribe using the link included in applicable email messages or by contacting WHMCA.
Operational messages relating to an account, event registration, rental, membership, payment, volunteer commitment, or other requested service are not marketing messages and may still be sent when necessary to provide that service.
Technical Information
When you visit the website, our systems and hosting providers may automatically collect technical information such as:
- Internet Protocol address
- Browser and device type
- Operating system
- Referring website
- Pages visited
- Date and time of access
- Server errors
- Login attempts
- General website activity and security logs
We use this information to operate, secure, troubleshoot, and improve the website.
3. Why We Collect and Use Personal Information
WHMCA collects and uses personal information only for purposes that are reasonable and connected to our activities, including:
- Creating and managing website accounts
- Processing event registrations and cancellations
- Communicating event changes, reminders, and instructions
- Managing memberships, volunteers, rentals, donations, and programs
- Responding to inquiries
- Processing payments and maintaining financial records
- Sending communications that a person has requested or consented to receive
- Preventing fraud, spam, misuse, and unauthorized access
- Maintaining website security and reliability
- Meeting legal, insurance, accounting, governance, and regulatory obligations
- Protecting the safety, rights, and property of WHMCA, its members, volunteers, staff, event participants, and the public
We will not use personal information for an unrelated purpose without obtaining consent unless the use is otherwise permitted or required by law.
4. Children and Youth
Some WHMCA programs and events are intended for children, youth, or families.
Where practical, a parent or legal guardian should create the website account and complete registrations on behalf of a child. We do not knowingly request more information about children than is reasonably necessary to administer a program or event.
Any additional information required for a youth program, such as emergency contacts, allergies, accessibility needs, or guardian consent, will be identified when that information is requested and handled with additional care.
5. Cookies
Our website uses cookies and similar technologies.
Cookies are small files placed on your device that help websites function correctly. They may be used to:
- Keep you signed into your account
- Remember account and website preferences
- Support event registration and form functionality
- Maintain website security
- Prevent spam and fraudulent activity
- Understand whether the website is functioning correctly
Some cookies are essential to the operation of the website. Disabling them may prevent account login, event registration, or other website features from working properly.
You may manage or delete cookies through your browser settings.
6. Embedded Content and External Websites
Pages on our website may include embedded maps, videos, calendars, social media content, forms, or other material provided by third parties.
Embedded content may behave as though you visited the third party’s website directly. Those providers may collect technical information, use cookies, or track interactions according to their own privacy policies.
Our website may also contain links to external websites. WHMCA is not responsible for the privacy practices, security, or content of websites operated by other organizations.
7. Analytics
WHMCA or its website hosting provider may use aggregated website statistics and server logs to understand website traffic, identify technical problems, and improve website performance.
We do not use website account or RSVP information to create advertising profiles or make automated decisions about individuals.
If WHMCA implements an additional analytics service that uses non-essential cookies or collects identifiable information, this policy and any applicable cookie notice will be updated.
8. Who May Access or Receive Your Information
Personal information may be accessed only by WHMCA directors, staff, contractors, committee members, event organizers, or authorized volunteers who reasonably require it to perform their duties.
For example, an event organizer may receive the names and registration details of people attending that event. Organizers are expected to use the information only for legitimate event administration.
We may also use service providers to operate the website and related services, including:
- Website hosting and server providers
- WordPress and website plugin providers
- Event registration and booking software
- Email delivery providers
- Spam prevention and website security services
- Payment processors
- Information technology support providers
These providers may process information on our behalf as necessary to deliver their services.
WHMCA does not sell or rent website account, RSVP, membership, or contact information.
We may disclose information where reasonably necessary to comply with the law, respond to a lawful request, investigate suspected fraud or misconduct, address a security incident, or protect a person from a serious threat.
9. Storage and Processing Outside Canada
Some website, email, security, payment, or technology service providers may store or process information outside Alberta or outside Canada.
When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, governments, or law-enforcement authorities under those laws.
WHMCA selects service providers based on operational needs and takes reasonable steps to ensure that personal information is handled appropriately.
10. How Long We Retain Information
WHMCA retains personal information only for as long as it is reasonably required for the purpose for which it was collected and for applicable legal, financial, insurance, security, or operational requirements.
Unless a longer period is reasonably required:
- Event registration records may generally be retained for up to two years after the event.
- Inactive website accounts may be reviewed for deletion after two years of inactivity.
- Contact form submissions and general inquiries may generally be retained for up to two years after the matter is resolved.
- Security and technical logs may generally be retained for up to one year.
- Newsletter subscription information is retained until you unsubscribe or the mailing list is discontinued.
- Financial, membership, donation, rental, and payment records may be retained for at least seven years where required for accounting, audit, insurance, or legal purposes.
- Records relating to an incident, dispute, investigation, insurance claim, or legal obligation may be retained until the matter and any applicable limitation periods have concluded.
Information may be anonymized instead of deleted when it is reasonably required for statistical, historical, reporting, or planning purposes and can no longer identify an individual.
11. Your Privacy Rights and Choices
Subject to applicable law, you may ask WHMCA to:
- Confirm whether we hold personal information about you
- Provide access to your personal information
- Correct inaccurate or incomplete information
- Withdraw consent for an optional use
- Delete information that is no longer reasonably required
- Close your website account
- Remove you from an email subscription list
Some information cannot be deleted immediately where it must be retained for legal, financial, insurance, security, or legitimate organizational purposes.
We may ask you to verify your identity before providing access to, correcting, or deleting personal information. This helps prevent unauthorized disclosure.
Requests may be sent to privacy@winstonheights.ca.
12. Account Management and Deletion
Registered users may be able to review or update certain account information through the My Account page.
Cancelling an event registration does not automatically delete the associated website account. Similarly, deleting or anonymizing personal information may not automatically remove the underlying WordPress account unless the account is separately closed.
To request full account closure, contact WHMCA at privacy@winstonheights.ca.
13. How We Protect Personal Information
WHMCA uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information, including measures such as:
- Restricting administrative access
- Using individual administrator accounts
- Using password protection and access controls
- Encrypting website traffic using HTTPS
- Maintaining website and plugin updates
- Using spam, login, and security controls
- Limiting access to event and account information
- Backing up website information
- Reviewing and removing access when it is no longer required
No website, email service, or electronic storage system can be guaranteed to be completely secure. Users should choose a strong, unique password and should not share their login credentials.
14. Privacy and Security Incidents
WHMCA will investigate suspected unauthorized access, loss, use, or disclosure of personal information.
When appropriate, we will take steps to contain the incident, reduce potential harm, correct security weaknesses, document the response, and notify affected individuals, service providers, insurers, law enforcement, or privacy regulators where required.
15. Automated Decision-Making
WHMCA does not use website account or event registration information to make automated decisions that produce legal or similarly significant effects.
The website may automatically enforce operational rules, such as event capacity limits, registration deadlines, login security controls, and waitlist status.
16. Changes to This Policy
WHMCA may update this Privacy Policy when our website, programs, service providers, or legal obligations change.
The current version will be posted on this page with its effective date. Material changes may also be communicated through the website or another reasonable method.
17. Contact Us
Questions, concerns, access requests, correction requests, and account deletion requests may be directed to:
Winston Heights-Mountview Community Association
520 27 Avenue NE
Calgary, Alberta T2E 2A6
Email: privacy@winstonheights.ca
Telephone: 403-276-5474