1. Introduction

The Riverdale Wrestling Club is committed to protecting the personal information (PI) of our members, participants, parents/guardians, and website users. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in compliance with Québec’s Law 25 and related legislation.

2. Person Responsible for Privacy

The Club has appointed a Privacy Officer, responsible for compliance, oversight, and responding to requests or complaints related to personal information.

Privacy Officer Contact:
riverdalewrestlingclubmontreal@gmail.com

3. Scope

This policy applies to all personal information collected through our website, registration forms, communications, and activities. 

4. Definitions

• Personal information (PI): Information identifying an individual (e.g., name, address, date of birth, contact details).
• Confidentiality incident: Any unauthorized access, use, disclosure, loss, or breach of safeguards relating to PI.
  

5. Collection of Personal Information

We collect PI directly from individuals, parents/guardians, or representatives with explicit, voluntary, informed, and specific consent. Examples of collected PI include: name, date of birth, contact details, emergency contacts, medical information relevant to participation.

Individuals are informed about:

• Why PI is collected,
  
• Whether providing PI is mandatory or optional,
  
• Consequences of refusal,
  
• Their rights of access, correction, and withdrawal,
  
• Who will access the information,
  
• Whether PI may leave Québec,
  

6. Use and Disclosure

PI is used only for its intended purposes: membership, program registration, communications, tournament coordination, and club administration.

PI may be disclosed to affiliated organizations, tournament organizers, insurers, or service providers only as necessary and under confidentiality agreements.

7. Training and Access Restrictions

• Access to PI is restricted strictly to individuals who require it to perform their work duties. Role-based access controls are enforced.
  

8. Communication of Protocols

The Club maintains written privacy protocols and procedures (covering collection, use, retention, disclosure, and destruction of PI). These are communicated to volunteers and reviewed regularly.

9. Data Security, Retention & Disposal

The Club applies administrative, technical, and physical safeguards to protect PI. PI is retained only as long as necessary for legal or operational requirements, after which it is securely destroyed or anonymized.

10. Security Incident Response Plan

The Club has implemented a Security Incident Response Plan which includes:

• Immediate reporting of any suspected or actual breach to the Privacy Officer,
  
• An internal investigation process,
  
• Notification to affected individuals if harm is likely,
  
• Notification to the Commission d’accès à l’information when legally required,
  
• Maintenance of a confidentiality incident log documenting any incidents and corrective actions.

11. Rights of Individuals

Individuals have the right to:

• Access and correct their PI,
  
• Withdraw consent,
  
• Request deletion or suspension of PI (subject to legal retention requirements),
  
• Restrict or object to processing,
  
• Request transfer of their PI (portability).
  

Requests can be made to the Privacy Officer (contact in Section 2).

12. Cookies and Tracking

Our website may use mandatory cookies.

13. Changes to Policy

This Privacy Policy may be updated periodically. The “Last Updated” date reflects the most recent changes. Members are encouraged to review it regularly.

14. Contact Us

For questions, concerns, or complaints about this Privacy Policy or the Club’s privacy practices:

Privacy Officer – Riverdale Wrestling Club
Email: riverdalewrestlingclubmontreal@gmail.com