Privacy Policy

Last Updated: January 1, 2025

Introduction

The Canadian Railroad Historical Association, Pacific Coast Division ("we," "our," or "us") is committed to protecting the privacy of our members, donors, volunteers, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information.

By using our website or services, you consent to the practices described in this policy.

Information We Collect

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and mailing address when you become a member, make a donation, or contact us.
• Membership Information: Membership type, payment history, and participation records.
• Donation Information: Donation amounts, payment methods (we do not store complete credit card numbers), and tax receipt information.
• Communication Records: Records of your correspondence with us, including emails and inquiries.
• Website Usage Data: IP addresses, browser type, pages visited, and other analytics data collected through cookies and similar technologies.
• Volunteer Information: Skills, availability, and activity records for volunteers.

How We Use Your Information

We use the information we collect for the following purposes:

• Processing membership applications and renewals
• Processing donations and issuing tax receipts
• Sending our quarterly journal and other publications
• Communicating about events, programs, and opportunities
• Responding to inquiries and requests
• Managing volunteer activities
• Improving our website and services
• Complying with legal and regulatory requirements

Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information in the following circumstances:

• Service Providers: With third parties who help us operate our organization (e.g., payment processors, mailing services), subject to confidentiality agreements.
• Legal Requirements: When required by law or to protect our rights and safety.
• CRHA National: With the Canadian Railroad Historical Association for membership coordination, with appropriate safeguards.
• Consent: With your explicit consent for other purposes.

Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, disclosure, or destruction. These measures include:

• Secure storage of physical and electronic records
• Limited access to personal information on a need-to-know basis
• Use of encryption for sensitive data transmission
• Regular review of security practices

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Cookies and Tracking

Our website may use cookies and similar technologies to enhance your experience. Cookies are small files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Improve website functionality

You can disable cookies in your browser settings, but this may affect website functionality.

Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to legal requirements.
• Opt-Out: Unsubscribe from marketing communications at any time.

To exercise these rights, please contact us using the information below.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including:

• Active membership records during membership and reasonable period after
• Donation records as required for tax and legal purposes
• Communication records for a reasonable period

Children's Privacy

Our services are not directed at children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

The Canadian Railroad Historical Association, Pacific Coast Division
P.O. BOX 1006, STATION A
VANCOUVER, BC V6C2P1
Canada

Phone: (604) 360-2424
Email: vancouverrailhistory@hotmail.com