PRIVACY POLICY

Effective Date: June 27, 2026

The Halifax Japanese Culture Collective (“HJCC”, “we”, “our”, or “us”) respects your privacy and is committed to protecting the personal information you provide to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, participate in our programs, register for events, apply to volunteer or become a member, make a donation, or otherwise engage with our organization.

By using our website or submitting information to us, you agree to the practices described in this Privacy Policy.

1. Who We Are

The Halifax Japanese Culture Collective is a nonprofit organization based in Halifax, Nova Scotia, Canada. Our mission is to support Japanese cultural education, community-building, and cultural exchange through workshops, events, public programming, and outreach initiatives.

2. Information We Collect

We may collect personal information when you:

• Contact us through our website
• Register for an event, workshop, or program
• Apply to volunteer
• Register as a member
• Subscribe to newsletters or updates
• Submit forms or inquiries
• Make a donation

Information we may collect includes:

• Full name
• Email address
• Phone number
• Mailing address (where applicable)
• Volunteer interests and availability
• Membership information
• Event registration details
• Donation details
• Emergency contact information (if required for participation)
• Any other information voluntarily submitted through our forms

In addition, we may automatically collect certain technical information through website usage, including:

• IP address
• Browser type
• Device type
• General geographic location
• Referral pages
• Pages visited
• Date and time of access
• Cookies and similar tracking technologies

3. Payment Information

Donations and certain payments made through our website may be processed through payment services provided by WordPress and its integrated payment providers, including Stripe. HJCC does not directly collect, store, or retain full credit card or banking information. Payment details are securely processed by these third-party providers in accordance with their privacy and security practices. HJCC may receive limited donor information, including name, email address, donation amount, transaction date, and billing country, for administrative, receipting, tax, and organizational record-keeping purposes.

Users are encouraged to review the privacy policies of these third-party providers before making a donation.

4. How We Use Your Information

We may use your personal information for the following purposes:

• To respond to inquiries and requests
• To coordinate volunteers, members, and participants
• To administer workshops, programs, and events
• To process donations
• To provide newsletters and organizational updates
• To communicate about upcoming activities
• To maintain internal records
• To improve our website, programming, and community services
• To fulfill legal or regulatory obligations
• To protect the safety and integrity of our organization and participants

We only collect and use information reasonably necessary for these purposes.

5. Sharing of Information

HJCC does not sell, rent, trade, or commercially distribute your personal information.

We may share information only where reasonably necessary with trusted service providers such as:

• WordPress.com (website services and payment integration)
• Stripe (payment processing)
• Website hosting providers
• Email communication platforms
• Registration or event management tools
• Analytics services
• Technical support services

These providers only receive the information necessary to perform their services.

We may also disclose personal information:

• When required by law
• To comply with legal processes
• To protect the rights, safety, or property of HJCC
• To protect the safety of participants, volunteers, or the public

6. Volunteers, Members, and Event Participant

Information submitted through volunteer applications, membership registrations, and event sign-ups may be retained for administrative and organizational purposes.

This may include:

• Scheduling and communication
• Participation history
• Emergency contact purposes
• Internal organizational planning

Submission of an application or registration does not guarantee acceptance, placement, or participation. HJCC reserves the right to review and manage applications at its discretion.

7. Children and Youth Participation

HJCC supports youth involvement in cultural programming and volunteer activities. For participants or volunteers under the age of 13, parental or guardian consent may be required where applicable. We do not knowingly collect personal information from children without appropriate consent when required by law. Parents or guardians may contact us to request access, correction, or deletion of a child’s information.

8. International Users and Donors

Although HJCC is based in Canada, our website may be accessed internationally. By submitting information to us from outside Canada, you understand and agree that your personal information may be transferred to, stored, and processed in Canada and by trusted service providers operating in other jurisdictions. These jurisdictions may have privacy laws that differ from those in your home country.

9. Cookies and Analytics

Our website may use cookies and similar technologies to:

• Improve site functionality
• Remember preferences
• Analyze traffic and visitor engagement
• Improve content and user experience

You may disable cookies through your browser settings, although some parts of the website may not function properly as a result.

10. Third-Party Links

Our website may include links to third-party organizations, archives, museums, community resources, or external websites. HJCC is not responsible for the privacy practices, content, or policies of these third-party websites. Users are encouraged to review their privacy policies separately.

11. Data Retention

HJCC retains personal information only for as long as reasonably necessary to:

• Provide our services
• Maintain organizational records
• Coordinate volunteers and members
• Fulfill legal obligations
• Support event and program administration

When information is no longer required, we will take reasonable steps to securely delete or anonymize it.

12. Data Security

We take reasonable administrative, organizational, and technical measures to safeguard personal information against unauthorized access, misuse, disclosure, or loss. However, no method of electronic transmission or internet storage is completely secure, and HJCC cannot guarantee absolute security.

Users provide information at their own risk.

13. Your Rights

Subject to applicable law, you may request to:

• Access personal information we hold about you
• Correct inaccurate information
• Withdraw consent for future communications
• Request deletion of your information
• Ask questions about how your information is used

We will make reasonable efforts to respond to requests in a timely manner.

14. Limitation of Liability

While HJCC takes reasonable care in handling personal information, we are not liable for:

• Unauthorized access beyond our reasonable control
• Third-party service failures
• Technical disruptions
• Data breaches resulting from circumstances outside our control

By using our website, you acknowledge these inherent risks.

15. Changes to This Policy

HJCC reserves the right to update or revise this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date. Continued use of the website after changes are posted constitutes acceptance of those changes.

16. Contact Information

If you have any questions about this Privacy Policy or your personal information, please contact:

Halifax Japanese Culture Collective
Halifax, Nova Scotia, Canada
Email: info@hjcchalifax.com