LAST UPDATE OF THIS PRIVACY POLICY – February 2, 2022
Before using our site, please read this privacy policy carefully.
The Saskatchewan Writers’ Guild is committed to safeguarding the personal information entrusted to us by our members, donors, and program participants. SWG is bound by the Personal Information Protection and Electronic Documents Act (PIPEDA) in its commercial dealings. This privacy policy outlines the practices we follow in protecting personal information.
Release of Personal Information
For the purpose of this policy, personal information is understood to mean any information collected that may be used to distinguish, identify, or contact a specific individual. This may include, but is not limited to address, phone number, email, member information, and financial payments.
We collect only the personal information that we need for the purposes of providing programs and services to our members, donors, and program participants, including personal information needed to:
- Deliver requested programs and services.
- Enroll a participant in a program.
- Send out Saskatchewan Writers’ Guild membership, donor, and program participant correspondence, including newsletters, receipts, marketing or promotional materials, and information about applicable programs and services.
We normally collect personal information directly from members, donors, and program participants. Other individuals may provide personal information about another individual if they are purchasing a membership or program registration or making a donation on an individual’s behalf.
The Saskatchewan Writers’ Guild does not disclose personal information to any third parties with the following exceptions:
- For payment transactions, information necessary to process the payment is disclosed to relevant financial and credit institutions.
- Contact information is disclosed to third-party mailing services to facilitate large email and postal mailings of SWG materials.
- Technical support workers may have access to our database when helping to solve a technical problem.
The Saskatchewan Writers’ Guild does not sell, barter, or rent personal information of members, donors, program participants, or any other individuals who provide personal information. No personal information is publicly viewable without the individual’s consent, as in the Find Saskatchewan Writers directory and donor acknowledgement lists.
All contact information for members, donors, and program participants is stored in an intranet database on a web server accessed through a secure HTTPS connection, accessed and maintained by Saskatchewan Writers’ Guild staff and, when necessary, authorized technical support. The database does not store credit card numbers.
Credit card information provided through our online payment system is transmitted through our credit card processor via a secure encrypted connection. SWG staff and technical support do not have access to full credit card numbers processed online. Credit card information may be collected offline with paper forms or by phone by the Saskatchewan Writers’ Guild office. Credit card numbers collected offline are blacked out after processing and hard copies of forms used to collect credit card payments are shredded within two years after the conclusion of the respective program or service.
Contact information for members, donors, and program participants is retained in our electronic database for historical and statistical purposes. Information not required for historical and statistical purposes is destroyed within two years after the conclusion of the respective program or service.
If you think that any personal information we hold about you is incorrect, please contact us and we will ensure that your contact information is corrected and/or updated.
Recordings and photographs
The SWG will seek permission to disclose any personal information to outside parties
and prior to the distribution of any images, recordings, or interviews taken at our events, annual conference, readings, or workshops.
The SWG will seek permission for the following:
- Capturing and/or using a person’s photograph/image, where the person’s face is clearly identifiable
- Digitally reproducing/posting an author’s workshop, presentation, performance, or other guild activity on our website or social media channel.
Permission for the capture and use of members’ images and voice is obtained by the Guild at the time of membership; consent can be withdrawn at any time by contacting the SWG.
Anti-Spam
In compliance with the Canadian Anti-Spam Legislation, the Saskatchewan Writers’ Guild will not contact former members, donors, or past program participants two years after their last participation in the SWG, with the exception of contact for charitable fundraising purposes. A former member, donor, or past program participant who does not wish to be contacted for charitable fundraising purposes will be removed from all mailing lists immediately upon request.
Google Analytics
The SWG uses Google Analytics to collect, monitor, and analyze website visitation statistics. Information collected may include your IP address, browser type, browser version, the page of our website that you visit, the time and date of your visit, and other statistics.
Cookies
Cookies are files with small amounts of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer’s hard drive. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.
Publishing
A poem or any literary work posted anywhere on this website counts as publication, whether it's posted in a public forum or blog, or even a private, password-protected location. In such cases, poems or any literary work posted on this website would be considered "previously published."
Policy change
If we alter our Privacy Policy, any changes will be posted on this page of our Site so that you are always informed of the information we collect about you, how we use it and the circumstances under which we may disclose it.
Acceptance of our privacy policy
By using this Site you signify your acceptance of our Privacy Policy, and you adhere to the terms and conditions posted on the Site. By submitting your information, you agree that it will be governed by our Privacy Policy.
Privacy Questions and Concerns
Any questions or complaints can be directed to:
Saskatchewan Writers’ Guild
Suite 100, 1150 8th Ave.
306-757-6310 | info@skwriter.com
