Privacy Policy

This Privacy Policy (the “Policy”) governs all aspects of how the Malvern Red and Black Society (“MRBS”, “we”, “us”, “our”) collects, uses, maintains and discloses personal information from all users (“users”, “you” or “your”) of this website and all domains, websites and any social media sites owned and/or operated by the MRBS, now and in the future. This Privacy Policy strives to adhere to privacy laws of the Province of Ontario, Canada and the Federal Government of Canada.

MRBS Values Your Privacy

MRBS is committed to protecting the confidentiality of all information entrusted to it by users and members.  MRBS has prepared this Policy to inform users of our policy and practices concerning the collection, use and disclosure of personal information.

Personal Information That MRBS Collects

MRBS, from time-to-time (e.g. when you register to join us), may collect personally identifiable information (“personal information”) from users.  This personal information may include:

  • full name
  • maiden name (if applicable)
  • postal address
  • phone numbers
  • email addresses
  • year of graduation and/or status as former student, staff or connection to Malvern.

This information is collected electronically about how you use our website (e.g. by tracking the number of unique pageviews received by the pages of the website) or via cookies.

“Cookies” are files or pieces of information that may be stored in your computer’s hard drive when you visit our website.  Cookies are also used to remember that you may have already provided personal information to us and as a result, they help speed up your future activities when accessing our website.  The cookies are persistent cookies and reside on your internet browser. MRBS does not share personal information obtained through cookies with any third parties.   Most internet browsers are initially set to accept cookies.  If you do not wish to accept cookies, you can set your internet browser to refuse cookies or to alert you when cookies are being sent.

In addition to personal information you provide and cookies, MRBS may collect other information about your visits to our website and other social media sites we own and/or operate, now and in the future.  For example, we may collect information about your computer, such as your IP address (a number assigned to your computer whenever you surf the World Wide Web); the type of internet browser you are using; the type of computer operating system you are using; or the domain name of the website from which you linked to our website.  This information will not be linked to your personal information and will only be collected in the aggregate in connection with all the users of our website for planning, forecasting and/or evaluation purposes.

Occasionally MRBS may conduct surveys of its membership for specific purposes.  The purposes of the surveys and use of the information provided by the participants will be communicated as part of the survey material or before any survey is done.  If you add yourself to the MRBS database, or otherwise submit information to us, you should be aware that this information may be publicly accessible.

To prevent unsolicited e-mail:

  • your email address will not be publicly viewable on this website.  If users choose to email you via this website, they will not see your email address.
  • Information in our database will never be sold, given away, or otherwise distributed to any party not involved in the maintenance of this website, or to any party not involved in the work of the MRBS.
  • Specific reports or analyses may be divulged publicly, but will contain only aggregate information that will not identify any individuals.
  • Only MRBS authorized personnel have access to the full database contents.

This Policy does not cover aggregated data from which the identity of an individual cannot be determined.  MRBS retains the right to use aggregated data in any way that it determines appropriate and in keeping with the purpose of the MRBS.

MRBS has no control over the content of third-party websites that may be identified on the MRBS website and/or, if applicable, accessed through hyperlinks.

Your Consent

Your provision of personal information to MRBS means that you agree and give express consent that MRBS may collect, use and disclose your personal information in accordance with this Policy.  Your continued provision of personal information, or use of our services following any changes to this Privacy Policy constitutes your acceptance of any such change.

If you do not agree with these terms, you are requested not to provide any personal information to MRBS.  Certain services can only be offered if you provide personal information to MRBS.  Consequently, if you choose not to provide us with any required personal information, MRBS may not be able to offer you certain services.

You may opt out of receiving communications from MRBS at any time. To do so, please contact us by email at redandblack@malverncollegiate.com or by mail at our address at the end of this Privacy Policy, to inform us. 

If you do not wish to receive information regarding products and services offered by MRBS and its trusted affiliates, independent contractors and business partners please contact us.

How MRBS Uses Personal Information

MRBS may, from time-to-time, use personal Information collected through this website and/or other social media sites we own and/or operate, now and in the future, for the purpose of facilitating communication between MRBS and you.  Specifically, the information will be used on mailing lists for the distribution of newsletters, specific MRBS promotional materials and/or announcements.

MRBS’ use of personal information is limited to these purposes.  Unless permitted by law, no personal information about a user is collected, without first obtaining the express consent of the individual to the collection, use and dissemination of that information.

Disclosure of Personal Information

MRBS will use all information collected from their users for internal purposes only. We may share information with any person, only if expressly authorized by you (express consent).

Please note that there are circumstances where the use or disclosure of personal information may be justified or permitted, or where MRBS is obliged to disclose information without consent.  Such circumstances may include:

  • Where MRBS believes in good faith that the law requires it.
  • Where MRBS believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group.
  • Where it is necessary to protect the rights or property of MRBS and collect any money owing.
  • Where MRBS believes, in good faith, that the information is public.
  • Where obliged or permitted to disclose information without consent, MRBS will not disclose more information than is required.  MRBS does not sell or otherwise disclose to third parties any personal information that it has obtained.

Maintenance and Security of Personal Information

MRBS retains personal information about users as long as MRBS believes it is necessary to fulfil the purpose for which it was collected. We rely on you to tell us when your personal information changes. Currently, MRBS holds the personal information in Canada. Personal Information about users that is maintained on our systems is protected using accepted security measures.  However, we cannot guarantee that the information submitted to, maintained on, or transmitted from our systems will be completely secure and transmission of information over the Internet is susceptible to possible loss, misrouting, interception and misuse.

MRBS Privacy Officer

The President and Vice-President will serve as the MRBS Privacy Officers in all privacy inquiries. They will investigate and respond to the inquiries as per our Privacy Policy. The President may appoint the Vice-President to respond. In the absence or inability of the President, the Vice-President will exercise these duties.

Access to Personal Information

MRBS provides individuals with access to personal information held about themselves.

If you believe that your personal information on file is not correct, you may request an update of that information by sending a request to the MRBS Privacy Officer at redandblack@malverncollegiate.com or mail us your request (address at end of this Privacy Policy). MRBS reserves the right not to change any personal information but will append any alternative text the individual concerned believes appropriate.  An individual may also request that MRBS delete their own personal information from our system and records.  However, due to technical constraints and the fact that MRBS backs up its systems, personal information may continue to reside in our systems after deletion.  Individuals, therefore, should not expect that their personal information would be completely removed from MRBS’ systems in response to an accepted request for deletion.

MRBS reserves the right to decline access to personal information where the information requested meets any one, or more, of the following criteria:

  1. Would disclose the personal information of another individual or of a deceased individual.
  2. Is subject to solicitor-client or litigation privilege.
  3. In the sole judgement of MRBS, acting could reasonably result in:
    • serious harm to the treatment or recovery of the individual concerned;
    • serious emotional harm to the individual or another individual;
    • serious bodily harm to another individual.
  4. May harm or interfere with law enforcement activities and other investigative or regulatory functions of a body authorized by statute to perform such functions.
  5. Is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information.
  6. Does not exist, is not held, or cannot be found by MRBS.

Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.  Where information will be disclosed, MRBS will endeavour to provide the information in question within a reasonable time and will endeavour to respond to the request no later than thirty (30) days following the request.

MRBS will not respond to repetitious or vexatious requests for access. In determining whether a request is repetitious or vexatious, MRBS will consider such factors as the frequency with which information is updated, the purpose for which the information is used, and the nature of the   information.

To guard against fraudulent requests for access, MRBS will require sufficient information to allow it to confirm the identity of the person making the request before granting access or making corrections. The requested information will include some or all of the following:

  • Full name
  • Maiden name (if applicable)
  • Postal mailing address
  • Phone number
  • Email address
  • Graduation year or other status (e.g. teacher) or connection to Malvern.

Amendment of MRBS Practices and this Policy

This statement is in effect and was last revised May, 2021.  MRBS will from time to time review and revise its privacy practices and this Policy.  In the event of any amendment, an appropriate notice will be posted on this website.  Policy changes will apply to the information collected from the date of posting of the revised Policy to MRBS’ website as well as to existing information held by MRBS.

Your continued provision of personal information, or use of our services following any changes to this Privacy Policy constitutes your acceptance of any such policy change.

Questions

If you have any questions about the privacy practices of the MRBS, or you wish to access your personal information, please contact us. Direct your enquiry to the MRBS Privacy Officer by email or postal mail, below.

Email: redandblack@malverncollegiate.com

Mail:

Malvern Red and Black Society
c/o Malvern C.I.
55 Malvern Avenue
Toronto, Ontario
Canada M4E 3E4