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Team Garber Support Local

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Privacy Policy

Effective date: May 14, 2026 Last updated: May 14, 2026

This Privacy Policy describes how Team Garber Support Local (“we”, “us”, “our”) collects, uses, stores, and protects personal information you provide when you visit or use the tournament website at https://teamgarbersupportlocal.ca (the “Site”).

We take the privacy of our supporters, golfers, sponsors, donors, and volunteers seriously. This policy is written in plain language so you can clearly understand what information we collect and why.

1. Who We Are

Team Garber Support Local is a community fundraising group based in Milton, Ontario, Canada, organizing an annual charity golf tournament. Funds raised through the tournament are donated to local charities, including organizations such as ROCK (Reach Out Centre for Kids), Darling Home for Kids, and Milton Community Resource Centre.

For the purposes of this policy, Team Garber Support Local is the data controller — we decide what personal information is collected and how it is used.

The Site is technically operated and maintained on our behalf by Zedden I.T. / Zuzart Design (Milton, Ontario), acting as our data processor. Zedden I.T. handles the website infrastructure under our direction but does not independently control how your data is used.

2. Information We Collect

We collect personal information that you voluntarily provide when you interact with the Site, including:

2.1 Golfer Registration

When you register to participate in the tournament, we collect:

  • Full name of the registering individual and each team member
  • Email address
  • Phone number
  • Mailing address (if provided)
  • Dietary restrictions or special requests
  • Payment information (processed via Square or Interac e-Transfer — see Section 4)

2.2 Sponsorship

When you register as a sponsor, we collect:

  • Company or organization name
  • Contact name and title
  • Email address and phone number
  • Mailing address (for receipts and recognition)
  • Logo image files (for display purposes)
  • Website URL (for sponsor recognition)
  • Payment information

2.3 Donations

When you make a donation, we collect:

  • Donor name
  • Email address
  • Donation amount
  • Optional message or dedication
  • Payment information

2.4 Volunteer Signup

When you sign up to volunteer, we collect:

  • Full name
  • Email address
  • Phone number

2.5 Automatically Collected Information

When you visit the Site, certain technical information is automatically collected:

  • IP address (anonymized for analytics purposes where possible)
  • Browser type and version
  • Operating system
  • Pages visited and time spent on each
  • Date and time of visit
  • Referring website (where you came from)

This information is collected through server logs and analytics tools. We use it to maintain site security, troubleshoot technical issues, and understand general usage patterns.

3. How We Use Your Information

We use the personal information we collect for the following purposes:

  • Tournament administration: Managing registrations, team rosters, dietary requirements, check-in, and on-course logistics
  • Communication: Sending confirmations, payment receipts, reminders, tournament updates, and post-event communications (such as thank-you notes and totals raised)
  • Payment processing: Charging registration fees, processing sponsorships, accepting donations, and reconciling payments with our records
  • Sponsor recognition: Displaying sponsor names, logos, and websites on the Site, on printed materials, and during the tournament (with sponsor consent)
  • Volunteer coordination: Assigning volunteer roles, communicating shift details, and coordinating tournament-day logistics
  • Sponsor communications (opt-in only): Where you have specifically requested it by checking the appropriate box during registration, we may share your name and email address with our sponsors so they can send you a small number of event-related communications. See Section 5.2 for full details.
  • Record-keeping: Maintaining historical records of past tournaments, total funds raised, and recipient charities for accountability
  • Legal compliance: Meeting record-keeping obligations under Canadian law

We will not use your personal information for purposes unrelated to those listed above without obtaining your consent.

4. Payment Processing

Payments made through the Site are processed by third-party payment providers. We do not store complete payment card information on our servers.

4.1 Square (Credit / Debit Cards)

Credit and debit card payments are processed by Square Canada. Card details are entered directly into Square’s secure payment form and transmitted directly to Square — they do not pass through our servers. We receive only a transaction reference, the amount paid, and a small portion of the payment metadata (such as the last four digits of the card and the cardholder name).

Square’s privacy practices are available at: https://squareup.com/ca/en/legal/general/privacy

4.2 Interac e-Transfer

Payments made by Interac e-Transfer are received directly into our bank account. We record the sender’s name, email, and reference details to match the payment to your registration. Standard Interac terms apply — please refer to your bank’s privacy policy regarding e-Transfer transactions.

4.3 Cheque (Sponsorships Only)

Sponsorship payments may also be made by cheque, mailed directly to us. We record cheque numbers and deposit dates for reconciliation.

5. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information.

We share personal information only in the following limited circumstances:

5.1 Service Providers

With companies that provide technical services to operate the Site, including:

  • Zedden I.T. / Zuzart Design (Milton, Ontario) — website hosting and maintenance
  • Square Canada — payment processing for credit and debit cards
  • Google LLC — email delivery via Gmail (used for sending confirmations and notifications)
  • Cloudflare, Inc. — content delivery network and security services
  • UpdraftPlus (backup software) — automated off-site backups

5.2 Sponsor Communications (Opt-In Only)

Our tournament is made possible by sponsors from various local industries — including financial services, legal services, trades, retail, and other community businesses. Some of these sponsors are interested in introducing themselves to tournament participants.

If — and only if — you specifically opt in by checking the marketing consent checkbox during registration, sponsorship signup, or donation, we may share only your name, email address and phone numbers with our tournament sponsors. Mailing addresses, payment details, and other personal information are never shared with sponsors regardless of opt-in status.

Important details about this practice:

  • Default is OFF. Opting in requires you to actively check a box. If you don’t check it, your information is not shared with sponsors.
  • Limited to sponsor requests. Even with your opt-in, sponsor data is shared only when a sponsor specifically requests the list — not automatically distributed.
  • One-time disclosure. We provide the opt-in list to each requesting sponsor once. We do not provide ongoing updates.
  • You can withdraw consent at any time. If you change your mind after registering, contact us at [email protected] and we will remove you from any future sponsor disclosures. Note that we cannot recall information already shared with a sponsor — but we will not include you in any further distributions.
  • Sponsors are expected to use this information responsibly. We ask sponsors to limit communications to event-related topics and to honour unsubscribe requests. Sponsors are independent organizations and we cannot guarantee their privacy practices — once data is shared, they become independent controllers of that information. Please review individual sponsors’ privacy policies if you have specific concerns.

5.3 Recipient Charities

Aggregate fundraising information (such as total amounts donated) is shared with the local charities that receive tournament proceeds. Individual donor names may be shared with recipient charities in connection with donation acknowledgments, where appropriate.

5.4 Sponsor Recognition

Sponsor company names, logos, and websites are displayed publicly on the Site and on printed tournament materials. This is part of the sponsorship agreement and does not require additional consent.

5.5 Legal Requirements

Where required by law, court order, or government request, including for tax audits, fraud investigations, or other legitimate legal processes.

6. Data Security

We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction:

  • All Site traffic is encrypted using HTTPS (TLS) certificates
  • Payment information is handled exclusively by PCI-DSS compliant providers (Square)
  • Site infrastructure is hosted on a secured server with firewall and intrusion prevention
  • Database access is restricted to authorized personnel
  • Regular backups are stored off-server in encrypted form
  • Email transmission is authenticated using industry-standard protocols (SPF, DKIM, and DMARC)

Despite these measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Cookies and Tracking Technologies

The Site uses cookies and similar technologies to:

  • Maintain user sessions during registration and checkout
  • Remember your preferences
  • Provide basic analytics about Site usage
  • Enable Cloudflare’s security and performance features

You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of certain Site features, particularly the registration and payment forms.

We do not currently use third-party advertising or behavioral tracking cookies.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy:

  • Registration and payment records: Retained for at least seven (7) years to meet financial recordkeeping obligations under Canadian tax law
  • Communication records (emails sent and received): Retained for two (2) years for accountability and dispute resolution
  • Volunteer information: Retained for one (1) year after the relevant tournament
  • Sponsor marketing consent records: Retained indefinitely as proof of consent (you can withdraw consent at any time, but we keep a record of when consent was originally given)
  • Analytics data: Retained for thirteen (13) months
  • Backups: Retained on rotating schedule for up to ninety (90) days

After the applicable retention period, data is securely deleted or anonymized.

9. Your Rights

Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws, you have the following rights regarding your personal information:

  • Right to access: You may request a copy of the personal information we hold about you
  • Right to correction: You may request that we correct inaccurate or incomplete information
  • Right to deletion: You may request that we delete your personal information, subject to legal retention requirements
  • Right to withdraw consent: You may withdraw consent for future communications at any time, including consent to share information with sponsors (note that this may affect our ability to fulfill registrations or process refunds, and cannot recall information already shared with sponsors)
  • Right to complain: You may file a complaint with the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca

To exercise any of these rights, contact us using the information in Section 12.

10. Children’s Privacy

The Site is not directed at children under the age of 13, and we do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us so we can delete it.

Tournament registrations may include team members who are minors. In such cases, we collect only information necessary for tournament logistics (name, contact info for emergencies, dietary restrictions) and rely on the registering adult to have appropriate authority to share that information. Minors are never included in sponsor marketing lists regardless of opt-in status.

11. International Data Transfers

Some of our service providers may store or process data outside Canada — for example, Google (USA) and Cloudflare (USA). Where data crosses international borders, it remains protected by the service provider’s contractual obligations and applicable data protection laws. By using the Site, you consent to these transfers as necessary for the operation of the services described in this policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will:

  • Update the “Last updated” date at the top of this policy
  • Post a notice on the Site for at least 30 days
  • For significant changes affecting how we use existing data, we will attempt to notify affected individuals by email

We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or wish to exercise any of your rights described in Section 9, please contact:

Team Garber Support Local Email: [email protected] Location: Milton, Ontario, Canada

For technical questions about the Site itself, you may also contact our data processor:

Zedden I.T., Ontario, Canada

This policy was last reviewed and updated on May 14, 2026.