Privacy Policy

The Richmond Hill Board of Trade ("RHBOT," "we," "us," or "our") respects the privacy of our members, event attendees, employees, volunteers, partners, sponsors, visitors, and other individuals who interact with our organization.

 

We are committed to handling personal information responsibly, transparently, and in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.

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1. Personal Information We Collect

Personal information is information about an identifiable individual. Depending on how you interact with RHBOT, we may collect information such as:

• your name, email address, telephone number, mailing address, job title, organization, and other business or contact information;

• membership, event registration, sponsorship, program participation, and transaction information;

• communication preferences and records of communications with us;

• survey responses, feedback, interests, and other information you voluntarily provide;

• photographs, video, or audio recordings captured at RHBOT events or activities;

• website and electronic communication information, such as IP addresses, browser information, cookies, analytics data, and interactions with emails or our website; and

• other information reasonably required to administer our membership, programs, events, services, and operations.

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We seek to collect only the information reasonably necessary for identified and legitimate purposes.

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2. How We Use Personal Information

RHBOT may use personal information to:

• administer memberships and maintain member records;

• process event registrations, payments, sponsorships, and other transactions;

• deliver programs, services, benefits, publications, and communications;

• communicate information about RHBOT activities, events, opportunities, and services;

• facilitate business networking and connections where appropriate;

• administer surveys, consultations, awards, committees, and other organizational initiatives;

• understand participation and engagement and improve our programs, services, communications, and website;

• maintain the security and integrity of our systems and operations;

• meet legal, regulatory, financial, and administrative requirements; and

• carry out other purposes disclosed at or before the time information is collected.

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Where required, we will obtain consent before using personal information for a materially different purpose.

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3. Events, Photography and Recording

RHBOT events are professional and community-facing activities at which photography, video recording, and occasionally audio recording may occur.

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By registering for or attending an RHBOT event, attendees acknowledge that photographs, video, or recordings in which they appear may be captured and used by RHBOT for legitimate organizational and promotional purposes, including RHBOT publications, reports, advertising, social media, websites, newsletters, archival materials, and other communications.

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RHBOT may identify individuals appearing in photographs or recordings where appropriate, particularly speakers, award recipients, sponsors, dignitaries, and other event participants.

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Where reasonably practicable, an attendee who does not wish to be intentionally photographed or recorded may advise RHBOT staff at the event. While RHBOT will make reasonable efforts to accommodate such requests, we cannot guarantee exclusion from incidental or background photography or recordings taken in public or group settings.

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Photography or recording by attendees, media, sponsors, venues, or other third parties may also occur at RHBOT events. RHBOT is not responsible for the independent collection or use of images or recordings by third parties.

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4. Networking and Attendee Information

RHBOT events are intended in part to facilitate professional networking and business connections.

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Where RHBOT intends to distribute an attendee list or other attendee information, we will identify the information to be shared and the purpose for doing so. Attendees will be provided with an appropriate opportunity to consent or opt out where required.

RHBOT does not sell or rent personal information to third parties.

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Business contact information that individuals intentionally make available for professional networking purposes may be treated differently from personal contact information in accordance with applicable law.

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5. Communications and Marketing

RHBOT may use contact information to provide communications relating to membership, registrations, transactions, programs, services, and other activities in which an individual participates.

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With consent or as otherwise permitted by law, we may also send newsletters, event announcements, promotional communications, member information, and other updates.

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Recipients may unsubscribe from electronic marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting RHBOT. Certain administrative or transactional communications may still be necessary where an individual maintains an active relationship with RHBOT.

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6. Service Providers and Third Parties

RHBOT uses third-party service providers and technology platforms to support our operations. These may include providers of website hosting, membership and customer relationship management systems, event registration, payment processing, email communications, cloud storage, accounting, analytics, productivity software, and other business services.

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Personal information may be processed or stored by these providers where reasonably necessary to provide their services to RHBOT. We seek to use reputable service providers and limit access to information to what is reasonably required for the services being provided.

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Information may also be disclosed where required or permitted by law, including in response to lawful legal processes or regulatory requirements.

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7. Artificial Intelligence and Automated Technologies

RHBOT may use artificial intelligence ("AI"), automation, transcription, analytics, or similar technologies to support its operations. Examples may include assisting with meeting notes or transcription, drafting and summarizing content, analyzing non-sensitive organizational information, improving communications, supporting administrative processes, or analyzing aggregated engagement information.

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Where personal information is processed using these technologies, RHBOT will seek to use it only for legitimate organizational purposes and with appropriate consideration for privacy, confidentiality, security, and the sensitivity of the information involved.

RHBOT does not intentionally use sensitive personal information to train publicly available artificial intelligence models.

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AI-assisted outputs used in RHBOT operations may be subject to human review where appropriate. RHBOT remains responsible for its handling of personal information regardless of the technology used to process it.

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8. Website, Cookies and Analytics

Our website and digital services may use cookies, analytics tools, pixels, tags, tracking links, and similar technologies.

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These technologies may collect information such as browser type, device information, IP address, pages visited, referring pages, approximate location, interactions with website content, and interactions with electronic communications.

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We may use this information to operate and secure our website, understand how our digital services are used, measure communications and campaigns, improve user experience, and evaluate the effectiveness of RHBOT programs and services.

Users may be able to restrict or disable certain cookies through their browser or device settings. Doing so may affect the operation of some website features.

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9. Information Security

RHBOT uses reasonable administrative, technical, and physical safeguards appropriate to the nature and sensitivity of the personal information under our control.

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Access to personal information is limited to employees, volunteers, contractors, and service providers who reasonably require access for authorized purposes.

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No electronic system or method of transmission can be guaranteed to be completely secure. Where a privacy or security breach occurs, RHBOT will respond in accordance with applicable legal requirements.

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10. Retention and Disposal

RHBOT retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, financial, contractual, and operational requirements.

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Information that is no longer required will be securely deleted, destroyed, or anonymized as appropriate.

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Certain historical materials, including photographs, publications, awards records, event records, and organizational archives, may be retained as part of RHBOT's legitimate historical and institutional record.

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11. Access, Correction and Withdrawal of Consent

Individuals may request access to personal information held about them and may request that inaccurate or incomplete information be corrected, subject to applicable legal limitations.

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Where RHBOT relies on consent, individuals may withdraw that consent subject to reasonable notice and any legal or contractual restrictions. Withdrawal of consent may affect RHBOT's ability to provide certain services or benefits.

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Requests may be made using the contact information below.

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12. External Websites and Services

RHBOT's website and communications may contain links to websites or services operated by other organizations.

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RHBOT is not responsible for the privacy practices, content, or security of third-party websites or services. Individuals are encouraged to review the privacy policies of those organizations before providing personal information.

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13. Changes to This Policy

RHBOT may update this Privacy Policy periodically to reflect changes in our operations, technology, legal requirements, or privacy practices.

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The current version will be published on our website with the date of the most recent update. Where a change materially affects how we collect, use, or disclose personal information, we will take additional steps to provide notice or obtain consent where required.

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14. Questions, Requests and Complaints

Questions, concerns, requests for access or correction, or complaints regarding RHBOT's privacy practices may be directed to:

The Richmond Hill Board of Trade
376 Church Street South
Richmond Hill, Ontario L4C 9V8
905-884-1961
info@rhbot.ca

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RHBOT will review privacy inquiries and complaints and take reasonable steps to address them.

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Additional information regarding privacy rights in Canada is available from the Office of the Privacy Commissioner of Canada.

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Last Updated: August 2026