Privacy Policy

1. Introduction

Vancouver Men in Leather ("VML", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

2. Information We Collect

We collect personally identifiable information (PII) that you provide to us when you create an account, update your profile, register for events, or interact with our services. This includes but is not limited to:

• Account and profile information (name, email address, contact information, address)
• Membership information (membership level, member number, membership dates)
• Photos and images (roster photos, identifying photos for event check-in)
• Activity data (event attendance, ticket purchases, volunteer assignments, RSVPs)
• Communication preferences (email opt-in, volunteer opportunity opt-in)
• Roster privacy settings (your preferences for what information is displayed on the member roster)
• Technical information (IP address, browser type, device information, usage patterns) for security and service improvement purposes

You have control over what information you provide and what information is displayed publicly through your account settings and roster privacy preferences.

3. How We Use Your Information

We use your information for the following purposes:

• Account Management: To create and manage your account, authenticate your identity, and provide access to our services
• Event Management: To process event RSVPs, ticket purchases, volunteer shift assignments, and event attendance
• Communication: To send you newsletters, e-blasts, event notifications, and administrative emails (only if you have opted in)
• Member Roster: To display member information on the roster according to your privacy preferences
• Event Check-in: To verify your identity at events using your identifying photo (if provided)
• Security: To protect against fraud, abuse, and unauthorized access
• Legal Compliance: To comply with applicable laws and regulations

4. Data Storage and Security

We take the security of your personal information seriously:

• All passwords are hashed using industry-standard encryption algorithms
• Data is stored on secure servers with appropriate access controls
• We use HTTPS encryption for all data transmission
• Access to personal information is restricted to authorized personnel only
• We regularly review and update our security practices

5. Data Sharing and Disclosure

• Service Providers: We may share information with trusted service providers who assist us in operating our website and conducting our business, such as:
  • Email service providers (for sending newsletters and notifications)
  • Payment processors (PayPal) for processing membership dues and ticket purchases
  • Hosting providers for website infrastructure
  These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
• Legal Requirements: We may disclose your information if required by law or in response to valid legal requests, such as court orders or subpoenas
• Safety and Security: We may share information to protect the rights, property, or safety of VML, our members, or others
• With Your Consent: We may share your information with your explicit consent

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Authentication: To maintain your login session and authenticate your identity
• Session Management: To remember your preferences and maintain your session across page visits
• Security: To protect against unauthorized access and detect fraudulent activity
• Cookie Consent: To remember your cookie consent preferences

You can control cookie preferences through your browser settings. However, disabling certain cookies may limit your ability to use some features of our website.

7. Third-Party Services

We use the following third-party services that may collect information:

• Google reCAPTCHA: Used to protect our forms from spam and abuse. Google's privacy policy applies to reCAPTCHA usage.
• PayPal: Used for processing payments. PayPal's privacy policy applies to payment transactions.
• Email Service Providers: Used for sending emails. These providers are contractually obligated to protect your information.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: You can access and review your personal information through your account dashboard
• Correction: You can update your personal information at any time through your account settings
• Deletion: You can request deletion of your account and associated data by contacting us
• Roster Privacy: You control what information is displayed on the member roster through your privacy settings
• Email Preferences: You can opt in or opt out of email communications at any time through your account settings or by using the unsubscribe link in emails
• Cookie Preferences: You can manage cookie preferences through your browser settings

9. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal or legitimate business purposes.

10. Children's Privacy

Our services are intended for individuals who are 19 years of age or older. We do not knowingly collect personal information from individuals under 19 years of age. If you believe we have collected information from someone under 19, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: board@vmlclub.com
• Contact Form: Visit our contact page