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Privacy Policy
Last updated: May 13, 2026
Order of the Bear is a volunteer-run not-for-profit community organization based in Rockwood, Ontario. We respect the privacy of our members, visitors, volunteers, supporters, donors, sponsors, and event participants.
This Privacy Policy explains what information we may collect, how we use it, how we protect it, and how we handle photos and media taken at club activities.
Information We May Collect
Order of the Bear may collect personal information when someone becomes a member, contacts us, attends an event, volunteers, donates, sponsors a program, or participates in club activities.
This information may include:
- Name
- Email address
- Membership type
- Volunteer interest or availability
- Donation or sponsorship information
- Event registration or attendance information
- Basic payment confirmation details
- Photos or video taken during club activities
We try to collect only the information reasonably needed to operate the club, communicate with participants, manage memberships, organize events, accept support, and build community programming.
How We Use Personal Information
We may use personal information to:
- Manage Community Supporter Memberships
- Process membership payments or donations
- Communicate about events, programs, volunteering, donations, or sponsorships
- Respond to questions or requests
- Organize game nights, events, programs, and community activities
- Track volunteer participation where needed
- Recognize sponsors, donors, or supporters when appropriate
- Promote club activities through photos, updates, and community posts
- Support safety, organization, and basic administration of the club
Memberships, Donations, and Payments
Order of the Bear may use third-party tools, such as WordPress plugins and payment processors, to manage memberships, donations, and payments.
Payment information may be processed by third-party services such as PayPal. Order of the Bear does not intend to store full credit card numbers, bank account numbers, or PayPal login details on our website.
Third-party services may have their own privacy policies and terms. When you use those services, their privacy practices may also apply.
Photos, Video, and Media
Order of the Bear may take photos or video during club events, open game nights, special events, community activities, workshops, and gatherings.
These photos or videos may be used to:
- Share club updates
- Promote events
- Show what Order of the Bear is like
- Recognize community participation
- Support grant, sponsorship, or community impact materials
- Post on our website, social media, Discord, event pages, newsletters, or promotional materials
Our membership form may include a photo and media consent section. By signing that section, members give Order of the Bear permission to use photos or video that may include them for club-related purposes.
If you do not want to be photographed or included in club media, please tell an Order of the Bear volunteer before or during the event. We will make reasonable efforts to respect your request. If a photo has already been posted and you would like it removed, please contact us.
For children and youth, a parent or guardian should provide permission before identifiable photos or video are used in club promotional materials.
Event Photography Notice
Because Order of the Bear is a community club, some events may include group photos, table photos, activity photos, or background images of the space. We encourage anyone with privacy concerns to speak with a volunteer when they arrive.
We do not use photos or videos for unrelated commercial advertising, sale to third parties, or purposes unrelated to Order of the Bear’s community activities.
How We Share Information
Order of the Bear does not sell personal information.
We may share limited information only when needed to operate the club, manage services, process payments, support events, comply with legal requirements, or work with trusted service providers.
Examples may include payment processors, website tools, email services, event tools, or volunteers who need limited information to help operate a program or event.
How We Protect Information
We take reasonable steps to protect personal information from unauthorized access, misuse, loss, or disclosure.
Access to personal information is limited to volunteers, directors, or service providers who need it for club-related purposes. We also try to use reputable tools and services for website, payment, membership, and communication functions.
How Long We Keep Information
We keep personal information only as long as reasonably needed for membership records, event administration, donation records, sponsorship records, communication, reporting, legal, financial, or organizational purposes.
When information is no longer needed, we may delete it, archive it, or remove identifying details where practical.
Email and Communications
If you contact Order of the Bear by email, we may use your email address to respond to your message and manage the reason you contacted us.
If we send newsletters or regular updates in the future, we will aim to provide a clear way to unsubscribe or stop receiving those messages.
Website and Cookies
Our website may use basic WordPress cookies or third-party tools needed for normal website function, security, membership processing, donations, payments, or embedded services such as maps.
If we add analytics, advertising tools, or other tracking services in the future, we may update this Privacy Policy to explain how those tools are used.
Accessing or Updating Your Information
You may contact us to ask what personal information we have about you, request a correction, ask a question, or request that certain information or photos be removed where reasonable and practical.
Some information may need to be kept for financial, legal, safety, membership, or organizational recordkeeping purposes.
Contact Us About Privacy
If you have questions about this Privacy Policy, membership information, photos, media use, or how Order of the Bear handles personal information, please contact us.
Policy Updates
Order of the Bear may update this Privacy Policy from time to time as our website, membership tools, donation tools, events, or community programming change.
Updates will be posted on this page with a revised update date.