Last updated: October 20, 2026

Order of the Bear is a volunteer-run, registered not-for-profit community organization based in Rockwood, Ontario, Canada. We respect the privacy of our members, visitors, volunteers, supporters, donors, sponsors, and event participants.

This Privacy Policy explains what personal information we collect, how we use and protect it, who we may share it with, and the choices available to individuals.

1. Information We Collect

Depending on how you interact with Order of the Bear, we may collect the following information:

  • Name and email address
  • Membership type, status, and renewal information
  • Names and membership details of individual family members
  • Age or date-of-birth information where needed to establish membership eligibility, voting eligibility, or age-appropriate participation
  • Parent or guardian information where appropriate for minors
  • Gaming preferences, interests, and experience levels
  • Interest in volunteering, hosting games, or organizing activities
  • Event registrations and participation information
  • Newsletter subscriptions and communication preferences
  • Payment confirmations and transaction information
  • Donation and sponsorship information
  • Information voluntarily provided when contacting the club
  • Photos or videos taken during club activities

Our website may also collect technical information, including browser type, device information, pages visited, approximate geographic location, and interactions with website features.

We aim to collect only the information reasonably necessary for the club’s activities, administration, and legal obligations.

2. How We Use Personal Information

We may use personal information to:

  • Process and administer memberships
  • Maintain individual legal membership records
  • Administer membership renewals and payments
  • Determine membership standing and voting eligibility
  • Maintain records for general meetings, elections, and other club governance activities
  • Organize game nights, tournaments, workshops, and events
  • Understand members’ gaming interests and plan programming
  • Coordinate volunteers, game hosts, and activity organizers
  • Communicate about membership, events, and club operations
  • Send newsletters and announcements where permitted
  • Process donations and sponsorships
  • Respond to questions, inquiries, and requests
  • Improve website performance and visitor experience
  • Support club safety and general administration
  • Meet applicable legal and financial obligations

3. Individual and Family Membership Records

Order of the Bear offers Individual and Family Memberships. Each person registered under a Family Membership is treated as an individual legal member of the organization.

We maintain individual membership information for each registered family member, including information needed to administer membership standing and applicable governance and voting rights.

Family memberships may be linked to a primary contact responsible for membership payments and renewals.

Information about children and youth is collected only where reasonably required for membership administration, eligibility, and participation. Where appropriate, information is provided by a parent or legal guardian.

Membership records are accessible only to authorized individuals, except where access or disclosure is required by applicable law or the organization’s governing documents.

4. Membership Administration and GoHighLevel

Order of the Bear uses GoHighLevel (GHL), a third-party customer relationship management and communications platform, to help administer membership applications and club communications.

Information maintained in GHL may include contact details, membership information, gaming interests, event interests, volunteer preferences, communication consent, and related administrative records.

Authorized club administrators may use this information to manage membership records, send relevant communications, and organize club activities.

5. Payments, Donations, and Sponsorships

Order of the Bear may use third-party payment processors, including PayPal or Stripe when enabled, to accept membership payments, donations, and other payments.

Payment providers process sensitive payment information according to their own security practices and privacy policies.

Order of the Bear does not intentionally store complete credit card numbers, bank account credentials, or payment account passwords in its membership database.

We may retain transaction confirmations, payment amounts, dates, and other information reasonably needed for financial administration and recordkeeping.

6. Email Communications

We may send administrative communications concerning membership applications, payments, renewals, member meetings, elections, and event registrations.

We may also send newsletters, club announcements, event invitations, and promotional communications where permitted by applicable law.

Individuals may withdraw consent to optional marketing communications by using the unsubscribe instructions provided or by contacting the club directly.

Unsubscribing from promotional communications does not necessarily prevent administrative messages required to manage an existing membership or transaction.

We use GoHighLevel and associated email services for membership and club communications.

7. Website Analytics, Cookies, and Tracking

Our WordPress website uses Google Analytics 4 and Google Tag Manager to help us understand how visitors find and interact with our website.

These technologies may collect information such as:

  • Pages visited and approximate visit duration
  • Traffic sources and referral websites
  • Browser and device information
  • Approximate geographic location
  • Interactions with website links and features
  • Selected activities such as outbound link clicks, membership applications, or registration interactions

Google Analytics may use cookies and similar technologies to distinguish visits and measure website activity. Information may be processed by Google in accordance with its privacy practices.

We do not intentionally transmit members’ names, email addresses, or other directly identifying membership information to Google Analytics.

Visitors may manage or restrict cookies through their browser settings. Disabling cookies may affect some website features or the accuracy of analytics reporting.

For additional information, visit Google’s Privacy Policy .

8. Photos, Video, and Event Media

Order of the Bear may take photographs or record video during club events, game nights, workshops, tournaments, and other community activities.

Approved images and recordings may be used to:

  • Share club news and community updates
  • Promote events and club activities
  • Showcase games, workshops, and hobby projects
  • Recognize volunteers and community participation
  • Support sponsorship, grant, and fundraising materials
  • Publish content on the club website, social media, Discord, and other club communication channels

Where appropriate, we obtain separate consent for the use of identifiable photographs and recordings. Purchasing a membership does not automatically constitute consent to promotional photography.

If you do not wish to appear in identifiable club media, please notify an event organizer or club volunteer.

For children and youth, appropriate permission from a parent or guardian is required before identifiable images are used for promotional purposes.

If an identifiable image has been published and you have a concern, you may contact us to request its removal. We will make reasonable efforts to address such requests.

We do not sell club photographs or videos for unrelated commercial advertising.

9. Sharing Personal Information

Order of the Bear does not sell or rent personal information or membership contact lists.

We may share limited information where reasonably necessary to operate the organization, including with:

  • GoHighLevel and related communications providers
  • GoDaddy, WordPress-related services, and website providers
  • Google Analytics and related website measurement services
  • Payment processors used for club transactions
  • Event registration and administration providers
  • Authorized directors, administrators, and volunteers
  • Regulatory or legal authorities when disclosure is required

Service providers may process or store information outside Canada. Information processed in other jurisdictions may be subject to the laws of those jurisdictions.

10. Protecting Personal Information

We take reasonable administrative and technical measures to protect personal information against unauthorized access, misuse, loss, or disclosure.

Access to member records is limited to authorized directors, administrators, volunteers, or service providers who require the information for legitimate club purposes.

No electronic storage or transmission system is completely secure, but we endeavour to use appropriate safeguards.

11. How Long We Keep Information

We retain personal information for as long as reasonably necessary to administer memberships, organize events, maintain required governance and financial records, meet legal obligations, and operate the club.

When information is no longer reasonably required, we may delete, anonymize, or securely archive it, subject to applicable recordkeeping obligations.

12. Accessing and Correcting Your Information

You may contact Order of the Bear to:

  • Request access to your personal information
  • Correct inaccurate or outdated information
  • Update your membership contact details
  • Change your communication preferences
  • Withdraw optional marketing consent
  • Ask about the deletion of personal information
  • Raise a privacy-related concern

Some records may need to be retained for legal, financial, membership, or governance purposes.

13. External Websites and Services

Our website may link to external services, including Discord, payment providers, social media platforms, and other third-party websites.

These services operate under their own privacy policies and terms. We encourage visitors to review those policies before providing information.

14. Contact Us About Privacy

If you have questions, concerns, or requests concerning this Privacy Policy or your personal information, please contact:

Order of the Bear
Rockwood, Ontario, Canada
Email: orderofthebear@outlook.com

You may also visit our Contact Us page .

15. Changes to This Privacy Policy

Order of the Bear may update this Privacy Policy as our website, membership systems, services, or club activities change.

Updates will be published on this page with a revised last-updated date.