01

Introduction

West Point Grey Academy Swim & Safety (“WPGA Swim”, “we”, “our”, or “us”) is committed to protecting the privacy of all individuals who interact with our programs, including students, parents, guardians, volunteers, and staff.

This Privacy Policy explains what personal information we collect, why we collect it, how it is used and protected, and what rights you have in relation to your data. It applies to all WPGA Swim & Safety programs, our website, and all related registration or communication platforms.

02

Information we collect

We collect only the information necessary to deliver safe, high-quality swimming and water safety education.

Personal identification

• Full legal name of participant and parent/guardian
• Date of birth and age of participant
• Home address, phone number, and email address
• Emergency contact name and phone number

Health & safety information

• Medical conditions relevant to aquatic participation (e.g. epilepsy, asthma, heart conditions)
• Known allergies and current medications
• Swimming ability and prior training history
• Physician or healthcare provider contact, if provided

Program & payment information

• Program enrollment records and session attendance
• Payment details processed securely via third-party providers — we do not store card numbers
• Scholarship or financial assistance applications

Website & communications

• Contact form submissions and email correspondence
• Basic website usage data collected via cookies

03

How we use your data

Your information is used strictly for the purposes for which it was collected:

We do not use your personal information for automated decision-making, profiling, or targeted advertising.

04

Sharing & disclosure

We do not sell, rent, or trade personal information. We may share it only in the following limited circumstances:

• With certified instructors and staff who require it to deliver safe instruction
• With West Point Grey Academy administration for enrolled students
• With trusted service providers (e.g. payment processors) under strict data agreements
• With emergency services or medical personnel when participant safety is at risk
• With regulatory bodies when required by law (e.g. Lifesaving Society, BC Ministry of Education)
• With your explicit consent, such as for program photos or testimonials

05

Data retention

We retain personal information only as long as necessary to fulfill the purposes described in this policy or as required by law:

• Enrollment and attendance records: 7 years after last participation
• Health and safety information: duration of enrollment, then securely destroyed
• Payment records: 7 years (CRA requirements)
• Photographs and media: indefinitely, or until consent is withdrawn
• Email correspondence: 3 years

06

Security measures

We implement appropriate technical and organizational safeguards to protect your data, including:

• Encrypted storage of all digital records
• Access controls limiting data to authorized personnel only
• Secure, password-protected registration and communication platforms
• Physical security for paper-based records
• Regular review of data handling practices by program administration

In the event of a data breach posing a real risk of significant harm, we will notify affected individuals and the Office of the Information and Privacy Commissioner of BC as required by law.

07

Your rights

Under BC’s Personal Information Protection Act (PIPA), you have the following rights:

To exercise any of these rights, email privacy@wpgaswim.ca. We will respond within 30 days.

08

Children’s privacy

Our programs primarily serve participants under 18. We are committed to protecting the privacy of minors:

• All enrollment and consent forms must be completed by a parent or legal guardian
• Health and medical information for minors is treated with heightened confidentiality
• Photos or videos of minors are only captured and used with explicit written parental consent
• We do not allow minors to independently register or submit personal data online
• Minors’ data is never shared for marketing or commercial purposes

09

Cookies

Our website uses a small number of cookies to ensure basic functionality and improve your experience. We do not use third-party advertising cookies.

• Essential cookies: required for navigation and secure form submissions
• Analytics cookies: anonymous, aggregated usage data (opt-out available)
• Session cookies: temporary, deleted when you close your browser

You can manage or disable cookies through your browser settings. Disabling essential cookies may affect certain site features.

10

Policy changes

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we make significant changes, we will notify registered participants via email and update the “Last Updated” date at the top of this page.

Continued use of our programs or services after changes are posted constitutes acceptance of the updated policy.

11

Contact us

If you have questions, concerns, or requests related to this Privacy Policy, please contact our Privacy Officer:

• Email: privacy@wpgaswim.ca
• Phone: (604) 555-1234
• Mail: WPGA Swim & Safety, West Point Grey Academy, 4125 West 8th Avenue, Vancouver, BC, V6R 4M6

If you are unsatisfied with our response, you may contact the Office of the Information and Privacy Commissioner for BC at www.oipc.bc.ca.