Privacy Policy

1. Purpose

The Swiss Rifle Club of Canada ("SRCC", "the Club", "we", "our", or "us") is committed to protecting the privacy and security of our members, guests, volunteers, and visitors.

This Privacy Policy explains:

• What personal information we collect;
• Why we collect it;
• How we use and protect it;
• Who it may be disclosed to; and
• The rights of individuals regarding their personal information.

The Club collects, uses, and discloses personal information only as necessary to comply with legal requirements, operate the Club, administer memberships, manage range activities, and support shooting sports programs.

2. Information We Collect

Depending on your involvement with the Club, we may collect the following information:

Membership Information

• Full name
• Mailing address
• Email address
• Telephone number
• Membership number
• Date of birth (where required)
• Firearms licence (PAL/RPAL) number where required by law
• Membership status and renewal information

Range Usage Information

• Dates and times of range attendance
• Range sign-in records
• Participation in matches, competitions, training, and events
• Guest attendance records

Website Information

When members use the Club website, the website may collect:

• Username and password credentials
• Account profile information
• Website usage logs
• Technical information such as IP addresses, browser type, and access times for security and system administration purposes

Photographs and Video

The Club may collect photographs and video recordings at Club facilities and events for:

• Security and safety purposes
• Documentation of Club activities
• Newsletters and promotional materials
• Reporting on competitions and events
• Providing members with information about range conditions and activities

3. Why We Collect Personal Information

The Club collects personal information for the following purposes:

Legal Compliance

The Club is required to maintain certain records under applicable federal and provincial laws, including firearms legislation and regulations governing approved shooting clubs and shooting ranges.

Membership Administration

To:

• Process membership applications and renewals
• Verify eligibility for membership
• Communicate with members
• Maintain membership records
• Provide Club services and benefits

Club Operations

To:

• Manage range access and safety
• Organize competitions, training, and events
• Maintain attendance records
• Respond to member inquiries
• Administer volunteer and governance activities

Safety and Security

To:

• Protect Club property and facilities
• Investigate incidents or safety concerns
• Verify compliance with Club rules and applicable laws

4. Disclosure of Personal Information

The Club does not sell, rent, trade, or commercially distribute personal information.

Personal information may be disclosed only in the circumstances described below.

Government and Regulatory Authorities

The Club may disclose information when required or authorized by law, including to:

• Chief Firearms Officers
• Law enforcement agencies
• Courts or other lawful authorities
• Government agencies responsible for administering applicable legislation

For example, federal regulations may require the Club to provide records relating to firearm licence holders, membership, range attendance, or participation in shooting activities.

Provincial and National Shooting Organizations

The Club may share limited information with organizations that administer sanctioned competitions, insurance programs, membership affiliations, or shooting sport activities, including the Alberta Provincial Rifle Association (APRA), when necessary for those purposes.

Service Providers

The Club may use third-party service providers to support website hosting, membership management, payment processing, email communications, cloud storage, or information technology services.

Where service providers have access to personal information, they are expected to use appropriate safeguards and may access information only as necessary to perform services on behalf of the Club.

Emergency or Safety Situations

Information may be disclosed where necessary to protect the health, safety, security, or legal rights of Club members, guests, volunteers, or the public.

5. Method of Disclosure

Personal information may be disclosed through:

• Secure electronic transmission
• Password-protected online systems
• Encrypted email where appropriate
• Paper records provided in accordance with legal requirements
• Secure access granted to authorized organizations or authorities

The Club limits disclosure to the minimum information reasonably necessary for the stated purpose.

6. Protection of Personal Information

The Club takes reasonable administrative, technical, and physical measures to safeguard personal information.

These safeguards include:

Access Controls

• Members can access only their own personal profiles.
• Access to member records is restricted to authorized Club officials and administrators who require the information to perform their duties.

Technical Security

• Password-protected systems
• User authentication controls
• Secure website hosting
• Security monitoring and logging
• Regular software updates where applicable

Physical Security

• Secure storage of paper records
• Restricted access to records containing personal information

Data Minimization

The Club collects only the information reasonably required for legal, operational, and administrative purposes.

While no system can guarantee absolute security, the Club strives to use reasonable safeguards appropriate to the sensitivity of the information being maintained.

7. Retention of Information

Personal information is retained only as long as necessary to:

• Fulfill the purposes described in this policy;
• Meet legal and regulatory requirements; or
• Resolve disputes and enforce Club policies.

Certain records relating to firearms legislation and shooting club operations must be retained for minimum periods prescribed by law.

When information is no longer required, it will be securely destroyed or anonymized where practical.

8. Photographs and Video

Photographs and video recordings may be taken at Club facilities, matches, training sessions, and events.

By participating in Club activities, members acknowledge that photographs or video may be used for:

• Club newsletters
• Club websites and social media
• Competition reporting
• Historical archives
• Promotional and educational materials
• Security and surveillance purposes

Members who have concerns regarding the use of photographs for promotional purposes may contact the Club Executive. While the Club will consider reasonable requests, certain images related to public events, competitions, security, or historical records may be retained and used where appropriate.

9. Information Provided on Behalf of Others

Where a parent, guardian, family administrator, or membership administrator provides personal information about another individual, the person providing the information represents that they have the authority to do so and that the individual has been informed of this Privacy Policy where appropriate.

10. Access and Correction Requests

Members may request access to their personal information held by the Club and may request correction of inaccurate or incomplete information.

Requests should be submitted to the Club Executive or Privacy Officer.

The Club may require verification of identity before providing access to personal information.

11. Changes to This Policy

The Club may update this Privacy Policy from time to time to reflect changes in legal requirements, Club operations, or privacy practices.