Last updated April 9, 2026.

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Espace Sutton is a non-profit organization based in Sutton, Quebec, dedicated to serving our community. We are committed to preserving the confidentiality of all personal information you share with us.

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To comply with Law 25, it is important that we share this privacy policy. We ask that you read it to stay informed about what personal information we collect and how we intend to use it. Law 25 is an Act passed by the Quebec government that modernizes legislative provisions relating to the protection of personal information, which aims to protect personal information about an individual that directly or indirectly allows for their identification.

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Following is our personal information management policy, which covers the collection, use, and processing of your personal information. The policy also contains important information about your rights regarding the collection of personal information.

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We only use your information as prescribed in this policy, in accordance with the Law, and some personal information is necessary to provide you with our services.

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Reasons why we collect personal information

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We collect personal information for various reasons to enable us to fulfill our mission as a non-profit and offer community services. The primary reasons include:

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●     Processing memberships and donations

●     Registering participants for activities and events

●     Managing volunteer applications and coordination

●     Sending newsletters and community updates

●     Responding to inquiries via our contact forms

●     Billing and administrative processing for services or rentals

 

Please note that this policy applies exclusively to personal information of individuals as required by the Law.

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Information collected

As part of our activities, we may collect information including your name, home address, email, phone number, and payment information for donations or fees. For specific community programs, we may collect additional relevant details provided voluntarily by the participant.

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Scope

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This Policy applies to all types of personal information obtained by Espace Sutton as part of its activities, whether it be information about its members, donors, participants, volunteers, partners, suppliers, or visitors to the organization’s website.

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Personal information is information:

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●     That concerns an individual and which directly or indirectly allows for their identification.

●     A person’s professional or business contact information does not generally constitute personal information. For example: a person’s name, title, address, email address, or work phone number.

 

In all cases, we only collect information if we have a valid reason to do so.

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Person in charge of personal information protection

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Espace Sutton has appointed a Privacy Officer responsible for personal information protection. For any questions about this Policy or to exercise your rights, you can contact the Privacy Officer using our contact form

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Attn: Privacy Officer

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We will respond to inquiries within 30 days.

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Parties from whom we collect information

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We collect your information directly from you when you communicate or interact with us, whether online, by phone, or in person.

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Provided personal information

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If you provide us with personal information about other individuals (such as family members for a group registration), you must ensure that you have duly informed them that you are providing us with their information and have obtained their consent to such information sharing.

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Sharing and access

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Your information will not be shared without your consent. If it becomes necessary to share data with partners for a specific event or program, prior consent will be requested. We will not disclose any personal information unless you have consented to this or if we have received legal authorization.

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Collaborators

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Third-party collaborators (such as IT service providers or payment processors) who may have access to information in the context of their services have confidentiality obligations in place. They undertake to use this information only for the purposes mentioned in the agreement and to afford it the same level of protection as we do.

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Consent obtainment When you provide us with your personal information to participate in our activities or support our mission, you are deemed to have consented to its collection, use, and disclosure for those purposes. If we need to use your information for a purpose other than the original intent, we will obtain your explicit consent.

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We do not obtain your consent in certain situations provided by law, such as:

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●     To prevent, detect, or stop fraud

●     For the evaluation and improvement of security measures

●     For the benefit of the individual concerned

 

Technologies used Our website uses cookies, such as:

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●     Necessary cookies for basic website functions.

●     Analytical cookies to understand how visitors interact with the website.

●     Functional cookies to execute certain features like social media sharing.

 

Technological means used We collect personal information through technological means such as online registration forms, secured email, and physical intake forms.

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Security measures

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Espace Sutton implements measures to limit access to personal information only to authorized employees or volunteers for whom the information is necessary to perform their duties. Digital files are protected by passwords and encryption where applicable. Physical files, if any, are kept in secured, locked locations.

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Retention period

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We retain your information for as long as necessary to achieve the purposes for which it was collected or as long as required by law. Generally, we retain information for the duration of your active relationship with Espace Sutton.

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At the end of the retention period, Espace Sutton will ensure that information is safely destroyed or anonymized.

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Storage locations

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It is possible that personal information may be communicated outside of Quebec when we use cloud service providers (such as Google Workspace, Microsoft, or specialized donor management software) whose servers may be located outside the province.

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Information security We make significant efforts to protect your personal information against loss, theft, unauthorized access, or disclosure. Our measures include:

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●     Limiting access to authorized personnel only.

●     Password management and multi-factor authentication where possible.

●     Maintaining internal procedures for data handling.

 

No online transmission or digital storage method is completely secure. While we have implemented high security measures, transmissions are done at your own risk.