Alberta Equestrian Federation (AEF) Privacy Policy
Effective Date: July 30, 2025
1. Introduction
At the Alberta Equestrian Federation Society (“AEF,” “we,” “us,” or “our”), we are committed to providing our members, clients, and employees with exceptional service. As part of providing these services, we collect, use, and disclose personal information. We understand the importance of protecting your personal data and have taken steps to ensure that your information is handled responsibly.
This Privacy Policy outlines how we collect, use, store, and protect your personal information. It is designed to meet the requirements of the Personal Information Protection Act (PIPA) of Alberta and the Government of Canada’s privacy regulations. Our commitment is to safeguard your privacy while ensuring the accuracy, confidentiality, and security of your personal data.
2. Definitions
Personal Information: Information that can identify an individual, including characteristics such as gender, age, income, ethnic background, family status, and views (e.g., political opinions, religious beliefs).
Contact Information: Information used to contact an individual, such as name, telephone number, address, email, or fax number. This is not covered by this policy or PIPA.
Privacy Officer: The person responsible for ensuring compliance with this Privacy Policy and PIPA.
Service Provider: An organization providing services to AEF, which may include subcontractors, parent corporations, or affiliates.
3. Collecting Personal and Contact Information
We will only collect personal information that is necessary for the following purposes:
• Communication: Name, address, phone number, email, etc., to communicate with you about AEF memberships, programs, events, and activities.
• Employment: Banking information, Social Insurance Number (SIN), criminal record check, resume, and beneficiary details for payroll, insurance, and health plans.
• Volunteer/Coaching Programs: Criminal record checks and personal reference information.
Medical Emergency: Contact information for use in the event of an emergency.
• Insurance: Name, address, phone number, gender, date of birth, and email for insurance purposes and related claims.
• Membership Renewal: Contact information for annual membership renewals and communications, including newsletters like E-News and magazines like Alberta Bits.
• Membership Verification: Member details for verification at AEF-affiliated events and programs.
4. Cookies
Cookies are small text files that help track the usage and improve the functionality of the website. AEF uses cookies for:
• Tracking website traffic: To understand how many people visit the website and which pages are most visited.
• Improving site performance: Enhancing the user experience by analyzing and optimizing content.
Cookies do not collect personally identifiable information.
5. Links to Other Websites
Our website may contain links to third-party websites. Once you leave our site, we are not responsible for the protection of your personal data on those sites. We recommend reviewing their privacy policies.
6. Consent
By providing personal information to AEF, you consent to its collection, use, and disclosure as outlined in this Privacy Policy. Consent may be provided in writing, orally, electronically, or implied when the purpose for which the information is being collected is obvious and you voluntarily provide it.
In certain situations, we may collect, use, or disclose personal information without consent, such as:
• Legal requirements: Where permitted or required by law.
• Emergency situations: If personal information is needed for health, safety, or security reasons.
• Publicly available information: If information is publicly available (e.g., phone directories).
7. Using and Disclosing Personal Information
We will use or disclose your personal information for the purposes it was collected, or for purposes reasonably related to those, such as:
• Conducting surveys to improve our services.
• Contacting members about services that may be of interest.
We will not use or disclose your personal information for any other purpose without your consent unless allowed by law.
8. Retaining Personal Information
AEF will retain personal information only as long as necessary to fulfill the purposes outlined or to comply with legal or business requirements. If personal information is used to make a decision affecting you, we will retain it for at least one year, allowing you the opportunity to request access to it.
9. Ensuring Accuracy of Personal Information
We will take reasonable steps to ensure that the personal information we hold is accurate and complete. If you believe your personal information is incorrect, you may request a correction. We will correct any inaccuracies and notify any third parties we may have disclosed the information to within the past year.
10. Securing Personal Information
We are committed to protecting your personal information against unauthorized access, use, or disclosure. We have implemented physical, administrative, and technical safeguards, including:
• Secure storage for paper records and electronic data.
• Access controls and password protection.
• Staff training on data privacy and security.
We will also ensure that personal information is securely destroyed when it is no longer needed.
11. Providing Access to Personal Information
You have the right to access your personal information held by AEF. Requests for access should be made in writing to the Privacy Officer, detailing the information sought. We will provide access within 30 business days, or we will notify you if an extension is required. A nominal fee may apply for providing access to personal information. If a request is denied, we will explain the reasons for the refusal and inform you of your recourse options.
12. Questions and Complaints
If you have any questions or concerns about AEF’s handling of personal information, or if you wish to file a complaint, please contact the Privacy Officer:
Privacy Officer:
Executive Director
Alberta Equestrian Federation
Phone: 403-253-4411 Ext 5
Toll-Free: 1-877-463-6233
Email: execdir@albertaequestrian.com
For unresolved issues, you may contact the Office of the Information and Privacy Commissioner of Alberta:
Office of the Information and Privacy Commissioner
Suite 2460, 801 6 Avenue SW
Calgary, Alberta T2P 3W2
Phone: 403-297-2728
Toll-Free: 1-888-878-4044