How we handle your information
Young Engineers Hamilton East & Stoney Creek (“Young Engineers HESC”, “we”, “us” or “our”) respects your privacy and aims to collect, use and retain only the personal information reasonably needed to respond to enquiries, administer registrations and deliver our programs.
If you have a question about your information, want to request access or correction, or want to ask us to delete information we no longer need, email hesc@youngengineers.org.
1. What this policy covers
This policy applies to personal information collected through this Young Engineers HESC website, our contact form, our registration process, and related communications with parents, guardians and other adults who contact or register with us.
Our programs are for children, but this website and our registration process are intended primarily for parents, guardians and other authorized adults. Where information about a child is required for program administration, we expect it to be provided by a parent, guardian or other authorized adult.
2. Information we may collect
- your name and email address;
- your telephone number if you provide it to us;
- the content of messages or enquiries you send us;
- program, schedule or registration information relevant to your enquiry;
- parent or guardian contact details submitted during registration;
- participant information needed to administer a program or booking;
- registration, attendance or transaction information associated with a booking;
- technical information automatically generated when you use the website or an embedded service, such as browser, device or IP information where collected by the relevant service provider.
3. Contact form information
Our Contact Us form asks for your name, email address and message. We use this information to review your enquiry and respond to you. Submitting the contact form does not automatically subscribe you to marketing communications.
4. Netlify Forms and website hosting
This website is hosted using Netlify. Our Contact Us form is processed using Netlify Forms. When you submit the form, the information you enter is transmitted to and stored through Netlify so that we can receive and manage your enquiry.
Netlify may also process technical information needed to operate, secure and deliver its services. We intend to review and delete contact-form submissions when they are no longer reasonably needed for enquiry follow-up or business administration.
5. Program registration through Bookwhen
Program registration is managed through Bookwhen. Our registration page displays Bookwhen inside this website so that you can browse schedules and complete registration without leaving the Young Engineers HESC site.
Although the booking interface appears within our website, information entered into the Bookwhen booking interface is submitted to Bookwhen and processed through Bookwhen’s systems on our behalf.
Depending on the booking, Bookwhen may process information such as parent or guardian details, participant details, booking selections, transaction information and other information required to complete a registration.
6. Payment information
If payment is required during registration, payment processing is handled through the payment services connected to Bookwhen. Young Engineers HESC does not intentionally collect or store full payment-card details through this website.
7. Why we use personal information
- to respond to questions and enquiries;
- to provide program, schedule and registration information;
- to process and administer registrations;
- to communicate with parents or guardians about registered programs;
- to manage attendance and program administration;
- to provide customer service;
- to respond to requests, concerns or complaints;
- to maintain appropriate business, registration and accounting records;
- to protect the security and proper operation of our website and services;
- to comply with legal, regulatory or administrative requirements.
8. Marketing communications
Submitting our contact form or registering for a program does not by itself mean that you agree to receive unrelated marketing messages. If we ask you to subscribe to promotional communications, you may unsubscribe at any time.
9. Service providers
The principal services relevant to this website are:
- Netlify, for website hosting and processing the Contact Us form;
- Bookwhen, for program schedules, booking and registration.
These providers may process personal information on our behalf in order to provide their services. We do not sell personal information. Service providers may process or store information outside Canada, in which case the information may be subject to the laws of the jurisdiction where it is processed or stored.
10. Social media and external links
Our website contains links to our Instagram and Facebook pages and may contain other external links. If you follow a link to another website or platform, that service will handle information according to its own privacy policy and terms.
11. Cookies and embedded services
Our website itself may use technologies required for basic operation and security. Embedded services, including Bookwhen, may also use cookies, local storage or similar technologies according to their own policies.
If we later add optional analytics, advertising pixels or other tracking technologies, we will update this policy and provide any additional notice or consent mechanism that is appropriate.
12. Information about children
We do not ask children to independently submit enquiries through this website. Where participant information is required for registration or program administration, it should be supplied by a parent, guardian or other authorized adult.
We do not intentionally use a child’s personal information for unrelated marketing purposes.
13. Safeguards
We take reasonable steps to protect personal information against unauthorized access, use, disclosure, loss or alteration. Measures may include password-protected accounts, limiting access to people who need the information for legitimate business purposes, use of reputable service providers, secure website connections, and limiting the amount of information collected and retained.
No internet-based system can guarantee absolute security.
14. Retention
We aim to keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, or as required for legitimate legal, accounting, contractual or administrative purposes. When information is no longer reasonably required, we may delete, securely destroy or anonymize it.
15. Access, correction and deletion requests
You may contact us to ask whether we hold personal information about you, request access to it, ask us to correct inaccurate information, or ask us to delete information we no longer reasonably need.
We may need to verify your identity before completing a request. In some circumstances, we may need to retain certain records for legal, accounting, safety, contractual or administrative reasons.
Send privacy requests to hesc@youngengineers.org.
16. Consent and withdrawal
When you voluntarily provide personal information through our website, contact form or registration process, we use it for the purposes explained at the time of collection and in this policy. You may withdraw consent to optional uses of your information by contacting us, subject to legal, contractual and administrative requirements.
17. Changes to this policy
We may update this Privacy Policy when our website, programs, service providers or business practices change. The current version will be posted on this page with an updated date.
18. Contact us about privacy
Young Engineers Hamilton East & Stoney Creek
Email: hesc@youngengineers.org
Phone: 365-888-2826