Club Transparency & Data Protection
Privacy Policy
Toronto HongKongers Dragon Boat Club (TOHKDBC.com) is committed to protecting the privacy, personal information, and safety of our paddlers, crew members, volunteers, and community supporters.
1. Overview & Community Purpose
Toronto HongKongers Dragon Boat Club (TOHKDBC) is a non-profit sports club and community organization based in the Greater Toronto Area, Ontario. Our mission is to bring together community members through dragon boat racing, physical fitness, and camaraderie.
We collect personal information solely to coordinate team practices, facilitate regatta participation, communicate team announcements, ensure on-water athletic safety, and manage seasonal registrations. We believe in transparency, respect, and safeguarding every member’s personal information.
2. What Information We Collect & Exclusions
Information You Provide Directly
What We Never Request or Collect
TOHKDBC collects only what is strictly necessary for team operations and water safety. We never ask for:
- No Social Insurance Numbers (SIN)
- No credit card or banking details stored on our servers
- No government identity documents (passports or driver's licenses)
- No unrelated personal or background data
3. How We Use Member Information
Personal data provided by paddlers and volunteers is utilized exclusively for genuine club operations:
Organizing boat rosters, crew allocations, practice attendance, and seasonal team rosters across our four crews.
Submitting athlete rosters and required sporting documentation to official regatta organizers (e.g. GWN, Alkame, local dragon boat festivals).
Sharing practice schedules, venue updates (Lake Wilcox / RHCC), gear orders, and important club announcements via email and Signal.
We never sell, rent, or trade member contact lists or personal data to advertisers, marketers, or external commercial entities.
4. Water Safety & Emergency Protocols
Dragon boating is an athletic water sport. The health, well-being, and physical safety of every paddler on the water is our highest priority.
Emergency contact information is retained so coaches or team managers can promptly reach your designated contact person in the event of an urgent medical situation, injury, or severe weather incident.
Any medical conditions, allergies (e.g. bee stings, anaphylaxis), or swimming notes you voluntarily provide are kept strictly confidential and accessible only to coaches and steers for safety on the boat.
5. Storage, Safeguards & Retention
All online registration and inquiry submissions are encrypted in transit using modern TLS 1.3 / HTTPS. Cloud databases are encrypted at rest with industry-standard AES-256 protocols.
Active member data is retained during seasonal participation. If you leave the club or decide not to paddle in a subsequent season, your records are archived and can be permanently deleted upon request.
Access to member rosters is strictly limited to authorized club coordinators, team captains, and coaching staff on a need-to-know basis. General paddlers and external parties do not have access to fellow members’ private contact or registration records.
6. Member Rights & Data Control
Every club member, paddler, and volunteer retains full control over their personal information:
You may request a copy of the personal and registration information on file for your profile.
Update your contact details, emergency contacts, or team preferences at any time by contacting your team manager or emailing us.
Request the removal of your contact information or unsubscribe from club mailing lists whenever you choose.
You can change your media consent preferences at any time. We respect the privacy of members who prefer not to appear in social media highlights.
7. Contact & Privacy Questions
If you have any questions, wish to update your details, or want to submit a data inquiry, feel free to reach out directly to the club:
Toronto, Ontario, Canada