SSAC Privacy Policy

This privacy policy has been developed to demonstrate our commitment to protecting information submitted to the Salt Spring Arts Council (SSAC). The SSAC will use your information for situations that can reasonably be considered appropriate in the circumstances and that fulfill the purposes for which it was originally collected.

Each time you provide us with information, by doing so you are accepting the practices described in this privacy policy at that time. You agree that you are consenting to our use and disclosure of the information that you provide under the following conditions.

When personal information that has been collected is to be used for a purpose not previously identified, the new purpose will be identified prior to use. Unless the new purpose is required by law, SSAC will obtain the consent of the individual before information is used for that new purpose.

“SSAC” is used in this document to represent all representatives of the Salt Spring Arts Council, including volunteers and staff.

What is personal information?

“Personal information” is information about an identifiable individual.

What information does SSAC collect and for what purposes?

SSAC collects basic contact information (i.e., information that could be used to contact you such as full name, postal address, phone numbers and email address) in order to help us efficiently deliver the services of the SSAC and for members to be informed about SSAC’s activities and other arts-related events that may be of interest to members.

The purposes for which SSAC collects information are:

  1. Maintaining an inventory of current and past members (five year historical record)
  2. To determine eligibility for reduced rates for rental of Mahon Hall
  3. To determine eligibility for participation in ArtCraft and WinterCraft
  4. To determine eligibility for SSAC grants
  5. To solicit volunteers for SSAC activities
  6. To allow SSAC staff to issue member-to-member announcements (optional service)
  7. For inclusion in a web-listing of SSAC members (optional service)

Financial information (e.g. credit card numbers) is collected for the purposes of financial transactions involving the SSAC (e.g. membership donations, Mahon Hall rental, registration fees etc). Such information is not retained by SSAC unless expressly agreed to by an individual member.

How is consent obtained?

SSAC will generally seek consent for the use or disclosure of the information at the time of collection. The form of consent sought by SSAC may vary, depending upon the circumstances and the type of information disclosed.

Do I need to provide contact or personal information?

Basic contact information is required for access to SSAC’s services.

May I withdraw consent?

Your written request to be removed from SSAC’s records as a member and/or the member-to-member circulation list and/or the public website listing will be honored within 1 week of receipt of the request.

Can I be sure the information is accurate?

SSAC will endeavour to keep information accurate, complete and up-to-date. You may access your information and request information to be up-dated.

Can I refuse certain SSAC services and still be a member?

Two specific services are offered members that members may choose to refuse for reasons of privacy:

  • Member-to-member announcements that alert members to arts-related activities that are notformally sponsored by SSAC.
  • Inclusion in a listing of SSAC members that will be posted on the SSAC website.

Members should advise SSAC at the time of membership renewal if they wish to exercise these options. Otherwise consent will be assumed.

Disclosure for legal reasons

SSAC may disclose basic contact information when we determine that such disclosure is necessary to comply with law, to cooperate with law enforcement or to protect the interests or safety of SSAC and the Mahon Hall user groups.What limitations are put on the usage of contact information?

SSAC will endeavor to ensure the information is used only for purposes that conform to the intentions of information collection (see above). Information will be kept only as long as necessary to fulfill the purposes for which it was collected.

SSAC will not make lists of SSAC donors available to third parties.

If SSAC contracts external parties to survey members we may share your information with these service providers. In such cases, we will require these service providers to enter into agreements with us regarding the confidential handling of your information.

How is my contact information protected?

Information is password protected. Other measures of protection include restricted access to offices. SSAC Board and Committee members are required to sign confidentiality forms.

SSAC will use care in the disposal or destruction of personal information to prevent unauthorized parties from gaining access to the information.

How do I make a complaint?

If you have a complaint related to SSAC’s Privacy Policy or any of our procedures, please contact the SSAC President. All written and verbal complaints will be investigated and, if justified, we will take the steps necessary to resolve the issue, including amending our policy and practices, if necessary.

If we are not able to resolve your concern, or if you have any other concerns about SSAC’s Privacy Policy, you may contact British Columbia’s Privacy Commissioner. We will provide you with contact information upon request.

If you have any questions or concerns about this privacy policy related to box office services, you can contact us at

You can also contact us by mail, telephone or fax:

Mahon Hall, 114 Rainbow Road Salt Spring Island BC, Canada V8K 2V5

tel: 250.537.0899

fax: 250.537.1678