Last updated March 26, 2026

The Sustainable Campus Collaborative (SCC) is committed to safeguarding the personal information entrusted to us by our clients, program participants, and website visitors. We manage personal information in accordance with Alberta’s Personal Information Protection Act (PIPA) and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information and applies to our website (sustainablecc.ca) and to all programs and events we offer.

A copy of this policy is available to any individual on request.

Accountability: SCC is responsible for all personal information under its control. The Executive Director is accountable to the Board of Directors for compliance with this policy and serves as the organization’s designated Privacy Officer. Any questions or concerns about how we handle personal information should be directed to the Privacy Officer using the contact information at the end of this document.

Personal information: "Personal information" means information about an identifiable individual, including name, address, telephone number, email address, and organizational affiliation. It does not include business contact information used solely for professional communications, nor does it include aggregate or anonymized data that cannot reasonably identify a specific person.

What personal information do we collect? We collect only the personal information necessary to provide our services. The primary purposes for which we collect personal information are to process program and event registrations, communicate relevant information to participants, respond to inquiries, and fulfill any legal or regulatory obligations. Information we may collect includes:

• name, email address, phone number, and organizational affiliation provided during registration or inquiry

• correspondence and communications sent to SCC

• website usage data collected automatically through cookies and analytics tools, including pages visited, browser type, and device information

We collect personal information directly from individuals wherever possible. We may collect information from other sources only with consent, or as authorized by law.

Payment information: SCC does not collect or store payment card numbers or banking information. Registration fees are processed exclusively through a third-party, PCI-compliant payment provider. Online payment transactions are handled directly by that provider and are subject to its own privacy and security practices.

Consent: We ask for consent to collect, use, or disclose personal information, except in specific circumstances where collection, use, or disclosure without consent is authorized or required by law. Consent may be expressed — for example, by completing a registration form — or implied from the context in which information is provided.

Individuals may withdraw consent at any time by contacting our Privacy Officer, subject to any legal or contractual obligations that may apply. Please note that withdrawing consent may affect our ability to provide certain services or complete a registration.

If we wish to use or disclose personal information for any purpose not identified at the time of collection, we will seek consent before doing so, unless the law permits otherwise.

Limiting use, disclosure, and retention: Personal information is used and disclosed only for the purposes for which it was collected, or as permitted by law. We do not sell, rent, or trade personal information. We may share information in limited circumstances:

• with third-party service providers engaged to assist in delivering programs or operating our website, under confidentiality agreements and only to the extent necessary

• with our payment processor, solely to complete registration transactions

• when required by law or to protect the safety of individuals

Personal information is retained only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable legislation. When no longer needed, information is destroyed securely — paper records are shredded and electronic records are permanently deleted.

Digital markers and web analytics: Our website uses cookies — small data files stored on your device — and web analytics tools to understand how visitors use the site and to improve its content and functionality. We collect aggregate, non-identifiable information about site traffic and do not combine this data with other personal information you provide. You may disable cookies through your browser settings at any time, though doing so may affect certain site features.

Safeguards: SCC has security safeguards in place that protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. Access to personal information within our organization is limited to staff who require it to carry out their responsibilities. We make employees and volunteers aware of the importance of maintaining the confidentiality of personal information.

Accuracy: We make every reasonable effort to ensure that personal information is accurate and complete. We rely on individuals to advise us of any changes to their personal information. If you are aware of an error in our records, please contact us and we will correct it on request wherever possible.

Access to records: Individuals have the right to request access to their own personal information held by SCC, subject to limited exceptions permitted by PIPA. You may also request information about our use and disclosure of your personal information, and request correction of any error or omission.

Requests for access should be submitted in writing to our Privacy Officer with sufficient detail to identify the information being sought. We will respond within 45 calendar days, unless an extension is required. We may charge a reasonable fee for access requests, but not for corrections. We will advise you of any applicable fees before processing your request.

If we are unable to provide access in whole or in part, we will explain the reasons in writing.

Openness: This policy and information about our practices for handling personal information are available to any individual on our website or upon request. We may update this policy from time to time to reflect changes in our practices or applicable law. Changes will be posted on our website with a revised revision date.

Challenging compliance: Individuals may challenge SCC’s compliance with this policy by contacting our Privacy Officer. We will investigate all complaints and respond in a timely manner. If a complaint is found to be justified, we will take appropriate corrective action.

Contact: Questions or concerns regarding this policy or the handling of personal information by SCC should be directed to:

Privacy Officer, Sustainable Campus Collaborative

Email: [email protected]

Website: sustainablecc.ca