This policy explains how The Ember Guild collects, uses, discloses, safeguards and disposes of personal information in connection with inquiries, bookings, events and security cameras.
1. Accountability and scope
The Ember Guild’s Privacy Officer is responsible for privacy practices and questions. For privacy inquiries, contact The Ember Guild and request the Privacy Officer. This policy applies to prospective clients, participants, parents and guardians, guests, contractors and visitors.
2. Information collected
- Identity and contact information, including names, age or date of birth where relevant, email, telephone number and address.
- Booking and service information, attendance, table preferences, communications, payment status and transaction records.
- For youth: parent/guardian and emergency contacts, authorized pickup information, relevant health, allergy, accessibility and support information, and signed consent records.
- Safety, complaint and incident information, including witness accounts and follow-up records.
- Optional marketing preferences, testimonials and separate photo/video permissions.
- Video images collected by the security-camera system described in Section 7.
The Ember Guild does not directly store full payment-card numbers. Card information is handled by the selected payment processor.
3. Purposes
- Respond to inquiries, assess suitability, create and administer bookings, deliver services and communicate changes.
- Process and document payments, credits, refunds, accounting and tax obligations.
- Protect participants, visitors, the home and property; manage emergencies, complaints, incidents, claims and insurance requirements.
- Provide requested accommodations and support safe youth participation.
- Send marketing only where consent or another lawful basis exists, and document or use promotional material only with separate permission.
- Meet legal, regulatory, licensing and insurance obligations.
4. Consent and choices
- Information is collected, used and disclosed only for identified reasonable purposes, with consent where required by law. At collection, The Ember Guild identifies the purpose and its Privacy Officer as the role that answers privacy questions. Booking messages are service communications; agreeing to booking terms does not automatically subscribe a person to marketing.
- A person may decline optional information or withdraw consent, subject to legal, contractual, safety or recordkeeping limits. Withdrawal may prevent The Ember Guild from providing a service where the information is necessary.
- Promotional media permission is optional and separate from participation consent. Youth promotional media requires written parent/guardian permission and the youth’s agreement.
5. Service providers and disclosure
- We use Setmore for scheduling and booking communications and Google Workspace for business email, calendars and records. Our website uses Cloudflare hosting. Square will handle card payments if enabled; until then, the accepted payment method is stated with the booking. Information is provided to these and other approved providers only as reasonably needed for their services.
- Some providers process information outside Canada, including in the United States, where foreign law and government-access rules may apply. To obtain the policies and safeguards for foreign processing, contact The Ember Guild and request the Privacy Officer. Provider privacy notices: setmore.com/privacy; policies.google.com/privacy; squareup.com/ca/en/legal/general/privacy; cloudflare.com/privacypolicy/.
- Information may also be disclosed with consent; to emergency responders; to an insurer or professional adviser; to investigate a safety or legal concern; or where required or authorized by law.
- Personal information is not sold.
6. Safeguards and access controls
- Access is limited to the owner, authorized administrators and service providers who need the information for an authorized purpose. Live security-camera views and recorded footage have the more restricted access described in Section 7.
- Reasonable safeguards include account security, multi-factor authentication where available, restricted device access, secure storage, controlled paper records and secure disposal.
- Sensitive youth, health, incident and identity information will not be collected through ordinary email where a safer approved form or transfer method is available.
7. Security cameras
Coverage and notice
- The Ember Guild uses video-only security monitoring in outdoor access areas and indoor areas used by clients during sessions. Monitoring may capture participants and their activities. Its purposes are entry awareness, participant and visitor safety, property protection and investigation of specific incidents.
- Clear notice identifies monitored areas before a person enters them and states the purpose and privacy contact. For questions or concerns before booking or entering, contact The Ember Guild and request the Privacy Officer.
- The public notice describes the areas and purposes of monitoring. Camera counts, exact positions and detailed coverage maps are kept in restricted internal records, subject to any disclosure required by law.
- No camera views inside a washroom, changing area or other area with a high expectation of privacy. Coverage is limited to what is reasonably necessary for the stated security purpose.
Recording and access safeguards
- Security-camera audio recording is disabled. Monitoring and recording are limited to the security purposes described in this policy. Information about operating periods is available by contacting The Ember Guild. Cameras are not used for promotional content, routine assessment of participants or gameplay, or unrelated purposes.
- Live views and recorded footage are restricted to the owner. Relevant footage may be shared only for a lawful, authorized incident, insurance, emergency or legal purpose.
- Routine footage is deleted within 30 days, using automatic deletion or a documented deletion process. A relevant clip may be kept longer for an incident, complaint, claim, insurance matter or legal obligation and is deleted when that need ends.
8. Retention and disposal
Personal information is retained only as long as reasonably needed for the identified purpose and any legal, tax, insurance, limitation-period or dispute requirement. Routine inquiries that do not become bookings are normally deleted within 12 months after the last contact. Transaction records, signed consents, waivers, incident records and complaint files may be kept longer where required. When retention is no longer justified, records are securely deleted, destroyed or anonymized.
9. Access, correction and complaints
- For access, correction or privacy concerns, contact The Ember Guild and request the Privacy Officer. Include enough detail to verify identity and locate the record. Written requests may be mailed to The Ember Guild at the business address shown above.
- We respond within the time required by law, subject to permitted extensions, fees or exceptions, and explain any lawful refusal.
- You may request correction of inaccurate information and contact the Office of the Information and Privacy Commissioner of Alberta about unresolved concerns.
10. Privacy incidents and policy updates
- We contain, document and assess privacy incidents and notify people or authorities where required or appropriate. Changes to practices or legal requirements will be reflected in the dated public policy.