The National Capital Marathon Inc. (“NCM”) is responsible for organizing the Ottawa Race Weekend and is committed to respecting the privacy and confidentiality of information provided by users of our web site, race registrants, and subscribers to our online newsletter in accordance with its privacy guidelines, and applicable law. However, you acknowledge and confirm that the Internet is not a secure medium where privacy and confidentiality can be guaranteed and that complete security and confidentiality of transmissions to and from this site over the Internet is not possible at this time. Your confidential use of the site cannot be guaranteed and you acknowledge that your use of the site (including information you transmit to the site) may be subject to access or manipulation by, or disclosure to, third parties. Without limiting any other disclaimer herein, NCM shall not be responsible or liable for any damages that you or any other person may suffer in connection with any such breach of privacy, confidentiality or security.
It consists of five key principles:
1. Collecting and using information
Either before or when we collect personal information about you, we will explain how we intend to use it. We will limit the information we collect to what we need for those purposes, and we will use it only for those purposes. We will obtain your consent if we wish to use your information for any other purpose in accordance with applicable law.
2. Releasing information
We may provide your information to other persons:
- where we have your consent
- where the other parties are our suppliers or agents who assist us in serving you
- where we are required or permitted to do so by law
- where the transfer of a business is involved
3. Protecting information
We will protect your information with appropriate safeguards and security measures. We will retain your information only for the time it is required for the purposes we provided.
4. Ensuring information access and accuracy
Upon your written request, we will give you access to the information we retain about you. We will make every reasonable effort to keep your information accurate and up-to-date.
5. Respecting and responding to your privacy concerns
In this Privacy Code, we will explain your options for refusing or withdrawing consent to the collection, use and release of your information, and we will record and respect your choices. We will investigate and respond to your concerns about any aspect of our handling of your information.
WHY WE COLLECT PERSONAL INFORMATION
The information we ask for allows us to organize the Ottawa Race Weekend, to plan for future events, to provide the service(s) you request, to publicize and promote the race through various media, and to ensure that you have a safe and enjoyable race. We may advise you of other purposes at the time of collection. These are the purposes for which we collect specific information:
- Name and age: To identify you during the race and place you in an appropriate age category for your event.
- Birth date: This helps us identify you and ensure that no one is trying to impersonate you.
- Contact information: to keep you informed with up-to-date and relevant information regarding the race, to contact you following the race if you have qualified for a prize.
- Medical information : to assist us with providing appropriate medical assistance if necessary during the event
WHEN WE RELEASE YOUR INFORMATION
We are not in the business of selling participant or customer lists or information to others. However, we may release your information to parties outside NCM in certain circumstances, which include:
- With your consent
- In order to provide you with services
- In order to provide you with your race time we must disclose your name to our sports statisticians
- Billing purposes
- To collect on a debt if we are unable to process your registration payment
- When required or permitted by law
- For journalistic or publicity purposes (with your consent)
Disclosure of your name, age or other personal information may be medically necessary if you require assistance during the course of the race, but are unable to provide consent.
All our suppliers and agents are required by applicable law to maintain your confidentiality and may not use the information for any unauthorized purpose.
When we provide information in response to a legal enquiry or order, we ensure that the order is valid and we disclose only the information that is legally required.
All members of the NCM are familiar with the procedures that must be taken to safeguard participant information.
We retain your information only as long as it is required for the reasons it was collected.
The length of time we retain information only for as long as it is legally necessary for us to have sufficient information to respond to any issue that may arise at a later date. When your information is no longer needed for the purposes explained to you, we have procedures to destroy, delete, erase or convert it to an anonymous form.
YOUR RIGHT TO ACCESS YOUR INFORMATION
We will give you access to the information we have about you.
Upon request, you may access any personal information the NCM has. We will advise you in advance if a minimal charge will be required for responding to your request, and we will respond to your request within 30 days.
Please note that we may not be able to provide information about you from our records which contains references to other persons which is subject to legal privilege, contains confidential information proprietary to NCM, relates to an investigation of a breach of agreement or contravention of laws, or cannot be disclosed for other legal reasons. Also, we do not maintain disclosure records.
We will make every reasonable effort to keep your information accurate and up-to-date. You can help by keeping us informed of any changes, such as if you move or change telephone numbers. If you find any errors in our information about you, let us know and we will make the corrections immediately, and make sure they are conveyed to anyone we may have misinformed.
REFUSING OR WITHDRAWING YOUR CONSENT
You are free to refuse or withdraw your consent to the collection, use or disclosure of information at any time. You may do so by contacting NCM by phone or by e-mail. If you don’t want us to share information or contact you with information about the Ottawa Race Weekend, including through our online newsletter, you can tell us so at any time. If you withdraw your consent we will advise you if we are unable to provide you with certain services.
ADDRESSING YOUR CONCERNS
If you have any questions, concerns or problems about privacy, confidentiality or how a request for information was handled, you can mail, fax or email us. Please include your full name, address and telephone number.
Telephone: (613) 234-2221
Mail: PO Box. 426 Stn. A, Ottawa, On K1N 8V5
Fax: (613) 234-5880
Visiting our Website
For each visitor to our web page, our web server automatically recognizes no information regarding the domain or email address. Most of our website can be accessed without providing any personal information. We collect information volunteered by the user. Participants who use our online registration, subscribe to our enewsletter, or participate in surveys or contests may be asked to provide their names, contact information, and even some demographic information (age, gender). The information we collect is used to help us develop our marketing approach, and is then discarded.
When you go directly to the information portion of our website and move from page to page, read pages or download content onto your computer, we learn which pages are visited, what content is downloaded, and the address of any website that you visited immediately before coming to ours. However, none of this is associated with you as an individual. It is measured only in aggregate.
We use this information to find out how many people visit our websites and which sections of the sites are visited most frequently. This helps us to know what type of information is most useful to you so that we can improve our websites and make it easier for you to access information. We record the statistical information on the numbers of visitors to our websites, but no information about you in particular will be kept or used.
When registering for one of the events in the Ottawa Race Weekend, participants are asked to provide their contact information, some demographic information, and information for processing payment of their registration fees. This information is collected by HTG Sports Services and is not given to any third party without consent or where permissible by law. It may be used internally to communicate with registrants, and to give the producers and developers of our web site information that is useful in determining appropriate new features, content and services. Billing information is never disclosed nor is credit card information retained after registration completion.
When you register online for one of our events we collect information necessary to complete the transaction including your name, your billing address and your credit card number. We cannot offer online registration to our participants without collecting this information. All information is collected by HTG Sports Services.
Email Comments, Questions or Responses
When you send us an email, or when you ask us to respond to you by email, we learn your exact email address and any information you have included in the email.
We use your email address to acknowledge your comments and/or reply to your questions, and we will store your communication and our reply in case we correspond further. We will not sell your email address to anyone outside NCM. We may use your email address to send you information about the Ottawa Race Weekend, contests and services that we believe may be of interest to you. If you don’t want us to contact you by email with offers on products and services, you may tell us so at any time.
If users wish to subscribe to our email newsletters, we ask for contact information (such as name, email address and, occasionally, demographic information). We use this information in the same manner as we use contact information in the registration process described above. Recipients of our newsletters can unsubscribe using the instructions listed at the end of the email newsletter.
Surveys and Contests
From time to time, we invite users to provide information via surveys or contests. Participation in these surveys or contests is completely voluntary and the user therefore has a choice whether to disclose requested contact information (such as name and mailing address) and demographic information. In addition to other uses set forth in this policy, contact information collected in connection with surveys and contests is used to notify the winners and award prizes, to monitor or improve the use and satisfaction of the site, and may be shared with sponsors of such surveys or contests.
At some of our sites, we offer interactive and community features such as discussion boards and story postings. Please note that all personal information sent or posted via such features becomes public information for which we are not responsible.