PRIVACY POLICY
The Dollard-des-Ormeaux (DDO) Swim Club (hereinafter the Swim Club ) is a non-profit organization whose mission is to help each of its swimmers develop their full potential in the sport. We firmly believe that this objective allows each swimmer to benefit from growth in areas such as character maturity, understanding the value of effort and commitment, learning to contribute to team effort, personal satisfaction, and the satisfaction of achievement. To reach our objectives, we must, among other things, work closely with the Fédération de natation du Québec (hereinafter the FNQ ).
To offer our activities, we must process personal information. To maintain your trust, we are committed to following the present Privacy Policy (hereinafter the Policy ) to protect the confidentiality, security, and accuracy of the personal information we collect, hold, use, or disclose in accordance with applicable legislation. Furthermore, this Policy is intended to explain our practices regarding the personal information we collect when you visit our website, https://www.ddoswim.com (hereinafter the Website ).
This Policy considers the requirements of the Act Respecting the Protection of Personal Information in the Private Sector, CQLR c. P-39.1 (hereinafter the Act ), as well as any other applicable law.
1) PERSONAL INFORMATION
Personal information is defined as any information relating to an individual that allows them to be identified, directly or indirectly.
Professional information such as job title, business mailing address, business email address, and/or business phone number is not included within the definition of personal information.
2) CONSENT
The collection of personal information occurs in various forms, including by telephone, when you send us an email, when you create an account or make a transaction on a digital platform we use, or on our Website, or when you visit the Website.
We ensure that we obtain your consent to the collection, use, and disclosure of your personal information before or at the time of collection, unless exceptions apply under the Act. Thus, personal information may only be used by the Swim Club for the purposes for which it was collected, unless otherwise consented to by you or otherwise permitted by the Act.
We may reasonably consider that consent for the use of your personal information collected for one or more specific purposes has been freely and knowingly provided when:
-You have consented verbally or in writing to the collection and use of personal information.
-You have voluntarily provided the personal information.
Any person needing assistance when providing consent, in order to understand its scope, may contact the individual responsible for the protection of personal information identified in this Policy.
We do not knowingly solicit or collect any personal information directly from any person under the age of fourteen (14).
You may suspend or withdraw your consent to the use and disclosure of your personal information. However, depending on the circumstances, withdrawing consent may prevent us from continuing to provide the products or services you have requested or from properly assessing and processing your requests.
3) WHAT PERSONAL INFORMATION DO WE COLLECT AND WHY?
We may collect personal information through one of our suppliers or partners, i.e., a third party, as authorized by the Act.
We mainly collect the personal information listed below, under the following circumstances:
1. When registering as a participant in swimming-related activities (membership with the Swim Club): first name, last name, date of birth, mailing address, email address, telephone number, health insurance card number, as well as certain medical information. Once collected, the Swim Club will proceed with creating your account on the SportLomo platform, which is managed by Swimming Canada.
To complete the creation of your SportLomo account, you must add further personal information about yourself, such as communication language and citizenship status. Entirely voluntarily, you may also indicate your gender identity and your ethnic background. For swimming members only, the presence of a disability and its nature may also be voluntarily provided, if applicable.
The following information is also collected concerning your emergency contact: their first name, last name, telephone number, and relationship to you.
During your affiliation with the Swim Club, additional personal information may be collected, required, or added to your account on SportLomo when you participate in competitions, such as competition results, if applicable.
2. When communicating with us: first name, last name, email address, and phone number.
3. When participating in any event organized by the Swim Club: first name, last name, date of birth, email address, and phone number.
4. When subscribing to our newsletter: first name, last name, and email address.
5. When making a purchase via our online store: first name, last name, email address, home address, and phone number. We do not have access to your banking or credit information. Such data is neither accessible to us nor retained, and is governed by the terms and policies set by our partner QSM Group (https://ddoswimapparel2025.itemorder.com/shop/home/)
6. When applying for a job posting: first name, last name, email address, home address, phone number, professional experience, employment profile, and any other information relevant to the posted position, including, if applicable, information obtained from a criminal background check, in accordance with any applicable Swim Club policy. Once hired, additional information will also be collected.
7. When applying as a volunteer: first name, last name, email address, home address, phone number, volunteer experience, and any other information relevant to the volunteer role, including, if applicable, information obtained from a criminal background check, in accordance with any applicable Swim Club policy.
8. When applying to serve on the Swim Clubs board of directors: first name, last name, email address, home address, and profession. Once elected, appointed, or designated, each board member must also provide photo identification.
9. When browsing our Website: certain information is automatically collected to improve your browsing experience. Please see the Cookies section below.
4) RETENTION PERIOD OF PERSONAL INFORMATION
We use, disclose, and retain your personal information only for as long as necessary to achieve the purposes for which it was collected, and as permitted or required by applicable law.
Once you withdraw your consent, or once the purposes for which your personal information was collected are fulfilled, the Swim Club may nevertheless retain your personal information, without using it, according to a retention schedule established from time to time, in compliance with applicable law and operational needs.
5) SECURITY MEASURES
All personal information we collect is stored in secure locations as well as on controlled servers located, where possible, in Québec and elsewhere in Canada. However, our service providers may store personal information on servers located outside Canada, where it may be subject to the laws of that country. In such cases, we take reasonable steps to ensure that your personal information receives adequate protection in accordance with this Policy.
We limit access to personal information to authorized staff members and volunteers whose duties require such access. These individuals are properly trained to ensure personal information protection and respect for privacy.
We ensure that personal information is destroyed when it is no longer necessary and when the purposes for which it was collected have been accomplished.
6) WHICH THIRD PARTIES MAY HAVE ACCESS TO YOUR PERSONAL INFORMATION?
In addition to Swim Club employees and volunteers whose duties require access to collected personal information, the following individuals will or may have access to your personal information:
a) FNQ: first name, last name, date of birth, mailing address, email address, and phone number of each member, for purposes of affiliation and creating your account on SportLomo.
b) Swimming Canada: first name, last name, date of birth, mailing address, email address, and phone number of each member, for purposes of creating your SportLomo account.
c) SwimRankings: first name, last name, date of birth and/or age, and gender of members participating in a swimming competition. The SwimRankings platform publishes real-time swimming competition results, notably through the SplashMe mobile app.
d) Host swim clubs responsible for organizing swimming competitions: first name, last name, date of birth and/or age, and gender of members participating in a swimming competition. This communication is necessary for registration and logistical management of competitions.
e) Certain service providers may have access to your personal information in order to provide the required service, but they are strictly prohibited from using this information for other purposes. The Swim Club ensures that a service agreement is signed with each of its providers to guarantee the protection of any personal information disclosed.
f) Any insurer of the Swim Club, for insurance coverage purposes.
g) Any authority legally empowered to compel disclosure of such information, or any other party where permitted or required under applicable law.
The Swim Club may also use and disclose your personal information when it believes such use or disclosure is authorized, necessary, or appropriate in any of the following situations:
a) To comply with legal proceedings;
b) To respond to requests from public and government authorities;
c) To enforce contractual agreements;
d) To protect its rights, safety, or property, as well as your own or those of others;
e) To enable it to pursue available remedies or limit potential damages.
We never disclose your personal information to third parties, except as outlined above, unless we have obtained your consent.
We do not sell or exchange our member list with any organization or company.
7) LINKS TO EXTERNAL WEBSITES
The Website operated by the Swim Club may contain links to external websites (third parties, suppliers, or partners, including the platform operated by Swimming Canada for member affiliation) that are not covered by this Policy. The information you provide on those sites is subject to the external sites privacy policy, if one exists.
We are not responsible for the privacy practices adopted by third parties or other partners, as each is subject to the legislation in force in its country of residence. We therefore encourage you to review the privacy policies posted on each of these sites to learn how personal information may be collected, held, used, or disclosed.
8) COOKIES ON THE WEBSITE
You may visit the Website anonymously at any time, without revealing any personal information. When you connect to our Website, our server, through cookies, identifies the IP address of your computer, tablet, or mobile device (hereinafter the Device ) to enable data exchange. No personal information is linked to your IP address.
Cookies are pieces of information sent to you by a website when you visit it. They are stored temporarily or permanently on your Device to record your visit. We may use cookies to facilitate your navigation or to personalize your Website experience. Cookies are harmless in that they cannot extract personal information from your Device. You may view and delete them if you wish. You therefore have full control over them. We encourage you to refer to your browser settings to make the appropriate modifications.
The Website uses, in particular, Google Analytics cookies. These cookies collect information about how visitors use our Website. We use this information to compile reports and to help us improve our Website. Cookies collect information in anonymous form, including the number of visitors, their origin before navigating to the Website, and the pages they visited.
9) ACCESS TO YOUR PERSONAL INFORMATION
We allow any person whose personal information has been collected and held by us to correct any personal information about them that is inaccurate or incomplete. For any request, please contact in writing the person responsible for the protection of personal information identified below. We will respond to any access or correction request within thirty (30) days of receipt. If the request is refused, the reasons for refusal will be communicated to the requester.
10) COMPLAINTS
To maintain and improve the quality of our services, we provide an opportunity for any individual to express dissatisfaction with the protection of personal information we collect, hold, use, or disclose. Any person wishing to make a complaint must contact, in writing, the person responsible for the protection of personal information identified below. The complaint must include the following information about the complainant:
- First and last name
- Phone number
- Mailing address or email address
- Reason(s) for the complaint
All complaints will be handled confidentially. The Swim Club will acknowledge receipt of the complaint within five (5) business days of its receipt and will respond to any complaint within thirty (30) days of its receipt.
11) CONTACT INFORMATION PRIVACY OFFICER
Matthew Showers
Director
12001 boul. De Salaberry, Dollard-des-Ormeaux, Québec, H9B 2A7
514-684-0070 ext 6224
coachmatt@ddoswim.com
12) IMPLEMENTATION AND AMENDMENT OF THE POLICY
This Policy comes into effect on the date of its adoption by the Swim Clubs board of directors and takes effect immediately upon such adoption. This Policy may be amended by the Swim Club at any time. Amendments to this Policy take effect upon being published on our Website.
Last update : August 21, 2025
In the event of any inconsistency or discrepancy between the English and French versions of this policy, the French version takes precedence.