Privacy Policy

last reviewed and updated on February 27, 2024

The International Maple Society values and respects the privacy of the people we deal with.

This Privacy Policy (Policy) describes how we collect, hold, use and disclose your personal information, and how we maintain the quality and security of your personal information.

what is personal information?

“Personal information” means any information or opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or an individual who is reasonably identifiable. In general terms, this includes information or an opinion that personally identifies you either directly (e.g. your name) or indirectly.

what personal information do we collect?

The personal information we collect about you depends on the nature of your dealings with us or what you choose to share with us. The personal information we collect about you may include

Name;
Mailing or street address;
Date of birth;
Email address;
Phone number

how do we collect your personal information?

We collect your personal information directly from you when you:

Interact with us in person;
Interact with us online;
Participate in surveys or questionnaires;
Attend a Maple Society event;
Subscribe to our mailing list

how do we use your personal information?

We use personal information for many purposes in connection with our functions and activities, including the following purposes:

Provide you with information or services that you request from us;
Deliver to you a more personalised experience and service offering;
Improve the quality of the services we offer;
Internal administrative purposes

disclosure of personal information to third parties

We may disclose your personal information to third parties in accordance with this Policy in circumstances where you would reasonably expect us to disclose your information. For example, we may disclose your personal information to:

Our third party service providers (for example, our IT providers);
Our professional services advisors;
Other similar societies

transfer of personal information overseas

Some of the third-party service providers we disclose personal information to may be based in a country outside your residency. Where we disclose your personal information to third parties overseas, we will take reasonable steps to ensure that data security and appropriate privacy practices are maintained. We will only disclose to overseas third parties if:

You have given us your consent to disclose personal information to that third party; or
We reasonably believe that the overseas recipient is subject to a law or binding scheme that is, overall, substantially similar to the APPs

how do we protect your personal information?

The International Maple Society will take reasonable steps to ensure that the personal information that we hold about you is kept confidential and secure, including by:

Having a robust physical security of our premises and databases / records;
Taking measures to restrict access to only personnel who need that personal information to effectively provide services to you;
Having technological measures in place (for example, anti-virus software, fire walls)

online activity - cookies

The International Maple Society website uses cookies. A cookie is a small file of letters and numbers the website puts on your device if you allow it. These cookies recognise when your device has visited our website before, so we can distinguish you from other users of the website. This improves your experience and the The International Maple Society website.

We do not use cookies to identify you, just to improve your experience on our website. If you do not wish to use the cookies, you can amend the settings on your internet browser so it will not automatically download cookies. However, if you remove or block cookies on your computer, please be aware that your browsing experience and our website’s functionality may be affected.

online activity - links to third party websites

The International Maple Society website may contain links to websites operated by third parties. If you access a third-party website through our website, personal information may be collected by that third party website. We make no representations or warranties in relation to the privacy practices of any third-party provider or website and we are not responsible for the privacy policies or the content of any third party provider or website. Third party providers / websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.

retention of personal information

We will not keep your personal information for longer than we need to. In most cases, this means that we will only retain your personal information for the duration of your relationship with us unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.

how to access and correct your personal information

The International Maple Society will endeavour to keep your personal information accurate, complete and up to date. If you wish to make a request to access and / or correct the personal information we hold about you, you should make a request by contacting us and we will usually respond within 14 days.

inquiries and complaints

For complaints about how The International Maple Society handles, processes or manages your personal information, please contact secretary@maplesociety.org

Note: we may require proof of your identity and full details of your request before we can process your complaint.

Please allow up to 14 days for us to respond to your complaint. It will not always be possible to resolve a complaint to everyone’s satisfaction.

how to contact us

If you have a question or concern in relation to our handling of your personal information or this Policy, you can contact us for assistance by emailing secretary@maplesociety.org