Privacy Policy

The information we collect depends on how you use the website. You may provide information when you subscribe to updates, volunteer, or register a child for the Punjabi School. If you contact us using the public email address or telephone number shown on the website, we receive the information you choose to provide through that communication.

• Newsletter subscriptions: your email address.
• Sewa applications: your name, email address, optional phone number, areas of interest, availability, and any message you provide.
• Punjabi School registration: the child’s name, age, and grade; parent or guardian name, email, and phone number; optional notes; and the reference number generated for the submission.
• Chatbot conversations: the messages and conversation history you choose to send through the site chatbot. Please do not submit passwords, financial information, health information, or other sensitive personal information in the chatbot.
• Technical information: information that may be recorded by hosting, security, and essential site systems, such as browser, device, approximate location, IP address, and access times.

We use information only for the purposes connected with the service you requested and the safe operation of the website. This may include:

• Responding to questions, bookings, and contact requests.
• Managing Sewa applications and Punjabi School registrations.
• Sending newsletter or community updates when you have subscribed.
• Providing chatbot responses and improving the helpfulness and safety of that service.
• Maintaining website security, preventing misuse, troubleshooting, and keeping records needed for administration or legal obligations.

Access to submitted information is limited to the people and service providers who need it to operate the Society’s website and the Gurdwara’s community services. Information may be shared:

• With committee members or authorized volunteers who respond to a request or manage a program.
• With hosting, database, email, security, or technology providers that help us operate the website.
• With the AI service provider used to generate chatbot responses. Do not send sensitive information through the chatbot.
• When required to comply with law, protect the website or community, or respond to a valid legal process.

The Punjabi School registration form must be completed by a parent or legal guardian. Information about children is used for registration, placement, communication with the family, safeguarding, and administration of the program. It is not published as public website content.

Access to a child’s registration information is limited to authorized people who need it to administer the program or protect the child. Please do not place medical, custody, or other highly sensitive information in an open notes field. Contact the School or Gurdwara directly when sensitive information must be discussed.

A website registration is not emergency reporting. If a child is in immediate danger, contact emergency services. For a non-emergency concern involving a School activity, contact the School or Gurdwara directly so it can be reviewed by an appropriate responsible person.

Parents or guardians should contact us if they believe information was submitted without appropriate authority or if they need to request access, correction, or deletion.

Photographs or recordings may be taken at public Gurdwara and community events for historical records, community updates, or public communication. Administrators must confirm that the Gurdwara has appropriate permission before publishing identifiable people, especially children, in the website gallery.

School registration consent does not by itself grant permission to publish a child’s photograph. Permission for identifiable School media must be obtained separately from a parent or legal guardian.

To raise a concern or request that an identifiable photograph be removed from the website, contact us with enough information to locate the image. We will review the request and take reasonable action, subject to legal or record-keeping requirements. Copies already shared or downloaded outside our systems may be outside our control.

Donations described on this website are voluntary. Interac e-Transfer, cheque, and in-person donations are completed outside the website; the website does not process payment-card information or automatically issue a tax receipt.

A charity number displayed on the website does not mean that every payment or contribution is eligible for a charitable tax receipt. Receipt eligibility depends on the nature of the contribution, the information provided, and applicable requirements. If you require a receipt, contact Sikh Cultural Society of Metropolitan Windsor before donating to confirm what donor information is needed and whether a receipt can be issued.

Keep your own payment confirmation. For questions about a donation record, designation, correction, or receipt, contact the Society directly.

The website may use essential cookies or similar technology for security, administration, and basic functionality. We do not use the website to sell personal information or to run our own targeted advertising program.

The site links to or may embed services such as Google Maps, YouTube, WhatsApp, Facebook, Instagram, and other third-party websites. Donations made by Interac e-Transfer are handled through your financial institution. These services are independent from the Society and may collect information under their own privacy policies.

The Society is not responsible for the privacy practices or content of an external website. Please review the other organization’s policy before submitting information there.

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, ongoing administration, safety, or legal and accounting requirements. Retention periods may differ depending on the type of record.

We use reasonable administrative, technical, and organizational safeguards. No method of transmitting or storing information is completely secure, so we cannot guarantee absolute security.

You may unsubscribe from newsletter messages using the instructions in the message or by contacting us. You may also ask to access, correct, or delete personal information that you submitted, subject to applicable law, reasonable verification of your identity or authority, and records we must retain for legal, accounting, safety, or administrative purposes.

To make a privacy request or ask a question about this policy, email or telephone Sikh Cultural Society of Metropolitan Windsor using the details on our Contact Us page. Describe the record or photograph involved and the action requested, but do not include passwords or other unnecessary sensitive information.

We may update this Privacy Policy when the website, services, or legal requirements change. The updated version will be posted on this page with a new “Last updated” date.