Privacy Policy

This policy applies to the New Westminster Amateur Radio Club website, member portal, contact forms, membership workflows, email notifications, and related club administration tools.

The club is based in British Columbia. This policy is intended to support the club's obligations under British Columbia privacy law and related Canadian privacy expectations.

We collect only the information reasonably needed to operate the club website, handle membership, and communicate with members and visitors. This may include:

• name, email address, phone number, mailing address, and call sign information;
• membership type, member status, renewal dates, payment records, and application notes;
• account information such as login email, password reset status, email verification status, roles, and sessions;
• member portal activity such as posts, comments, meeting minute uploads, notification preferences, and admin audit records;
• call sign verification results from public amateur radio lookup sources, including matched name, city, and related public licensing details;
• contact form messages and any information voluntarily included in those messages;
• technical information needed to run the website, such as IP address, browser details, security logs, and essential cookies.

We use personal information for club purposes, including to:

• process membership applications, renewals, dues, and member status changes;
• provide member-only website features, posts, meeting minutes, announcements, and account access;
• send account, security, email verification, password reset, membership approval, renewal, event, and club notification emails;
• verify amateur radio call signs and assist with member roster accuracy;
• respond to inquiries and support requests;
• protect the website, prevent abuse, troubleshoot errors, and maintain backups;
• meet accounting, governance, bylaw, legal, or operational requirements.

By submitting a form, creating an account, applying for membership, using the member portal, or contacting the club, you provide information for the purposes described at the time of collection and in this policy.

Members can update many profile details and email preferences in the member portal. Some operational messages, such as account security, verification, password reset, application, payment, or membership status messages, may still be sent when needed to run the membership relationship.

We do not sell member information. We may share information only as needed for club operations, including:

• with authorized club admins and volunteers who need access for club duties;
• with website hosting, database, backup, and email service providers;
• with public amateur radio lookup services when a call sign verification check is run;
• with payment or accounting contacts where needed to confirm dues or records;
• when required by law, safety, security, fraud prevention, or a valid legal process.

Public posts, comments, announcements, meeting minutes, public event content, executive listings, and other published material may be visible to the audience shown in that part of the site.

Information is stored in the club website systems and related service provider systems. We retain information only as long as it is reasonably needed for membership administration, accounting, backups, website security, dispute handling, club governance, or legal requirements.

Members may request correction, export, closure, or deletion of their account or member profile. Some records may be retained where the club has a legitimate operational, accounting, security, legal, or governance reason to keep them.

We use reasonable administrative, technical, and physical safeguards for the size and nature of the club. These include HTTPS, password hashing, session controls, role-based admin access, limited admin access, backups, and security logging.

No website or email system can be guaranteed completely secure. Members should use strong passwords and keep account access private.

To ask for access to your information, request a correction, raise a privacy concern, or ask how information is handled, contact the club privacy contact.

Email: va7pmk@nwarc.org
Contact page: gameserv.ca/contact