Camp Kannawin Privacy Statement

Effective date: September 1, 2026 Last reviewed: September 1, 2026

Camp Kannawin is committed to safeguarding the personal information entrusted to us by our campers, parents and guardians, rental groups, supporters, donors, volunteers and employees. This statement explains what personal information we collect, why we collect it, how we protect it, and the rights you have in relation to it.

Who and what this statement covers

This statement applies to Camp Kannawin, to our staff and volunteers, and to any person or company providing services on our behalf. It covers information collected:

at our site located at 1367 Township Road 392, Sylvan Lake AB, including through video surveillance and electronic access control
through our registration, rental and donation systems
through our website, online forms, email newsletters and social media
by phone, including recorded calls and voicemail on our main camp line, and by mail and in person

We follow Alberta’s Personal Information Protection Act (PIPA). Where an activity falls under federal jurisdiction, the Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply. Our commercial electronic messages are sent in accordance with Canada’s Anti-Spam Legislation (CASL).

A copy of this statement is available on our website and in print on request.

Safe Church

For more information about The Presbyterian Church in Canada’s Safe Church policies, see https://presbyterian.ca/resources/resources-od/safe-church/

Accountability and contact

The Camp Kannawin Committee is responsible for our compliance with this statement and with PIPA. Privacy questions, access requests, corrections and complaints are handled by the Committee, and are directed to:

Camp Kannawin Committee
Box 9240
Sylvan Lake, AB
T4S 1S8

info@campkannawin.ca
403-887-5760

The Committee reviews this statement, oversees our privacy practices, and considers any complaint received under it. Camp staff may handle routine requests day to day, but the Committee remains accountable for them.

What is personal information

Personal information means information about an identifiable individual. It includes a person’s name, home address, phone number, email address, age, sex, marital or family status, an identifying number such as an Alberta Personal Health Number, financial information, health information, photographs and video, and educational or employment history.

Business contact information used only to contact you in your professional capacity, such as your name, title, business address and business phone number, is generally not treated as personal information under PIPA.

What personal information do we collect and why

We collect only the personal information we need for the purposes described below.

Campers and their families

Registration and contact information: camper and parent or guardian names, addresses, phone numbers, email addresses, dates of birth, and emergency contacts.
Health and care information: allergies, medical conditions, medications, immunization status, dietary requirements, physical or behavioural needs, Alberta Personal Health Number, and the name of a family physician. We collect this so we can care for your child safely and respond appropriately in a medical emergency.
Program information: cabin and activity assignments, swim assessments, incident and first aid reports, and behaviour records.
Financial information: payment details, campership or subsidy applications, and refund records.

We use this information to provide safe and appropriate care while your family member is at camp, to communicate with you about your registration and about upcoming programs, to carry out quality assurance and satisfaction surveys, to administer payments and subsidies, and to meet legal, insurance and regulatory obligations.

Rental and user groups

Camp Kannawin rents its facilities to churches, schools, community organizations, families and other groups. For rental bookings we collect:

contact information for the group’s booking contact and on-site group leader
organization name, billing address and payment or damage deposit information
signed rental agreements, certificates of insurance, and any required policy acknowledgements
expected group size, arrival and departure times, meal counts and dietary requirements
allergy and emergency contact information for participants where the group provides it to us
incident, first aid, damage and lost property reports arising from the rental
access credentials issued for the rental, including gate codes, key or fob assignments and the resulting access logs
guest Wi-Fi connection records

We use this information to confirm and administer the booking, prepare the site, provide food service, respond to emergencies, invoice and collect payment, protect our property, and meet insurance and regulatory obligations.

Responsibility for participant information. In most rentals, the renting organization, not Camp Kannawin, collects and holds the personal information of its own participants. Where a rental group provides us with participant information, we use it only for the purposes set out in the rental agreement and return or securely destroy it when it is no longer needed. Rental groups are responsible for obtaining any consents required from their own participants, including consent for the taking of photographs by the group and for the group’s own record keeping. Rental groups are also responsible for informing their participants that the site is monitored by video surveillance as described below.

Donors and supporters

We collect names, contact information, donation history and payment information in order to process donations, issue charitable tax receipts as required by the Income Tax Act, acknowledge gifts, report to funders, and communicate with supporters about the camp’s work and needs.

Website, cookies and analytics

Camp Kannawin uses Google Analytics on campkannawin.ca and our related sites and booking pages. Google Analytics sets cookies or similar identifiers and records technical information including your IP address, approximate location derived from that address, browser and device type, referring site, pages visited, and time spent on each page.

We use this information only in aggregate, to understand how people find and use our site, to see which programs and pages draw interest, to fix errors, and to keep the site secure.

We do not display advertising on our sites, we do not use advertising or remarketing trackers, we do not use Google Analytics to build advertising audiences, and we do not sell this information or share it with data brokers.

Google processes and stores this information on servers outside Canada, including in the United States. See the section on service providers below. Analytics data is held for a defined retention period set in our Google Analytics configuration and is deleted automatically after that period.

Most browsers let you refuse or delete cookies, and many offer a “do not track” or similar setting. Google also publishes a browser add-on that prevents Google Analytics from collecting data about your visits. Some parts of our site may not work properly if cookies are disabled. Our online forms, registration system and donation pages also record submission details as part of processing your request.

How we collect information and how we tell you about it

We normally collect personal information directly from you. We may collect it from another person with your consent or where the law authorizes us to do so.

We tell you, before or at the time we collect personal information, why we are collecting it. The exception is where you volunteer information for an obvious purpose, such as providing a credit card number to pay a registration fee where the number will be used only to process that payment.

Consent

We ask for your consent to collect, use or disclose your personal information, except where collection, use or disclosure without consent is authorized or required by law.

Express consent is obtained for sensitive information, including health information and the use of photographs or video for promotion.
Implied consent applies where you volunteer information for an obvious purpose.
We assume your consent to continue using, and where applicable disclosing, personal information we have already collected, for the purpose for which it was collected.

We may collect, use or disclose personal information without consent only as PIPA allows. Examples include an emergency that threatens the life, health or safety of an individual, an investigation or legal proceeding, a report required by law such as a report under Alberta’s Children First Act or Child, Youth and Family Enhancement Act, and determining suitability for an honour or award.

Minors. For campers and participants under 18, we collect consent from a parent or legal guardian. Where a young person is capable of understanding the consequences of providing their own information, they may exercise their own privacy rights.

Withdrawing consent. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Contact the Camp Kannawin Committee to do so. Withdrawing consent may mean we can no longer provide certain services. For example, we cannot accept a camper without the health information needed to care for them safely. Withdrawing consent does not require us to delete records we are required to keep by law.

Video surveillance and site security

Camp Kannawin uses video surveillance cameras at its site. We use them for a limited set of purposes:

protecting the safety and security of campers, guests, staff and volunteers
deterring, detecting and investigating theft, vandalism, trespass and property damage
monitoring vehicle traffic and controlled entry points
investigating incidents, accidents and insurance or liability claims

Where cameras are located. Cameras are placed in and around outdoor common areas, building entrances and exits, parking areas, the main gate, and areas containing equipment or supplies. Camera locations are chosen so that recording is limited to what is reasonably necessary for the purposes above.

Where cameras are not located. We do not place cameras in washrooms, showers, change rooms, cabins or other sleeping accommodations, health centre treatment areas, or any other place where individuals have a heightened expectation of privacy. Cameras are not used to monitor the routine performance of staff or volunteers.

Notice. Signs are posted at the entrance to the property and at monitored areas advising that the area is under video surveillance and providing contact information for questions.

Audio. Some of our cameras record audio as well as video. Audio is captured only as part of a video recording from the camera locations described above, and it is used for the same limited purposes. We do not use audio recording to listen in on conversations, and we do not place audio-capable cameras in areas where people would reasonably expect a private conversation. Signage at monitored areas states that both video and audio are recorded.

Access and retention. Recordings are stored on secured equipment and are accessible only to Committee members and specifically authorized staff. Recordings are not monitored continuously. Storage overwrites the oldest recordings first, and recordings are retained for a maximum of 90 days. Depending on recording volume, many recordings are overwritten well before that. A recording is kept past its normal overwrite point only where it has been exported for an active investigation, an incident report, an insurance claim, or a legal or law enforcement request. Exported recordings are kept only as long as needed for that purpose and are then securely deleted. Access to recordings is logged.

Disclosure. We may disclose recordings to law enforcement where required or permitted by law, to our insurers in connection with a claim, and as otherwise authorized by PIPA. We do not post surveillance footage publicly or share it on social media.

Electronic access control. Our gates and certain doors use electronic access control. These systems record which credential was used, at which door, and when. We use these records for site security, incident investigation and rental administration. Access logs are retained on a rolling basis for a maximum of one year, with the oldest entries deleted first, so the retained window is often shorter than one year.

Telephone calls and voicemail

Calls to and from our main camp line, 403-887-5760, are recorded. This includes both incoming calls and calls placed by camp staff. Voicemail messages left on this line are also recorded and retained.

Why we record. We record calls to keep an accurate record of registration and rental bookings, to correctly capture health, allergy, dietary and emergency contact details given to us by phone, to support quality assurance and staff training, to respond to safety and emergency situations, and to resolve disputes about what was agreed.

Notice and consent. The Camp Kannawin staff member or volunteer on the call is a party to the call and consents to it being recorded. We do not play an automated recording announcement. Notice that calls on this line are recorded is given through this privacy statement.

If you do not wish to be recorded, tell the staff member at any point during the call. We will stop the recording, delete any portion already recorded, and take your information by another means, or continue by email or in writing instead. Declining to be recorded will not affect the service you receive.

What recordings can contain. Because parents and group leaders often give us health, allergy and emergency information by phone, call recordings can contain sensitive personal information. We treat them with the same safeguards as our health records.

Access and retention. Recordings and call logs are stored on secured systems and are accessible only to Committee members and specifically authorized staff.

Call logs, meaning the number called or calling, the date, time and duration of the call, are kept as part of our ongoing business records and are not deleted on a fixed schedule. Call logs do not contain the content of the call.

Call recordings and voicemail are retained for a maximum of 90 days and are then deleted automatically. A recording is kept past 90 days only where it relates to an incident report, complaint, insurance claim, or legal or law enforcement request. In that case the recording is retained with the incident file, is subject to the retention period that applies to that file, and is securely deleted when that period ends.

Where a recording is the source of registration, health or rental information, that information is transferred into the relevant camper, staff or rental record, and that record is then governed by the retention periods set out below.

Disclosure. We do not publish or share call recordings. We may disclose a recording to law enforcement where required or permitted by law, to our insurers in connection with a claim, and as otherwise authorized by PIPA.

Photographs, video and promotional use

Separately from video surveillance, we take photographs and video at camp for program, archival and promotional purposes, including our website, newsletters, social media and printed material.

We ask for express written consent for this use from a parent or guardian during registration or at check-in, and you may decline or withdraw that consent at any time by contacting us. We retain these consent forms for a minimum of three years. We do not publish a camper’s full name alongside their image without specific consent. If an image has already been published and you ask us to remove it, we will remove it from material we control as promptly as we reasonably can, though we cannot recall printed material already distributed or copies made by others.

Personal employee and volunteer information

Personal employee information is personal information about an employee or volunteer that is collected, used or disclosed solely to establish, manage or end an employment or volunteer relationship. Under PIPA, we may collect, use and disclose personal employee information without consent for those purposes, provided the collection is reasonable and we give notice.

We collect, use and disclose personal employee and volunteer information to:

determine eligibility for employment or volunteer work, including verifying qualifications and references
meet our child protection obligations, including criminal record and vulnerable sector checks
establish training and development requirements, including certifications
assess performance and manage performance issues
administer pay and benefits, and process work-related claims such as benefits, workers’ compensation and insurance claims (paid employees only, where applicable)
schedule staff and administer time records
comply with the requirements of funding bodies, including government grants
comply with applicable law, including the Income Tax Act, the Alberta Employment Standards Code, the Occupational Health and Safety Act and the Workers’ Compensation Act

The types of information we may collect for these purposes include:

contact information, including name, home address, telephone number, email address and emergency contact
criminal record checks and vulnerable sector checks
resumes, work history, references, interview notes, letters of offer and acceptance, policy acknowledgement forms, certifications and workplace performance evaluations
health information where required for accommodation, first aid response or a workplace injury claim
benefit enrolment forms, including medical, dental, life and disability coverage (paid employees only, where applicable)
financial information such as direct deposit details and tax information, including Social Insurance Numbers (paid employees only, used only for tax and payroll reporting)

We will inform employees and volunteers of any new purpose for collecting, using or disclosing personal employee information, or obtain consent, before or at the time the information is collected.

Employment and volunteer references

After an employment or volunteer relationship ends, other organizations sometimes contact us for a reference. It is our policy not to disclose personal information about employees or volunteers to organizations requesting a reference without consent. Where consent is given, the information we normally provide is:

confirmation that the individual was an employee or volunteer, including the position and the dates of the relationship
general information about the individual’s duties, their ability to perform those duties, and their success in the role

Service providers and information stored outside Canada

We use third party service providers to operate the camp. These include registration and rental management software, payment processors, email and newsletter platforms, online form providers, cloud storage and backup providers, and accounting software. We provide these service providers only the personal information they need to perform their function, and we require them to protect it.

Some of these service providers store or process personal information outside Canada, including in the United States. Information stored in another country is subject to the laws of that country and may be accessible to its courts and law enforcement agencies.

As required by section 13.1 of PIPA, you may contact the Camp Kannawin Committee to obtain written information about our policies and practices regarding service providers outside Canada, and to ask questions about the collection, use, disclosure or storage of personal information by those service providers.

Electronic communications

If you are on our email list, you will receive newsletters and updates about camp programs, events and needs. Every message includes an unsubscribe link, and you can also unsubscribe by contacting us at info@campkannawin.ca. We honour unsubscribe requests promptly. Unsubscribing from marketing email does not stop transactional messages such as registration confirmations, rental paperwork or tax receipts.

How we safeguard personal information

We protect personal information with safeguards appropriate to its sensitivity, and we make every reasonable effort to prevent loss, misuse, unauthorized access, disclosure, copying, use or modification. Our safeguards include:

Physical: locked filing cabinets and offices, controlled site access, and secured equipment rooms. Camper and staff health records, registration records and screening records are held in confidential files separate from general camp records.
Technical: password protection and multi-factor authentication on accounts holding personal information, encryption in transit and at rest where available, network segmentation for camera and access control systems, restricted administrative accounts, and current security patching. Where health records are kept in an electronic database, that system uses encryption to prevent record tampering, and records are backed up securely at the end of each operating season.
Administrative: access limited to those who need the information to do their job, confidentiality expectations for staff and volunteers, privacy and child protection training, and screening including criminal record and vulnerable sector checks. Camper health records are accessible only to camp administrators and camp health care personnel.

No system is completely secure, and we cannot guarantee that information transmitted to us over the internet will be free from interception.

Accuracy and retention

We make every reasonable effort to keep personal information accurate and complete for the purposes for which it is used. We rely on you to tell us when your information changes.

We keep personal information only as long as it is needed for the purposes for which it was collected, or as required by law or by the standards that govern our operation. Where we use personal information to make a decision about you, PIPA requires us to keep it for at least one year after making that decision so that you have an opportunity to access it.

Our record keeping and retention practices follow:

the accreditation standards of the Alberta Camping Association (2025 Standards Manual), including sections 1.2 Record Keeping and 6.1 Medical Records
Leading With Care, the child and vulnerable person protection policy of The Presbyterian Church in Canada, including its requirements for screening, incident reporting and record retention
Alberta Health Services requirements applicable to recreational camps and food service
applicable Alberta and federal legislation, including the Income Tax Act, the Alberta Employment Standards Code, the Occupational Health and Safety Act, the Workers’ Compensation Act, and the duty to report under the Child, Youth and Family Enhancement Act
the requirements of our insurers and of funders whose grants we receive

Where these standards set a longer retention period than we would otherwise apply, the longer period governs.

Record type	Retention
Camper registration records, including names, ages, contact information, emergency contacts and guardian signatures	Minimum 3 years, held in a confidential file
Health records, statements of health, and records of accident or illness requiring treatment, for campers, staff and volunteers	Minimum 3 years, held in a confidential file
Incident, accident and critical incident reports	Minimum 3 years. Where the incident involves a participant who was under 18, we retain the documentation until 2 years after that participant reaches the age of majority, and longer while a claim or investigation is open
Screening records, including interview notes, reference checks, and criminal record and vulnerable sector checks	Minimum 3 years after the employment or volunteer relationship ends
Photography and promotional consent forms	Minimum 3 years
Financial and donation records, including charitable tax receipts	7 years
Rental agreements and related records	7 years after the rental
Employee and payroll records	As required by the Alberta Employment Standards Code and the Income Tax Act
Records of a disclosure or allegation of abuse	Retained and stored in accordance with our child safety and protection policy and applicable privacy legislation
Video and audio surveillance recordings	Maximum 90 days, oldest overwritten first, often sooner
Telephone call logs (number, date, time, duration, no call content)	Kept as ongoing business records
Telephone call recordings and voicemail	Maximum 90 days. Recordings attached to an incident report follow that file’s retention period
Website analytics data	As set in our Google Analytics retention configuration
Access control logs	Maximum 1 year, oldest deleted first, often sooner

Criminal record checks and vulnerable sector searches are obtained for all staff and volunteers aged 18 and over and are refreshed every 3 years.

When personal information is no longer needed, we destroy it securely. Paper records are shredded and electronic records are permanently deleted, including from backups on our normal backup cycle.

Privacy breaches

If personal information in our custody or control is lost or accessed or disclosed without authorization, we will investigate, take steps to contain the incident, and assess the risk of harm.

Where there is a real risk of significant harm to an individual, PIPA requires us to report the incident to the Information and Privacy Commissioner of Alberta without unreasonable delay, and to notify affected individuals if the Commissioner directs us to do so. We keep a record of breaches.

Your right to access and correct your information

You have the right to ask for access to your own personal information in our custody or control, to information about how it has been used, and to the names of people and organizations to whom it has been disclosed.

To make a request, contact the Camp Kannawin Committee in writing. We may ask you to verify your identity. We will respond within 45 days, or tell you if we need an extension and why. If a fee applies, we will give you a written estimate first, and you can decide whether to proceed.

There are limited situations where PIPA requires or permits us to refuse access, for example where the information is subject to legal privilege, where disclosing it would reveal personal information about another individual, or where it relates to an ongoing investigation. If we refuse, we will tell you the reason and explain your right to complain to the Commissioner.

If you believe our information about you is wrong or incomplete, tell us and we will correct it wherever possible. We may ask for the request in writing. If we do not make the correction, we will note your requested correction on the record.

Questions and complaints

If you have a question or concern about how Camp Kannawin collects, uses or discloses personal information, or about a request for access to your own personal information, please contact the Camp Kannawin Committee:

Camp Kannawin Committee
Box 9240
Sylvan Lake, AB
T4S 1S8

info@campkannawin.ca
403-887-5760

Concerns raised by email or phone are brought to the Committee as a whole for consideration.

Complaints may also be submitted, anonymously or not, at: https://form.jotform.com/241527695335059

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta:

Phone: 780-422-6860 or toll free 1-888-878-4044 Email: generalinfo@oipc.ab.ca Website: oipc.ab.ca

Changes to this statement

We review this statement at least annually and update it when our practices change. The current version is always posted on our website, with the effective date shown at the top.