Windsor Hackforge (Hackforge) is a not-for-profit organization operating in Ontario and British Columbia. 

    This policy governs privacy aspects of data collection, retention and dissemination at Hackforge. It provides guidance for participants, volunteers and staff on acceptable handling of privacy matters at Hackforge. It is a public document. 

    Personal information, at minimum, will be handled in accordance with this policy and any applicable legislation, including PIPEDA and FIPPA.

    Hackforge takes privacy seriously. Wherever possible, Hackforge uses cryptographic tools to secure data in transit and at rest.

    Hackforge collects the following data:

    • Web access logs
      • This data is collected automatically by our web server. It is used to understand the traffic to our web site. We do not perform any post-processing or add additional data to this data set.
    • Google Analytics data
      • This data is collected automatically by Google. It is used to understand visitors to our web site. We do not perform any post-processing or add additional data to this data set.
    • Email addresses and other contact information
      • This data is collected manually and electronically in a variety of ways. It is used for the purpose of planning, managing, and marketing events, and retained for the purpose of tracking membership status (see below).
    • Membership status
      • Information about event participants is added to our membership status data set so that we can produce a meaningful list of members for Annual General Meetings.
    • Survey data
      • Any data collected to measure opinions or experiences of members of the public. Data is stored in Hackforge Google Drive, or in the case of SaaS survey products, in the survey tool’s online storage. Survey data is used for decision-making and public communication.
    • Project data
      • Any data collected for the purposes of a specific project. The disposition of this data will be communicated to participants at the point of collection.
    • Ephemeral data
      • Some ephemeral data, like web “cookies” may be created and stored in the course of user activity on Hackforge web properties for user convenience. Hackforge does not use or collect this data. 
    • Third-party data
      • Third parties whose services Hackforge uses may collect data from Hackforge users who interact with them. Users are advised to review the privacy policies of those organizations.

    Hackforge will disclose data in our control to legal authorities upon receipt of a legal instrument supporting their authorization. Hackforge will not share any other data collected by the organization with any third party besides those required for the provision of services. Exceptions to this policy can be authorized by a resolution of the board and must be communicated to all affected people.

    Photographs and video recording happen at Hackforge events. Participants may be included in images or video recordings shared with the public. Hackforge discloses photography and video recording to participants at the time it is initiated.

    Records are stored on paper, in Hackforge’s Google Drive, and on the local computers of staff and volunteers. Data on local computers must be permanently removed as soon as the work being performed is complete. Paper records are secured in the Hackforge physical location, and appropriate precautions are taken with the Google Drive including two-factor authentication. HTTP access logs are stored on the web server.

    All data collected is accessible by Hackforge staff and board members. Volunteers may be provided access on an as-needed basis for the performance of a specific task. 

    Any inquiries about this policy or about a person’s individual data should be directed to the Hackforge Managing Director. Complaints can be made to the Chair of the Board of Directors or, in their absence, any member of the Executive Committee.