Privacy Policy

The West Island Women’s Centre – WIWC, is a non-profit organization dedicated to improving the quality of life of women. We provide educational, social and recreational services for women living in the West Island and the community at large.
Our services are available upon registration on an online registration software – Amilia. This third-party gathers the pertinent information necessary to open a client account and our participant form gathers personal information to ensure safety precautions.
This privacy policy reflects our best efforts to respecting your private information. It explains how we collect, use and safeguard your personal information.

  1. Personal information
    “Personal information” means any information that can be used to identify a specific person, including, but not limited to, your name, address, birth date, gender, email address, etc. We may ask for personal information in a variety of ways, including Amilia forms, website forms, over the phone, by emails and/or in-person.
  2. What personal information do we collect?
    Amilia is the e-commerce platform used to provide services to our clients. In order to provide the services, Amilia collects contact information such as your name, email, mailing address or telephone number in order to identify you and process payments. Additional information such as date of birth, gender, emergency contact information, allergies and age of children, etc. is collected using Amilia forms to ensure eligibility, safety precautions and data analysis .
  3. How do we collect your personal information?

a. Directly from you
To create an Amilia account, Personal Information is collected directly from you when you fill out the Amilia registration form.
Our website uses Statcounter which is a real-time web analytics service which helps track, analyze, and understand visitors. This technical information may include your device’s unique identifier, information about your device, browser and operating system, as well as the date and time of our site usage.

b. With your consent
Amilia collects your Personal Information with your consent
c. Refusal of collection and withdrawal of your consent
Your choice to provide us with your personal information is at your discretion. You may always elect to withhold information. You should be aware, however, that if you choose not to provide us with your Personal Information, this may prevent your from using the Amilia platform. You may contact us at womenscentre@wiwc.ca for any questions regarding this matter.

  1. Why we collect your personal information

a. For specific and limited purposes
There are a range of reasons why we may ask you for your Personal information:
• to open a client file
• to open a volunteer file
• to process a donation
• to invite you to events
• to evaluate our services

b. For secondary purposes
In some cases, we may aggregate and anonymize the Personal Information you have provided with other people’s information to create statistical data and reports (e.g. age and municipality of participants using the service). We do not provide the actual personal information. This data is used for writing funding requests which require specific data analysis and may also appear on our Annual Report.

  1. How do we protect your information?
    We have electronic, physical and procedural safeguards to protect your Personal Information. Amilia is a Level 1 certified PCI-DSS service provider, the highest level of security compliance attainable in the payment industry. Amilia is also Soc 2 and HIPAA security certified, ensuring the secure management of customer data.
  2. How do we share or disclose your personal information?
    WIWC does not sell your Personal Information to third parties and will not share it with third parties without your consent, unless required by law. For example, when you donate, we are required by law to take your full name and mailing address to send you an official tax receipt
    a. With our employees and contractors
    As required to perform their work our employees may need to have access to your Personal Information when, for instance, you contact us or request a refund or there is a course cancellation. Their access is limited to what is necessary to perform their duties. For example, instructors will contact you by email or phone when a class is cancelled.

b. With third parties
WIWC may need to share your Personal Information with third parties to operate its business and perform the services (e.g. payment processors). All partners that handle payment card data must be certified as payment card industry-compliant. All these services have resources dedicated to maintaining security and confidentiality, and we ensure that any third-party partner we may use has written policies about never sharing your information with anyone other than WIWC.
These partners include:
• Amilia – Privacy Policy | Amilia
• Paypal – Privacy Statement (paypal.com)
• Square – Privacy and Security | Square Support Centre – CA (squareup.com)
• Nethris – Privacy Statement | Nethris
Amilia is an online registration software that enables participants to register for the activity of interest.
Paypal may be used to process online donations on our website.
Square is used to process off-site purchases during our events.
Nethris is used to process payments to employees and contractors.

c. Where required by applicable law?
We may also share your Personal Information if required to do so by law or as necessary to enforce legal rights.

  1. How long do we keep your Personal Information?
    Personal information will be retained as long as necessary for the fulfillment of services. Participants always have the opportunity to rejoin each year therefore their Personal Information is retained in Amilia.
  2. What are your rights?
    We believe you should be able to access and control your Personal Information no matter where you live. You have the right to request access to, correct, amend, delete, restrict, transfer or object to certain uses of your Personal Information. All the information on Amilia is accessible by the client.
  3. How to contact us
    If you have any questions about this Policy, have concerns about how we process your Personal Information, or if you want to make a request relating to your Personal Information you can do so by contacting our Privacy Officer.
    Privacy Officer
    Address: 11 Rodney Avenue, Pointe-Claire, Quebec, H9R 4L8
    Email : womenscentre@wiwc.ca
    Phone number: 514-695-8529
  4. Changes and updates to the policy
    WIWC may, at its discretion, update, revise, modify or supplement this Policy. We will notify you of any changes by posting the new Privacy Policy on this page.
    You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.