Privacy Policy

1. Information We Collect

We collect information that you provide directly to us and information automatically collected when you use our Website.

1.1 Information You Provide

We collect personal information when you:

• Purchase raffle tickets
• Create an account on our Website
• Subscribe to email updates or newsletters
• Contact us with questions or feedback
• Participate in surveys or promotions
• Claim a prize

This information may include:

• Contact Information: Name, email address, phone number, mailing address
• Identity Information: Date of birth, government-issued ID (for prize claims)
• Payment Information: Credit card details, billing address (processed by third-party payment processors)
• Account Information: Username, password, preferences
• Communications: Content of messages you send to us

1.2 Automatically Collected Information

When you access our Website, we automatically collect certain information:

• Device Information: IP address, browser type and version, operating system
• Usage Information: Pages viewed, time spent on pages, links clicked, referring website
• Location Information: General geographic location based on IP address
• Cookies and Similar Technologies: Data collected through cookies, web beacons, and similar tracking technologies

2. How We Use Your Information

We use collected information for the following purposes:

2.1 Raffle Administration

• Process ticket purchases and payments
• Verify eligibility and age requirements
• Conduct the raffle draw
• Contact and verify winners
• Coordinate prize delivery or pickup
• Maintain records required by BC Gaming regulations

2.2 Communications

• Send transaction confirmations and receipts
• Provide customer support and respond to inquiries
• Send important updates about the raffle
• Deliver newsletters and promotional materials (with consent)
• Notify you of changes to our policies or terms

2.3 Website Improvement

• Analyze usage patterns and trends
• Improve Website functionality and user experience
• Develop new features and services
• Monitor and prevent fraud or security breaches

2.4 Legal Compliance

• Comply with BC Gaming Policy and Enforcement Branch requirements
• Fulfill tax reporting obligations
• Respond to legal requests and prevent illegal activity
• Enforce our terms and conditions

3. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contract Performance: Processing necessary to fulfill our contractual obligations (ticket purchase and raffle administration)
• Consent: You have provided explicit consent for specific processing activities (e.g., marketing communications)
• Legal Obligation: Processing required to comply with applicable laws and regulations
• Legitimate Interests: Processing necessary for our legitimate business interests that do not override your privacy rights

4. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Payment processors (e.g., Stripe, PayPal)
• Email service providers
• Website hosting and maintenance providers
• Analytics and data analysis services
• Customer support platforms

These providers are contractually obligated to protect your information and use it only for specified purposes.

4.2 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal process, court orders, or government requests
• Cooperate with BC Gaming Policy and Enforcement Branch
• Protect our rights, property, or safety and that of others
• Detect, prevent, or address fraud or security issues
• Enforce our terms and conditions

4.3 Business Transfers

If we are involved in a merger, acquisition, asset sale, or bankruptcy, your information may be transferred as part of that transaction. You will be notified of any such change.

4.4 Winner Publicity

Winner names (first name and last initial) and general location may be publicly announced on our Website and social media. Full names and photographs may be used with explicit winner consent.

4.5 With Your Consent

We may share information for any other purpose with your explicit consent.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption: Sensitive data transmitted using SSL/TLS encryption
• Access Controls: Restricted access to personal information on a need-to-know basis
• Authentication: Password protection and multi-factor authentication where appropriate
• Regular Audits: Periodic security assessments and vulnerability testing
• Employee Training: Staff trained on data protection best practices
• Secure Payment Processing: PCI-DSS compliant payment systems

Important: While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Specific Retention Periods:

• Ticket Purchase Records: 7 years (for tax and gaming license compliance)
• Winner Information: Indefinitely (for legal and promotional purposes)
• Account Information: Until account deletion or 2 years of inactivity
• Marketing Communications: Until you unsubscribe
• Website Analytics: 26 months
• Customer Support Records: 3 years

7. Your Privacy Rights

You have the following rights regarding your personal information:

7.1 Access

You have the right to request a copy of the personal information we hold about you.

7.2 Correction

You may request correction of inaccurate or incomplete personal information.

7.3 Deletion

You may request deletion of your personal information, subject to legal retention requirements (e.g., gaming license compliance, tax obligations).

7.4 Objection

You may object to certain processing of your personal information, particularly for marketing purposes.

7.5 Restriction

You may request restriction of processing under certain circumstances.

7.6 Data Portability

You may request transfer of your information to another organization in a structured, commonly used format.

7.7 Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing based on consent before withdrawal.

Exercising Your Rights

To exercise any of these rights, please contact us at privacy@quad-raffle.com or use the contact information provided below. We will respond within 30 days.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Website.

8.1 Types of Cookies We Use

• Essential Cookies: Necessary for Website functionality (e.g., session management, security)
• Performance Cookies: Collect information about how you use our Website (e.g., Google Analytics)
• Functionality Cookies: Remember your preferences and settings
• Marketing Cookies: Track your browsing for targeted advertising (with consent)

8.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect Website functionality.

To opt out of Google Analytics: Google Analytics Opt-out

9. Third-Party Links

Our Website may contain links to third-party websites (e.g., payment processors, social media platforms). This Privacy Policy does not apply to those sites.

We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

Our services are not directed to individuals under 19 years of age. We do not knowingly collect personal information from children.

If we become aware that we have collected information from a person under 19, we will delete that information promptly. If you believe we have collected information from a minor, please contact us immediately.

11. International Data Transfers

Your information may be processed and stored in Canada or other countries where our service providers operate. These countries may have different data protection laws than British Columbia.

We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

12. Marketing Communications

12.1 Email Marketing: With your consent, we may send promotional emails about upcoming raffles, special offers, and organization updates.

12.2 Opt-Out: You can unsubscribe from marketing emails at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at info@quad-raffle.com
• Updating your account preferences

12.3 Transactional Emails: You cannot opt out of transactional emails related to your ticket purchase or raffle participation.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

13.1 Notification: Material changes will be communicated via:

• Prominent notice on our Website
• Email notification to registered users
• Updated "Last Updated" date at the top of this policy

13.2 Continued Use: Your continued use of the Website after changes become effective constitutes acceptance of the updated Privacy Policy.

13.3 Review: We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:

Quad Riders ATV Association
Privacy Officer
Box 432, Falkland, BC V0E 1W0
Phone: 250-613-8185
Email: privacy@quad-raffle.com

15. Complaints

If you believe we have not complied with this Privacy Policy or applicable privacy laws, you have the right to file a complaint.

Internal Complaint: Contact our Privacy Officer using the information above.

External Complaint: You may also file a complaint with:

Office of the Information and Privacy Commissioner for British Columbia
Website: www.oipc.bc.ca
Phone: 250-387-5629
Email: info@oipc.bc.ca