Overview

This Privacy Policy describes how the North American Association of Transformational Game Practitioners (NAATGP) (“NAATGP”, “we”, “us”, “our”, the “Association”) collects, uses, discloses, retains, and safeguards personal information in connection with our websites, membership administration, events, programs, and communications (collectively, the “Services”).

Scope and application
This Privacy Policy applies to personal information handled by NAATGP in the course of providing the Services, whether collected online or offline (e.g., during in-person events, virtual sessions, phone/email communications, and applications).
This Privacy Policy does not apply to third-party websites, platforms, or services that NAATGP does not control (including social media platforms, payment processors, event platforms, and videoconferencing tools). Your use of those third parties is governed by their own terms and privacy practices.

Legal framework (Canada)
NAATGP is a not-for-profit association. Depending on how NAATGP operates, certain privacy laws may apply, including:

• PIPEDA (federal private-sector privacy law) where personal information is collected, used, or disclosed in the course of commercial activity (which can include transactions of a commercial character, including paid events, sponsorship activations, and the sale/lease of lists).
• CASL (Canada’s anti-spam legislation) for commercial electronic messages (CEMs).
• Québec’s Act respecting the protection of personal information in the private sector (as modernized by Law 25) where NAATGP carries on activities in Québec and/or handles personal information in that context (including requirements around a privacy officer and confidentiality incident handling).

Federal privacy reform proposals (e.g., Bill C-27) have been subject to legislative change and are not assumed to be in force for purposes of this policy; NAATGP will update this policy if/when applicable legislation changes.
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1. Acceptance of this Privacy Policy and Revisions
By using our Services, registering for membership, attending events, or providing personal information to NAATGP, you acknowledge that you have read and understood this Privacy Policy.
We may update this Privacy Policy from time to time. The “Last updated” date indicates when changes were posted. Your continued use of the Services after an update constitutes acceptance of the revised Privacy Policy to the extent permitted by law.
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2. What personal information we collect
We collect personal information that is reasonably necessary for identified purposes connected to NAATGP’s operations, member services, events, and communications.
2.1 Information you provide directly
Depending on how you interact with NAATGP, we may collect:

• Contact information (name, email address, phone number, mailing address)
• Membership/profile information (professional bio, credentials, services, games facilitated, business name, website/social links, headshot)
• Application and verification information (where applicable to membership or certification pathways)
• Event information (registration details, attendance, ticket type, accessibility and dietary accommodations you voluntarily disclose)
• Communications with NAATGP (messages, support inquiries, comments, feedback, complaints)
• Testimonials and other content you submit
• Limited payment-related information (e.g., confirmation of payment status, invoice/receipt details). Payment card data is typically processed by third-party processors, not stored by NAATGP in full.

2.2 Sensitive information (limited)
NAATGP does not intentionally collect sensitive personal information unless necessary and voluntarily provided (e.g., accessibility needs, dietary restrictions). Where sensitive information is collected, NAATGP limits use to the stated purpose and restricts access.
2.3 Information collected automatically (online)
When you use our websites or online services, we and our service providers may collect technical information through cookies or similar technologies, such as:

• IP address, browser type, device identifiers
• Pages visited, time spent, interaction logs
• Referring URLs and approximate location (derived from IP address)

This information is used for security, analytics, and site functionality. Some analytics may be performed in aggregate or de-identified form.
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3. Why we collect personal information (purposes)
NAATGP may collect, use, and disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:
3.1 Membership administration and delivery of Services

• Create and manage member accounts and profiles
• Process applications, renewals, and member benefits
• Provide a directory or member listing (where applicable and subject to your settings/choices)
• Manage committees, volunteer operations, governance, and professional standards activities
• Respond to inquiries and provide support

3.2 Events, programs, and community activities

• Register attendees and administer logistics
• Facilitate networking and community connection
• Deliver educational programming, workshops, and virtual sessions
• Manage accommodations (where you voluntarily provide the necessary information)

3.3 Communications and marketing (CASL)
NAATGP may send you electronic communications related to:

• Operational messages (membership status, receipts, event logistics)
• Announcements about events, programs, or opportunities
• Community updates and newsletters
• Sponsorship/partner communications only where relevant to NAATGP programming and delivered in a compliant manner

NAATGP does not sell or rent lists. Unsubscribe options are provided in accordance with CASL, including a functional unsubscribe mechanism and processing within required timelines.

3.4 Safety, security, and legal compliance

• Protect NAATGP, members, and the public from fraud, misuse, or security threats
• Enforce policies, eligibility rules, and community standards

Comply with applicable legal obligations, lawful requests, and regulatory requirements
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4. Consent and your choices
4.1 Consent
By providing personal information to NAATGP, you consent to its collection, use, and disclosure as described in this Privacy Policy, subject to applicable legal requirements.
Consent may be express or implied depending on context. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice.
4.2 Unsubscribing from emails
You can unsubscribe from non-essential communications using the unsubscribe link or instructions in our messages. NAATGP will action unsubscribe requests within legally required timelines.
4.3 Directory visibility and profile choices
If NAATGP provides a directory or public-facing listings, you control (where the platform allows) what you publish and what is visible. NAATGP is not responsible for personal information you choose to make public.
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5. When we disclose personal information
We disclose personal information only for the purposes described above, on a need-to-know basis, and to the extent reasonably necessary.
5.1 Volunteers, directors, committee members, facilitators
NAATGP is supported by volunteer leaders and practitioners. We may share limited personal information with volunteers, directors, committee members, event organizers, and facilitators where necessary to deliver Services (e.g., attendee lists, event logistics, accommodation requirements).
Important: NAATGP cannot guarantee how other individuals will use information they access through networking, events, or directories. NAATGP may take reasonable steps under its policies to address misuse, including warnings, suspension, or removal from membership/events, but NAATGP disclaims liability for third-party misuse to the extent permitted by law.
5.2 Service providers (processors)
We use third-party service providers to support operations (e.g., membership management, event registration, email delivery, payment processing, surveys, analytics, cloud storage, videoconferencing). These providers may process personal information on our behalf and under their own privacy practices.
NAATGP does not control third-party platforms. You are responsible for reviewing their applicable terms and privacy policies.
List of key providers:

• Membership / CRM / directory: Google Workspace (Gmail, Drive, Sheets, Forms)
• Payments: Stripe
• Email/newsletters: Google Workspace (Gmail)
• Event ticketing/registration: Tilda Forms
• Surveys/forms: Google Forms, JotForm
• Website hosting/landing pages: Tilda
• Video conferencing: Zoom

5.3 Sponsors and partners (limited)
Where NAATGP offers sponsored events or partner programs, NAATGP may disclose limited information to sponsors/partners only as needed for fulfillment (e.g., aggregate attendee counts; or specific attendee information if you explicitly consent or the disclosure is clearly presented at registration). NAATGP does not provide “attendee lists” for third-party marketing unless properly disclosed and consented.
5.4 Legal disclosures
NAATGP may disclose personal information where required or permitted by law (including to comply with lawful court orders or regulatory processes). NAATGP may not be permitted to notify you of such disclosures.
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6. Photos, video, audio recordings, testimonials
6.1 Event media
NAATGP events (in-person or virtual) may be photographed, recorded, or otherwise documented for operational, educational, or promotional purposes.
Where feasible, NAATGP will provide notice when recording is expected (e.g., signage at venues, notices in registration pages, or announcements in virtual sessions). By attending, you acknowledge that your image/voice may be captured, subject to applicable law.
6.2 Testimonials
If you submit a testimonial, you grant NAATGP permission to use it (including your name and/or professional attribution as agreed) for NAATGP communications and promotional materials, unless you withdraw consent in writing. NAATGP may edit testimonials for clarity/length without changing their meaning.
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7. Security safeguards
NAATGP maintains reasonable administrative, technical, and organizational safeguards proportionate to the sensitivity of the information, including access controls and vendor controls where feasible.
No system can be guaranteed to be 100% secure. You are responsible for maintaining appropriate security on your own devices and accounts.
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8. Breach / confidentiality incident response
8.1 PIPEDA (Canada)
Where PIPEDA applies, NAATGP will assess suspected breaches of security safeguards and, where required, report breaches that pose a real risk of significant harm to the Office of the Privacy Commissioner of Canada (OPC), notify affected individuals, and keep records of breaches as required.
8.2 Québec (Law 25)
Where Québec’s law applies, NAATGP will manage “confidentiality incidents” and, where required, notify the Commission d’accès à l’information (CAI) and affected individuals when an incident presents a “risk of serious injury,” and maintain incident records/registries as required. _______________________________________________________________________________________

9. Cross-border processing and storage
NAATGP and its service providers may store or process personal information outside your province/territory and possibly outside Canada (e.g., where cloud infrastructure is located). Privacy laws in those jurisdictions may differ. By using the Services, you acknowledge and consent (where required) to such cross-border transfers.
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10. Where and How Is Personal Information Stored?
NAATGP retains personal information only as long as necessary for the purposes described in this Privacy Policy, and as required or permitted by law.
Retention periods vary depending on context. For example:

• Membership/profile information: generally for the duration of membership and a reasonable period thereafter for administrative continuity and compliance
• Financial records (invoices/receipts): retained as required for audit, accounting, and legal obligations
• Event registrations: retained as needed for event administration, follow-up, and recordkeeping
• Incident/security logs: retained as needed for security and compliance

You may request deletion of your personal information, subject to lawful exceptions (e.g., required retention of financial records and governance documentation).
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11. Accessing and Correcting Your Personal Information
You may request access to personal information NAATGP holds about you by contacting NAATGP’s Board of Directors Officer in writing. NAATGP will respond within a reasonable timeframe and may request verification of identity before providing access.

NAATGP will correct or update personal information where it can be shown to be inaccurate or incomplete.

NAATGP generally does not charge fees for access requests; however, NAATGP reserves the right to charge reasonable costs where permitted by law and will notify you in advance if fees may apply.

Where Québec law applies, additional rights may apply depending on the circumstances (e.g., certain transparency requirements and technology-related obligations). NAATGP will respond in accordance with applicable law.
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12. Children and minors
NAATGP Services are intended for adults and professional audiences. NAATGP does not knowingly collect personal information from children. If you believe a minor has provided personal information to NAATGP, contact us and we will take appropriate steps consistent with applicable law.
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13. Complaints
If you have questions or concerns about NAATGP’s handling of personal information, you may contact the NAATGP Board of Directors. NAATGP will review complaints and respond within a reasonable timeframe.
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14. Contact NAATGP
For questions about NAATGP privacy practices, to request access or correction, to withdraw consent, or to file a complaint, contact:

ATTENTION: NAATGP Board of Directors
North American Association of Transformational Game Practitioners (NAATGP)
Mailing Address: 13 Stikine Drive, Ottawa, ON, Canada, K2T 1H1
Telephone: 613-255-1586
Email: naatgp.office@gmail.com