Privacy Policy 

Effective date: March 2025

Alberta Society of Asian Popular Arts (“us”, “we”, or “our”) operates the https://www.asapa.ca and https://www.animethon.org website (hereinafter referred to as the “Service”).

This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data. This Privacy Policy has been updated to comply with the latest privacy laws, including the General Data Protection Regulation (GDPR) and Alberta’s Personal Information Protection Act (PIPA).

By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used herein have the same meanings as in our Terms and Conditions, accessible from https://www.asapa.ca.

Definitions

Service The https://www.asapa.ca website is operated by Alberta Society of Asian Popular Arts.

Personal Data Information about an identifiable individual, which may include names, contact details, and other identifiers, as governed by applicable laws.

Usage Data Data automatically collected, such as IP addresses, browser details, pages visited, and timestamps.

Cookies Small files stored on your device that help improve user experience and track activities.

Data Controller The entity that determines how and why personal data is processed. For this policy, the Alberta Society of Asian Popular Arts is the Data Controller.

Data Processor (or Service Provider) Entities that process data on behalf of the Data Controller. Third-party service providers are bound by strict confidentiality agreements.

Data Subject (or User) Individuals who use our Service and whose personal data is collected.

Information Collection and Use 

We collect various types of information for multiple purposes, including to provide and improve our Service.

Types of Data Collected

Personal Data You may be asked to provide personally identifiable information, including but not limited to:

• Name

• Email address

• Phone number

• Address (including city, province/state, and postal code)

• Cookies and Usage Data

We use this data to communicate with you, including newsletters, promotional offers, and updates. You can opt-out at any time by using the “unsubscribe” link in our emails.

Usage Data We collect data on how the Service is accessed, such as:

• IP address

• Browser type/version

• Pages visited

• Time and date of visits

• Time spent on pages

Tracking & Cookies Data Cookies and similar technologies (e.g., tags, beacons) are used to analyze activities and improve functionality.

Examples of cookies we use:

• Session Cookies: Operate the Service.

• Preference Cookies: Remember user preferences.

• Security Cookies: Ensure data security.

• Advertising Cookies: Deliver relevant advertisements.

Legal Basis for Processing Personal Data

We process personal data under lawful grounds, including:

• Performance of a contract

• Consent

• Legitimate interests

• Legal obligations

Your Rights

Residents of applicable jurisdiction are entitled to specific rights:

Rectification Correct inaccurate or incomplete data.

Erasure Request deletion of personal data where applicable.

Restriction and Objection Restrict or object to the processing of personal data under specific circumstances.

Withdraw Consent Revoke consent where it was the basis of processing.

To exercise these rights, contact us at http://www.asapa.ca/contact

Retention of Data

We retain personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy, including compliance with legal, regulatory, or accounting obligations. Personal data that is no longer required is securely deleted or anonymized to ensure it cannot be associated with an identifiable individual.

Specific retention periods include:

• Transactional Data: Retained for seven years to comply with tax and financial reporting regulations.

• User Accounts: Retained until the account is deleted or becomes inactive for more than three years.

• Usage Data: Retained for up to two years, unless needed for security purposes.

Retention practices are regularly reviewed to ensure compliance with Alberta’s PIPA and other applicable laws.

Data Transfers

Your personal data may be transferred to and processed in countries outside of your jurisdiction, including Canada. When transferring data internationally, we ensure adequate safeguards are in place to protect your data. These safeguards may include:

• Binding corporate rules

• Standard contractual clauses approved by data protection authorities

• Verification that the receiving country provides an adequate level of data protection

We take steps to ensure all third parties handling data comply with Canadian laws, such as PIPEDA and PIPA, and implement security measures to protect your data during transit and storage.

Security of Data

We take the security of your personal data seriously and implement industry-standard measures to protect it from unauthorized access, loss, misuse, or alteration. These measures include:

• Encryption: Sensitive data is encrypted during transmission using TLS (Transport Layer Security) protocols.

• Access Controls: Personal data access is restricted to authorized personnel only, based on job responsibilities.

• Data Monitoring: Regular monitoring of systems to detect and respond to potential threats.

• Third-Party Audits: Periodic audits of third-party service providers to ensure compliance with our security standards.

Despite these measures, no system can guarantee absolute security. If a data breach occurs, we will notify affected individuals and regulatory authorities in accordance with Canadian privacy laws.

Do Not Track Signals 

Our Service does not respond to DNT signals.

Third-Party Services We may use analytics and advertising providers, including:

• Google Analytics (opt-out at https://tools.google.com/dlpage/gaoptout)

• Google AdSense

• Facebook (opt-out via https://www.facebook.com/settings)

• Instagram

• X (Formerly Twitter)

• Tiktok

Children’s Privacy 

We do not knowingly collect data from individuals under 18. Parents may contact us for deletion requests.

Payments 

We use PCI-DSS-compliant payment processors (e.g., Stripe, Square, Eventbrite, etc.) to ensure secure transactions. Payment details are handled directly by these third-party providers, and we do not store or process payment card information on our servers.

Refunds and Disputes All refunds or disputes related to payments should be directed to our support team at http://www.asapa.ca/contact. Refund eligibility and processing timelines are subject to our Terms and Conditions and any relevant third-party provider policies.

Security Measures We work with payment processors that comply with industry standards for secure payments, including encryption and fraud detection systems.

Transaction Records Transaction records, including receipts, are maintained in compliance with applicable laws and for accounting purposes. Users can request access to these records by contacting us.

Policy Updates 

We may revise this policy. Notifications of updates will be provided on our website with the “effective date” noted above.