Privacy Policy
We are committed to protecting your personal information and being transparent about how we use it.
The Short Version
We collect information you give us — like your name, email, and payment details — to operate the museum, process memberships and donations, send newsletters you signed up for, and display approved photo submissions. We do not sell your personal information. You can unsubscribe or request deletion at any time.
Contents
Introduction
The Canadian Museum Of Water ("we," "us," "our," or "the Museum") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our museum, use our website, subscribe to our newsletter, purchase a membership, make a donation, or submit photos through our programs.
By accessing our website or using our services, you consent to the practices described in this Privacy Policy. Please read it carefully.
Information We Collect
2.1 Information You Provide
We collect personal information you give us directly, including:
- Contact details: Name, email address, phone number, mailing address
- Membership information: Membership tier, billing details, household member names
- Payment information: Card type, last four digits, and billing address — we never store full card numbers (see Section 5)
- Email subscription: Email address and communication preferences when you join our newsletter
- Event & program registrations: Event selections, dietary needs, accessibility requirements
- Photo & media submissions: Photos, captions, and stories submitted through our Celebrate Water program or other initiatives
- Correspondence: Messages, inquiries, and feedback you send to us
2.2 Automatically Collected Information
When you visit our website, we automatically collect:
- Device information: IP address, browser type, and operating system
- Usage data: Pages viewed, time on site, links clicked, and referring website
- Cookies: Session and preference data (see Section 9)
How We Use Your Information
We use the information we collect to:
- Process membership purchases, renewals, and member benefits
- Handle donations and issue charitable tax receipts
- Manage event and program registrations
- Send newsletters, program updates, and event announcements (with your consent)
- Display approved photo submissions on our website and in Museum galleries
- Respond to your inquiries and provide visitor support
- Improve our website, programs, and overall visitor experience through analytics
- Comply with legal and charitable reporting obligations
Sharing Your Information
We do not sell your personal information. We may share it only in the following circumstances:
- Service providers: Payment processors, email delivery platforms, website hosting, and analytics services who act on our behalf under strict confidentiality agreements
- Partner organizations: Educational institutions or research partners — only with your explicit consent
- Legal requirements: When required by law, court order, or a government authority
- Safety: To protect the rights, safety, or property of the Museum, our visitors, or the public
Payment Processing
When you purchase a membership, make a donation, or register for a paid event, we use a PCI-DSS-compliant third-party payment processor to handle your transaction securely. Your payment details are transmitted directly to the processor over an encrypted connection.
What we store: Card type, last four digits, cardholder name, and billing address — retained for receipt and record-keeping only.
What we never store: Full card numbers, CVV/CVC codes, or full expiry details.
For payment disputes or refund requests, please contact us directly using the information in Section 15.
Email Communications
When you subscribe to our newsletter, register for an event, or become a member, we may send you email updates about upcoming programs, events, fundraising campaigns, and Museum news.
Marketing emails: You can unsubscribe at any time using the link in any email or by contacting us. Opt-out requests are processed within 5 business days.
Transactional emails: Receipts, membership confirmations, and account notifications are sent regardless of your marketing preferences, as they relate directly to your transactions with us.
Photos & Media
7.1 Celebrate Water Submissions
When you submit a photo or story through our Celebrate Water program or other media initiatives, you grant the Canadian Museum Of Water a non-exclusive, royalty-free license to display, reproduce, and share your submission on our website, social media channels, in-Museum displays, and promotional materials — with credit where appropriate.
We will not sell your submitted content to third parties. You retain ownership of your original work. You may request removal of your submission by contacting us — we will make reasonable efforts to remove it from active displays, though archived or printed materials may not be immediately updated.
7.2 In-Museum Photography
The Museum may photograph or record visitors for promotional, archival, or educational purposes during events and regular operations. By visiting the Museum, you acknowledge this practice. If you do not wish to be photographed, please inform our staff at the entrance.
7.3 Security Cameras
Security cameras operate throughout Museum premises for visitor and property safety. Footage is retained for a maximum of 30 days and is accessible only to authorized Museum staff and, when required, law enforcement.
In-Person Visits
When you visit the Museum in person, we may collect:
- Ticket purchase records linked to your email or membership account
- Group booking details for school and organized visits
- Accessibility accommodation requests
- Lost-and-found records when items are claimed
This information is used solely to facilitate your visit and improve Museum operations.
Cookies & Tracking Technologies
We use cookies and similar technologies to improve your experience on our website. Cookies help us:
- Remember your language preference and settings
- Understand how visitors navigate and use the site
- Maintain your session when signed into the member portal
- Measure the effectiveness of our content and campaigns
You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality, such as maintaining your language preference.
Data Security
We take the security of your information seriously and implement reasonable measures including:
- SSL/TLS encryption for all data transmitted through our website
- Secure, access-controlled data storage
- PCI-DSS-compliant payment processing
- Regular security reviews and employee training
No method of transmission over the internet is 100% secure. While we work hard to protect your information, we cannot guarantee absolute security.
Your Privacy Rights
Under PIPEDA and applicable Canadian privacy law, you have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Ask us to correct inaccurate or incomplete information
- Deletion: Request deletion of your data, subject to legal retention requirements
- Unsubscribe: Opt out of marketing emails at any time
- Data portability: Request your data in a portable format
- Withdraw consent: Withdraw previously given consent for specific data uses
To exercise any of these rights, please contact our Privacy Officer (Section 15). We will respond within 30 days of receiving your request.
Children's Privacy
The Museum offers educational programs for children and families. We do not knowingly collect personal information from children under 13 without verified parental or guardian consent.
When enrolling children in programs, we collect only the information necessary to facilitate participation (e.g., name, age range, emergency contact). This information is used solely for program delivery and safety purposes.
If you believe we have inadvertently collected information from a child under 13 without proper consent, please contact us immediately.
Data Retention
We retain your information for as long as needed for the purpose it was collected:
| Data Type | Retention Period |
|---|---|
| Membership records | Duration of membership + 7 years (tax & accounting) |
| Donation records | 7 years (charitable tax obligations) |
| Email subscriptions | Until unsubscribed or deletion requested |
| Event registrations | 2 years after the event |
| Photo submissions | Until removal is requested |
| Security camera footage | Maximum 30 days |
| Website analytics | Up to 26 months |
Policy Changes
We may update this Privacy Policy to reflect changes in our practices, technology, or legal obligations. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Post a notice on our website
- Email registered members about significant changes
Contact Us
For questions, concerns, or to exercise your privacy rights, please reach out to our Privacy Officer:
Canadian Museum Of Water — Privacy Officer
123 Water Street, Ottawa, Ontario K1A 0G9, Canada
Email: info@canadianmuseumofwater.org
Phone: (705) 540-0449
We are committed to resolving concerns promptly. If you remain unsatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable Canadian privacy regulations.