Privacy Policy
How Canadian Cochin Club protects and respects the privacy of our members, attendees, and diaspora families.
Effective Date: November 2026 • Canadian Cochin Club (Not-for-Profit Diaspora Association, Ontario, Canada)
1. Our Commitment to Your Privacy
Canadian Cochin Club ("CCC", "we", "our", or "the Club") is a cultural, not-for-profit diaspora association based in Ontario, Canada. We bring together families with roots in Kochi and Ernakulam district, Kerala, who now call Canada home.
We value the trust of our diaspora community. This Privacy Policy explains what personal information we collect, why we collect it, how it is safeguarded, and how you can manage or request the removal of your information.
2. Information We Collect
We only collect personal information that is reasonably necessary to coordinate club gatherings, respond to inquiries, and verify membership eligibility:
When you submit a contact inquiry on our website, we collect your full name, email address, phone number, and the message content you provide so our executive committee can respond.
When you register for membership via our official form, we collect your contact information, Canadian locality, Ernakulam ancestral locality, and property ownership declarations as outlined by our club bylaws.
For major gatherings such as Euphoria New Year's Eve galas, Cochin Carnival, and summer picnics, we collect attendee counts, ticket holder names, and family seating preferences for venue admission.
Our web servers automatically record basic technical data (such as browser type and anonymized server logs) to ensure site security, uptime, and optimal mobile loading speeds.
3. How We Use Your Information
- •To communicate club updates, upcoming festivals, picnic schedules, and community notices.
- •To respond directly to member questions, sponsorship inquiries, and volunteer applications.
- •To coordinate table allocations, banquet numbers, and entertainment schedules for our galas.
- •To maintain official club membership rolls in accordance with Canadian not-for-profit standards.
Canadian Cochin Club never sells, rents, leases, or trades member contact information to third-party commercial marketing firms, advertisers, or outside mailing lists. Your data is strictly used for club fellowship and communication.
4. Event Photography & Gallery Archives
Our community celebrations—such as Euphoria NYE, Cochin Carnival, and Family Picnics—are public celebratory gatherings where photographs and videos are taken to document community milestones and preserve cultural memories.
Curated photographs are displayed in our website gallery, event retrospectives, and official club publications.
We deeply respect individual privacy. If you or a member of your family appears in a photograph on our website that you would prefer removed, please email us at canadiancochinclub@gmail.com with a link or description of the image. Our web team will promptly take it down.
5. Data Security & Storage
We implement industry-standard organizational and technological safeguards to protect personal data against unauthorized access, loss, or alteration. Access to administrative records and inquiry submissions is strictly limited to authorized members of the Canadian Cochin Club executive team.
6. Third-Party Services
Our website links to trusted third-party platforms to provide specific services:
- Google Forms / Google Workspace: For streamlined online membership registration and survey feedback.
- Cloudinary: For secure, fast, and optimized delivery of community photo archives and event flyers.
- MongoDB Atlas: For encrypted, secure storage of community inquiries and event listings.
7. Questions or Privacy Inquiries
If you have any questions about this Privacy Policy, wish to update your contact information, or wish to request photo removal, please reach out to our Executive Council:
Organization: Canadian Cochin Club
Email: canadiancochinclub@gmail.com
Region: Greater Toronto Area, Ontario, Canada