1. Our Commitment to Alberta Privacy Standards

The Shelloiltimers Society ("the Society") is committed to protecting the personal information of our members. We manage all personal data in accordance with the Alberta Personal Information Protection Act (PIPA) and our obligations under the Alberta Societies Act.

2. Collection of Personal Information

We collect information directly from you when you join the Society or register for an event. This includes:

• Identity & Contact: Name, retirement date, email, and mailing address.

• Financial Data: Payment for dues or events.

• • Note: Credit card payments are processed securely via AffiniPay. The Society does not see or store your full credit card number; we only receive confirmation of payment.

  • E-Transfers: We collect the sender name and date of transfer for accounting reconciliation.

• Historical & Memorial Data: We maintain a historical record of past members and obituary information to honor the legacy of Shell retirees and maintain the Society’s archives.

3. Purpose and Use of Data

We use your information to:

• Maintain the mandatory Register of Members under the Alberta Societies Act.

• Process annual dues and event registrations.

• Facilitate the "Member Directory" for peer-to-peer networking (subject to your privacy settings).

• Communicate Society news, obituaries, and "In Memoriam" updates.

4. Disclosure and Third-Party Service Providers

We do not sell or trade member lists. However, we use third-party "Software as a Service" (SaaS) providers to operate:

• WildApricot (Personify): For membership database and website hosting.

• AffiniPay: For secure credit card processing.

Cross-Border Disclosure: As these providers are located in the United States, your personal information will be transferred and stored outside of Canada. While stored in the U.S., it is subject to the laws of that jurisdiction, which may allow local authorities access to data under specific legal circumstances.

5. Data Retention and Archives

• Active Members: Data is kept for the duration of your membership.

• Historical Records: Upon resignation or non-renewal, basic contact info is moved to a "Historical Member" archive to comply with the Societies Act.

• Obituary Information: The Society maintains memorial information as part of our community heritage. If a family member wishes for an obituary to be removed from the private platform, they may contact the Digital Director.

6. Security and The Digital Director

The Digital Director serves as our Privacy Officer. They ensure that administrative access to the WildApricot backend is restricted to authorized board members only. While we use industry-standard encryption, members are responsible for maintaining the confidentiality of their login passwords.

7. Access and Correction

You may view, update, or hide your personal information at any time by logging into your profile. For formal access requests under PIPA, please contact the Digital Director.