Privacy and Media Consent Policies

By registering in the Vancouver Kiwanis Music Festivals, you are confirming that you have read & are agreeing to the terms and conditions stated in the General Rules & Privacy Policy

PRIVACY POLICY

Effective Date: September 1, 2025


The Vancouver Kiwanis Music Festivals (VKMF) collects personal information that you voluntarily provide to us by phone, mail, email, through our website, and when registering online for our Festivals.

INFORMATION WE COLLECT

  • Contact information including name, address, email address and telephone number.

  • Participant Information: Date of birth/age (for class placement), school, and instructor’s name.

PURPOSE OF COLLECTION (How we use the information)

The information you supply is collected and used for the following purposes:

  • To administer and carry out the initiatives and services of VKMF, including festival registration, scheduling, and event production.

  • To communicate with you about VKMF-related activities, performances, volunteer opportunities, and fundraising initiatives.

  • To provide updates about festival operations, policies, or changes to this Privacy Policy.

DISCLOSURE TO THIRD-PARTY SERVICE PROVIDERS

VKMF will not sell, trade, or rent your personal information. We will not disclose your personal information to third parties without your consent, except as described in this policy or as required by law.

Our website may contain links to external sites. We are not responsible for the privacy practices of these other sites. We encourage you to read their privacy policies. When registering online, you may be directed to secure third-party platforms engaged by VKMF to facilitate event registration and payment processing. These vendors are based in Canada and maintain their own privacy and data protection policies.

DATA PROTECTION AND USE

VKMF respects your privacy rights and manages all personal information in accordance with the British Columbia Personal Information Protection Act (PIPA).

  • We will not sell or trade your personal information.

  • We will not share your information with third parties without your consent, except where required by law.

  • We take reasonable steps to ensure your information is accurate, secure, and used only for its intended purpose.

WEBSITE DATA AND COOKIES

When you visit the VKMF website, we may automatically collect non-identifying information, such as your IP address, browser type, and operating system. We may also use "cookies"—small text files placed on your device—to help us improve your user experience and analyze site traffic. You can control or refuse the use of cookies through your browser settings.

DATA SECURITY, ACCURACY AND RETENTION

VKMF employs reasonable administrative, technical, and physical safeguards to protect your personal information against loss, theft, and unauthorized access. We take reasonable steps to ensure your information is accurate and up-to-date.

We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required for legal or business purposes.

PERSONAL INFORMATION OF MINORS

Given the nature of our festival, we collect information from participants who are minors (under 19 years of age in British Columbia). We require the consent of a parent or legal guardian for the collection, use, and disclosure of a minor's personal information. This consent is obtained during the registration process.

YOUR RIGHTS AND CHOICES

You have the right to:

  • Access Your Information: Request access to the personal information we hold about you.

  • Request Correction: Request correction of any information you believe to be inaccurate or incomplete.

  • Withdraw Consent: Withdraw your consent for the collection, use, and disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice.

All such requests must be submitted in writing to our contact address below. We will respond to your request within the timeframes stipulated by PIPA.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. We will post any revised policy on our website and update the "Last Updated" date.

CONTACT INFORMATION

For questions, updates, or concerns regarding this policy or your personal information, please contact:

admin@vkmfestivals.org

CONSENT FOR MEDIA, RECORDING, AND PHOTOGRAPHY

The Vancouver Kiwanis Music Festival (VKMF) celebrates the achievements of its participants. To share these moments with the community, promote the festival, and create a historical archive, we have the following policies regarding photography, video, and audio recording. 

Local and national media representatives — including those from social media, radio, television, newspapers, and magazines — may be invited to attend the Vancouver Kiwanis Music Festival (VKMF). Media personnel may record comments, take photographs, and videotape or live stream performances or interviews for use in news programs, documentaries, and feature segments.

VKMF Staff or contracted personnel may also take photographs, videotape or live stream festival performances for archival, promotional or educational purposes related to VKMF activities.

By registering for the Festival, participants (or their parent/guardian, if under 19) grant royalty-free permission to VKMF to make such recordings and to authorize related media coverage, UNLESS VKMF IS NOTIFIED IN WRITING IN ADVANCE THAT CONSENT IS WITHHELD.

  • All personal information, including images and recordings, is managed in accordance with the British Columbia Personal Information Protection Act (PIPA).

  • VKMF cannot control or be held responsible for how external media outlets use content they record independently during public events.

  • Archived video and/or recordings of each Large Ensemble’s 2025 performance may be made available to the respective directors following the festival.

RESTRICTION ON PHOTOGRAPHY DURING CLASSES

Individuals attending the Festival are NOT PERMITTED to photograph, video record, or otherwise capture any performers, performances, or adjudications while a class is in session. This restriction helps ensure the privacy, comfort, and concentration of all participants.

Guests are, however, welcome to take photographs of their own performer before or after a class.