Privacy Policy

PEP Society is committed to protecting the privacy of individuals who interact with our organization. This policy describes what personal information we collect, how it is used, and how it is protected. It applies to all services offered through pepsociety.ca and through PEP's programs and support services.

PEP Society has designated a Privacy Officer who is responsible for overseeing compliance with applicable privacy legislation, including Alberta's Personal Information Protection Act (PIPA).

Privacy Officer:
Lerena Greig, Executive Director
Email: executivedirector@pepsociety.ca

Any questions, concerns, or requests related to your personal information may be directed to Lerena Greig. PEP Society will respond to privacy inquiries in a timely manner in accordance with applicable law.

PEP Society collects only the personal information necessary to deliver our programs and support services. The following outlines what is collected through each touchpoint.

Attendance at Family Recovery Group meetings does not require registration. An optional registration form is available for those who wish to let us know they are coming. If submitted, the form collects first name, last name, email address, and location. This information is used solely to understand attendance numbers and support PEP Society's program growth tracking. It is not used for any other purpose unless the individual opts in to email updates by checking the subscription box on the form, which will subscribe them to PEP Society's mailing list. Non-identifying, aggregate attendance data (such as counts and general location) may also be collected for internal reporting.

When individuals call our Family Support Line (1-877-991-2737), we may record the following information for service tracking and reporting purposes:

• General location (region or city, not a street address)
• Whether it is the caller's first contact with PEP Society
• A general description of the type of support provided
• Whether a referral was made to another service

If a caller is unable to reach us, they may be asked to leave a first name and phone number for the sole purpose of returning the call. This information is not used for any other purpose. All other call information is not linked to an individual's name or contact details unless the caller chooses to provide them.

Registration for the Family Recovery Learning Series is handled via email and Zoom. We collect email addresses for the purpose of sending registration confirmations and session access links. No additional personal information is required for registration.

When individuals submit a contact form through pepsociety.ca, we collect the personal information provided in that form (which may include name, email address, and the content of the message) to respond to the inquiry. This information is handled in accordance with applicable privacy legislation.

Individuals may sign up to receive PEP Society's newsletter and periodic updates, including seasonal communications and program news. Sign-up is always voluntary and opt-in. Email addresses collected through the newsletter form are managed through Mailchimp. Subscribers may unsubscribe at any time using the link provided in any email communication.

PEP Society's website includes a chat feature that allows visitors to ask questions and receive assistance. Conversations submitted through the chat tool are recorded and transcripts are retained for a limited period for quality and service review purposes. Chat transcripts are not used for marketing purposes. By using the chat feature, you acknowledge that your conversation may be stored.

When individuals make a donation to PEP Society, we collect personal information (such as name and mailing address) for the sole purpose of issuing a charitable tax receipt. This information is not used for any other purpose and is not stored beyond what is required for tax receipt obligations.

PEP Society occasionally conducts focus groups for program evaluation purposes. Any data collected through these activities is used only for internal evaluation and improvement of services. No identifying personal information is shared or released from focus group participation.

PEP Society is a registered society under the Alberta Societies Act. Membership data is collected and managed in accordance with the Personal Information Protection Act (PIPA). Information is collected solely for purposes related to membership rights and responsibilities under the Alberta Societies Act, including bylaw amendments, AGM notifications, and voting eligibility.

The following information is collected from members:

• Full name
• Contact information
• Membership status
• Membership fees paid
• Voting eligibility

This information is used and disclosed only for the stated purposes and is not shared with any third party outside of what is required under the Alberta Societies Act.

• To deliver and administer our programs and support services
• To respond to inquiries submitted through our website or support line
• To send registration information and session access details to Learning Series participants
• To issue charitable tax receipts for donations
• To send newsletters and program updates to individuals who have opted in
• To track non-identifying program data for attendance reporting and continuous improvement
• To review chat interactions for service quality purposes

PEP Society does not sell, trade, or share personal information with any third party, except where required by law or where disclosure is necessary to protect the safety of an individual. We do not subscribe individuals to mailing lists without their consent.

PEP Society takes reasonable steps to protect personal information from unauthorized access, use, or disclosure. Our security measures include:

• Sensitive online transactions are processed over encrypted connections
• Databases are stored on secure servers with firewall protection
• Payment information (such as credit card numbers) is never stored in our systems

PEP Society has a designated staff member trained in data collection and privacy compliance who supports our data practices.

PEP Society offers programs for youth ages 15 to 18 through its URise program. We do not knowingly collect personal information directly from individuals under the age of 16 without parental or guardian consent. Participants aged 16 and over are not required to provide a parental or guardian consent form. Parents or guardians with questions about how their child's information is handled may contact our Privacy Officer directly.

PEP Society offers programs for youth ages 15 to 18 through its URise program. We do not knowingly collect personal information directly from individuals under the age of 16 without parental or guardian consent. Participants aged 16 and over are not required to provide a consent form. Parents or guardians with questions about how their child's information is handled may contact our Privacy Officer directly.

PEP Society's website uses cookies to support session management and user logins. Cookies do not contain personally identifying information and are used solely for technical functionality.

PEP Society's website may use third-party analytics and advertising tools, including Meta Pixel and Google Ads. These tools collect anonymized browsing data (such as page visits and interactions) for the purpose of measuring the performance of PEP Society's awareness campaigns. This data does not identify individuals and is not used to make decisions about any person. Users can manage cookie and tracking preferences through their browser settings or by visiting the relevant opt-out tools provided by Meta and Google.

We use Google reCAPTCHA v3 on certain website forms to help prevent spam and automated submissions. This service analyses user interactions and is subject to Google's Privacy Policy (policies.google.com/privacy) and Terms of Service (policies.google.com/terms). By using these forms, you acknowledge and agree to this processing of your data.

Individuals have the right to request access to their personal information held by PEP Society, and to request corrections where information is inaccurate or incomplete. To make such a request, please contact our Privacy Officer using the contact information provided in Section 1.

PEP Society may update this privacy policy from time to time to reflect changes in our practices or applicable legislation. The most current version will always be available at pepsociety.ca. We encourage individuals to review this policy periodically.