Privacy Policy

Last updated: May 2025

Welcome to the website of The Honourable Company of Freemen of the City of London of North America ("Company," "we," "our," or "us"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your information across our website: www.freemenlondon.org ("Site").

By accessing or using our Site, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our Site.

Information We Collect

We collect both personal and non-personal information when you interact with our Site. This includes:

Personal identifying information, such as your name, mailing address, telephone number, email address, and demographic information that you provide when applying for membership, subscribing to communications, or interacting with us.

Payment information submitted when making donations or paying fees. These transactions are processed securely by third-party payment processors, and we retain limited access to such financial details.

Technical information collected automatically through cookies and analytics tools, such as your IP address, browser type, device ID, access times, and referring URLs.

Account-related information when you create an account or log in, including usernames and encrypted passwords.

Information obtained from your use of social media platforms if you engage with us through those services, which may include usernames, profile details, and other public data.

We do not intentionally collect sensitive personal information, including information related to your health, ethnicity, religious beliefs, or criminal records. If you provide this information voluntarily, you consent to our use of it as described in this Policy.

How We Collect Your Information

We collect information directly from you when you complete forms, submit applications, communicate with us, or participate in our services. We also collect data automatically via cookies, tracking pixels, beacons, and similar technologies when you visit our Site. These technologies help us improve your experience and measure our performance.

You may set your browser to decline cookies, but this may impact the functionality of our Site.

How We Use Your Information

Your information is used for the following purposes:

• To operate, maintain, and improve our Site and its functionality.

• To process and manage membership applications, renewals, and event registrations.

• To communicate with you regarding your account, services, updates, and opportunities.

• To send newsletters, promotional materials, or other relevant information with your consent.

• To comply with legal, regulatory, and organizational obligations.

• To monitor and analyze usage trends, detect and prevent fraud, and ensure the security of our systems.

We may also use aggregated, anonymized data for research and statistical purposes.

Legal Bases for Processing (UK, EU, and Canadian Residents)

We rely on one or more of the following legal bases:

• Your explicit consent.

• Performance of a contract (e.g., membership or services).

• Compliance with legal obligations.

• Our legitimate interests in maintaining and growing our organization, provided those interests do not override your rights and freedoms.

Sharing and Disclosure of Information

We do not sell your personal information. We may share your data under the following circumstances:

• With service providers who perform services on our behalf (e.g., IT support, web hosting, email delivery, payment processing).

• With third parties to comply with legal obligations or in response to lawful requests by public authorities.

• As part of a business transaction, such as a merger or reorganization.

• With your consent or direction.

We may share non-identifiable aggregated information with third parties for research or statistical purposes.

International Transfers

As we operate across jurisdictions, your information may be transferred outside your country of residence, including to Canada, the United States, and the United Kingdom. In such cases, we implement appropriate safeguards to ensure your data remains protected.

Data Retention

We retain your information only for as long as necessary to fulfill the purposes described in this Policy, or as required by law. Data that is no longer needed is securely deleted or anonymized.

Data Security

We employ commercially reasonable security measures, including encryption, secure servers, and access controls to protect your personal data. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

In the event of a data breach, we will notify affected individuals and relevant authorities within 72 hours, as required by applicable law.

Your Rights

Depending on your location, you may have the right to:

• Access your personal data and request a copy.

• Correct or update inaccurate information.

• Request the deletion or restriction of your data.

• Object to certain processing activities.

• Withdraw consent where processing is based on consent.

• Request data portability in a structured, commonly used format.

To exercise your rights, contact us at admin@freemenlondon.org. We may require verification of your identity before fulfilling your request.

Children’s Privacy

Our Site is not intended for individuals under the age of 16. We do not knowingly collect personal data from children. If we learn that we have collected data from a child, we will delete it promptly.

Third-Party Services and Links

Our Site may contain links to third-party websites or use embedded services. We are not responsible for the privacy practices of these entities. Please review their privacy policies before interacting with them.

Rights of California Residents

If you are a California resident, you are entitled under the California Consumer Privacy Act (CCPA) to request the following:

• Disclosure of categories and specific pieces of personal data we have collected about you.

• Information about the sources and purposes of collection.

• Disclosure of third parties with whom we share your personal data.

• The right to request deletion of your personal data.

• The right to opt-out of the sale of your personal information, if applicable.

We do not sell personal information. If you wish to exercise any of your CCPA rights, please contact us at admin@freemenlondon.org. We will respond within 30 days.

Rights of Nevada Residents

Nevada residents may opt out of the sale of their personal information as defined under Nevada law. To submit such a request, please email us at admin@freemenlondon.org.

Complaints

If you are dissatisfied with how we handle your personal information, you may lodge a complaint with a data protection authority in your jurisdiction. In the UK, this is the Information Commissioner's Office (ICO). In Canada, it is the Office of the Privacy Commissioner. We encourage you to contact us first so we can address your concerns directly.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. Continued use of the Site constitutes your acceptance of the revised terms.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

The Honourable Company of Freemen of the City of London of North America

Email: clerk@freemenlondon.org
Website: www.freemenlondon.org

Address: 183-260 Adelaide Street East, Toronto, M5A 1N1, Canada