Arts on Fire Privacy Policy

Effective: September 3, 2026 | Last updated: September 3, 2026

Arts on Fire (collectively, “Arts on Fire,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit artsonfire.ca or related booking pages, contact us, create an account, register or pay for a program, attend a class, camp, workshop, party, event, or studio activity, or otherwise interact with us.

This Policy applies to Arts on Fire locations and programs in Canada, including Arts on Fire Ajax and Arts on Fire Markham. It is intended to reflect the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and other applicable Canadian privacy laws. “Personal information” means information about an identifiable individual. It does not generally include business contact information used solely for business communications.

1. Accountability

Arts on Fire is responsible for personal information under its control. We designate a Privacy Officer to oversee compliance, respond to questions and access requests, and address privacy concerns. Contact details appear at the end of this Policy.

2. Information We Collect

Information you provide

• Contact and account information, such as a parent, guardian, participant, member, or customer name, email address, telephone number, mailing address, username, and account details.
• Participant information, such as name, age, date of birth, program selection, attendance, skill level, interests, accessibility needs, authorized pickup persons, and parent or guardian relationship.
• Health, safety, and emergency information reasonably required to provide a safe program, such as allergies, medical considerations, emergency contacts, accommodation needs, incident information, and relevant care instructions.
• Registration and transaction information, such as bookings, memberships, attendance, purchases, deposits, discounts, refunds, credits, invoices, and payment status. Payment-card details are generally processed by our payment providers and are not stored directly by Arts on Fire unless expressly stated at collection.
• Communications and submissions, such as emails, telephone messages, survey responses, reviews, contest entries, customer-service inquiries, complaints, artwork references, and information entered into forms.
• Photos, video, audio, testimonials, and artwork, where collected during programs or events and where any required consent has been obtained.
• Employment, contractor, volunteer, or placement information if you apply to or work with Arts on Fire.

Information collected automatically

When you use our websites, booking portals, advertisements, or electronic communications, we and our service providers may automatically collect information such as IP address, browser and device type, operating system, referring pages, pages viewed, links clicked, approximate location derived from IP address, cookie identifiers, advertising identifiers, and website or campaign interactions.

Information from other sources

We may receive information from a parent or guardian, another person making a group booking, schools or community partners, referral sources, social media or advertising platforms, booking and payment providers, and publicly available sources. A person who provides information about another individual must be authorized to do so.

3. How We Use Personal Information

• Create and manage accounts, registrations, memberships, bookings, waitlists, attendance, makeups, pickups, payments, credits, refunds, and customer records.
• Deliver classes, camps, workshops, parties, rentals, events, and related services; communicate schedules, reminders, changes, closures, policies, and program information.
• Protect participant health and safety, provide reasonable accommodations, respond to emergencies, document incidents, and contact emergency or authorized persons.
• Respond to inquiries, provide customer support, resolve complaints, and administer contracts and policies.
• Process transactions, prevent fraud, keep financial and tax records, and enforce payment or legal obligations.
• Send promotional emails or text messages where permitted by law, manage consent and unsubscribe requests, and measure campaign effectiveness.
• Operate, secure, troubleshoot, analyze, and improve our websites, booking experience, programs, facilities, and business operations.
• Personalize content and advertising and build audiences through analytics and advertising technologies, subject to applicable consent requirements and available preferences.
• Use approved photos, videos, testimonials, or artwork for the specific purposes described when consent is requested.
• Recruit, screen, and manage employees, instructors, contractors, volunteers, and placement students.
• Comply with law, respond to lawful requests, establish or defend legal claims, and protect the rights, safety, and property of Arts on Fire and others.

We identify the purposes for collection at or before the time information is collected. If we wish to use personal information for a materially new purpose, we will obtain additional consent unless otherwise permitted or required by law.

4. Consent and Your Choices

We obtain meaningful consent appropriate to the sensitivity of the information and the circumstances. Consent may be express or implied where permitted by law. We generally seek a parent’s or legal guardian’s consent for personal information about a child or young person who cannot meaningfully understand the nature, purposes, and consequences of the collection, use, or disclosure.

You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to provide a program or service—for example, if we cannot retain emergency contact information for a child attending camp. We will explain material consequences when you withdraw consent.

Marketing communications

You may unsubscribe from promotional email by using the unsubscribe link in the message or by contacting us. You may withdraw consent to promotional text messages using the method provided in the message. We may still send non-promotional communications needed to administer an existing registration, booking, transaction, safety matter, or legal obligation.

Photos and recordings

Any consent to use an identifiable participant’s image, voice, testimonial, or artwork for promotional purposes is separate from program registration where practicable and may be withdrawn for future use by contacting us. Withdrawal does not require us to recall material already lawfully printed, published, or distributed, but we will stop new uses within a reasonable period where feasible.

5. Cookies, Analytics, and Advertising

Our websites and third-party booking pages may use cookies, pixels, tags, local storage, and similar technologies. These help keep websites functioning, remember preferences, understand traffic and conversions, prevent abuse, and measure or personalize advertising. Depending on our configuration, providers may include Google services and Meta platforms, along with our website and booking-platform providers.

You can manage cookies through any consent tool displayed on our website and through browser or device settings. Blocking some technologies may affect site functionality. You may also use the privacy and advertising controls offered by the relevant platform. Where applicable law requires consent for non-essential technologies, we will request it before using them.

6. When We Share Personal Information

We do not sell personal information for money. We may disclose personal information as reasonably necessary to:

• Service providers that support website hosting, registration, scheduling, customer management, payments, email and text communications, analytics, advertising, cloud storage, IT security, accounting, legal services, and other business operations.
• Instructors, employees, contractors, volunteers, and placement students who require information to deliver programs safely and effectively.
• Schools, community organizations, event hosts, landlords, insurers, professional advisers, emergency responders, or other partners when necessary for the applicable program, facility, safety matter, or agreement.
• A purchaser, successor, lender, or adviser in connection with a proposed or completed financing, reorganization, sale, merger, transfer, or other business transaction, subject to appropriate confidentiality safeguards.
• Law enforcement, regulators, courts, government bodies, or other parties where disclosure is required or permitted by law, needed to respond to an emergency, or necessary to protect legal rights or safety.
• Other parties when you direct us or provide consent.

Service providers may process information only for authorized purposes and are expected to protect it appropriately. Their own privacy notices may also apply when you interact directly with their platforms.

7. Processing Outside Canada

Some service providers may store or process personal information outside Ontario or Canada, including in the United States. Information processed in another jurisdiction may be accessible to courts, law-enforcement agencies, or national-security authorities under that jurisdiction’s laws. Contact our Privacy Officer for information about our service-provider practices.

8. Safeguards

We use administrative, technical, and physical safeguards appropriate to the sensitivity, amount, format, and use of the information. Measures may include role-based access, staff confidentiality obligations and training, password and account controls, secure payment processing, software and device protections, restricted physical records, vendor reviews, backups, and secure disposal. No system is completely secure, and we cannot guarantee absolute security.

9. Retention and Disposal

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, to provide services, meet legal, tax, insurance, safeguarding, and recordkeeping requirements, resolve disputes, and enforce agreements. Retention periods vary by record type and sensitivity. When information is no longer required, we securely delete, destroy, or anonymize it, subject to backup cycles and legal holds.

10. Privacy Incidents

We maintain procedures to identify, contain, investigate, document, and respond to privacy and security incidents. Where required by law, we will notify affected individuals and report a breach to the appropriate regulator when it creates a real risk of significant harm, and we will keep required breach records.

11. Access and Correction

You may request access to personal information we hold about you and ask us to correct inaccurate or incomplete information. We may need to verify your identity and authority, including a parent or guardian’s authority to act for a participant. Access may be limited where permitted or required by law, including where disclosure would reveal another person’s information, confidential commercial information, or information protected by legal privilege. We will respond within the time required by applicable law and explain any refusal.

12. Children and Youth

Our services are designed in part for children and youth, but registrations and payments should be completed by a parent, legal guardian, or other authorized adult unless we expressly state otherwise. We limit collection of children’s information to what is reasonably necessary for registration, program delivery, safety, communication, and authorized media use. Parents and guardians should not provide more sensitive information than necessary and should contact us to update relevant health, emergency, or pickup information.

13. Third-Party Websites and Platforms

Our websites and communications may link to third-party websites, social media services, payment pages, and booking portals. Their privacy practices are governed by their own policies. Arts on Fire is not responsible for the privacy practices or content of third parties, although we remain accountable for personal information under our control.

14. Employment Information

If you apply for or work in a role with Arts on Fire, we may collect information needed for recruitment and workforce administration, including qualifications, references, screening results where lawful, payroll and tax information, availability, performance, attendance, and emergency contacts. We use and retain this information for recruiting, onboarding, scheduling, compensation, safety, legal compliance, and managing the working relationship.

15. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, services, providers, or legal obligations. The “Last updated” date identifies the current version. Material changes will be highlighted through an appropriate notice, and additional consent will be obtained where required.

16. Contact Us

Questions, complaints, withdrawal requests, and access or correction requests may be directed to:

Privacy Officer Arts on Fire Legal business name: ARTS ON FIRE POTTERY AND ART STUDIOS INC Email: INFO@ARTSONFIRE.CA Mail: 151 Esna Park Drive, Units 1 & 2, Markham, Ontario Website: artsonfire.ca

Please do not send sensitive medical, payment-card, or identity information by ordinary email. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at Office of the Privacy Commissioner of Canada.