Client Service & Privacy Policy for Our Light: Indigenous Craft Circle

1. Purpose

Our Light: Indigenous Craft Circle is committed to providing safe, respectful, and culturally grounded services. This policy explains how we support clients, protect personal information, and uphold Indigenous data sovereignty. This policy applies to all clients, participants, partners, and visitors engaging with Our Light:Indigenous Craft Circle.

2. Our Commitment

We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and the OCAP® Principles (Ownership, Control, Access, and Possession). These frameworks guide how we collect, use, store, and protect personal and cultural information.

We have designated a Privacy Lead responsible for ensuring compliance with these standards.

3. What We Collect

We collect only the information needed to provide services, including:

  • Contact information (name, email, phone number)

  • Workshop or event registration details

  • Payment information (processed securely through third-party providers)

  • Accessibility or accommodation needs (optional)

  • Demographic information for grant reporting (optional and anonymized)

  • If participants are under 18, we obtain consent from a parent or guardian.

4. How We Use Information

We use personal information to:

  • Register clients for workshops, gatherings, and events

  • Process payments and issue receipts

  • Communicate updates, confirmations, and follow-up information

  • Improve services and accessibility

  • Meet reporting requirements for grants and community accountability

  • Maintain safety and uphold cultural protocols

We do not sell or share personal information for marketing purposes.

5. Consent

By engaging with our services, clients consent to the collection and use of their information for the purposes listed above. Clients may withdraw consent at any time by contacting us at ourlighticc@gmail.com. We

will explain any impacts on services already in progress.

6. Indigenous Data Sovereignty & OCAP®

We honour Indigenous data governance through the OCAP® Principles:

  • Ownership — Information shared by Indigenous clients belongs to them.

  • Control — Clients decide how their information is used.

  • Access — Clients may request access to their information at any time.

  • Possession — We store information securely and aim to keep data within Canada whenever possible.

  • Cultural teachings, stories, and knowledge shared in workshops remain the intellectual property of the knowledge holders.

7. Cultural & Intellectual Property

We respect the cultural and creative rights of Indigenous artists, makers, and knowledge keepers. Designs, teachings, and cultural knowledge shared in our spaces cannot be copied,

reproduced, or sold without written permission from the knowledge holder.

  • Photos or recordings during workshops require consent from facilitators and participants.

8. Third-Party Platforms

When clients interact through third-party services (e.g., Eventbrite, Instagram, Squarespace, Square payment processors), their information is also subject to those platforms’ privacy policies.

We assess these tools to ensure they align with our values and privacy standards.

9. Data Storage & Retention

We store information on secure systems, prioritizing servers located in Canada. Personal information is kept only as long as necessary to fulfill service, legal, or reporting requirements.

After this period, information is securely deleted.

10. Safeguards

We protect personal information through:

  • Secure digital storage

  • Limited access by authorized team members

  • Password protection and encrypted platforms

  • Safe handling of physical documents (if used)

11. Access & Corrections

Clients may request:

  • A copy of their personal information

  • Corrections to inaccurate information

  • Clarification on how their data is used

  • Requests can be made at ourlighticc@gmail.com.

12. Client Conduct & Safety

We maintain a safe, respectful environment for all participants. We may decline service where there is:

  • Harassment, discrimination, or unsafe behaviour

  • Violation of cultural protocols

  • Misuse of cultural or intellectual property

  • Respectful engagement includes following the protocols shared by facilitators and knowledge keepers.

13. Refunds & Cancellations

Refund and cancellation policies are outlined in each event or workshop listing. If an event is cancelled by us, clients will be notified and refunded.

14. Contact

For questions, concerns, or privacy requests, please contact: Our Light: Indigenous Craft Circle ourlighticc@gmail.com