UNITED AFRICA VILLAGE
Governance & Policy Suite
Document 1 of 18
Privacy Policy
Owned and Operated by
United African Cultural & Heritage Center (UACHC)
Registered Canadian Not-for-Profit Organization
399 Sheridan Street
Brantford, Ontario N3S 4S3
Email: info@unitedafricavillage.org
Effective Date: July 1, 2026
Last Updated: July 1, 2026
Version 1.0
Our Commitment
United Africa Village (“UAV”) is a community initiative owned and operated by the United African Cultural & Heritage Center (“UACHC”), a registered Canadian not-for-profit organization.
We are committed to protecting your privacy and handling your personal information responsibly, transparently, and in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
Whether you are purchasing a Village Passport, registering as a volunteer, becoming a sponsor, applying as a vendor, making a donation, or simply visiting our website, we respect your privacy and are committed to protecting your personal information.
1. Scope
This Privacy Policy applies to:
United Africa Village website
Festival registrations
Village Passport purchases
Vendor applications
Food vendor applications
Volunteer registrations
Sponsorship applications
Donation forms
Cultural performer registrations
Ambassador applications
Community grant applications
Accessibility requests
Contact forms
Email communications
Social media interactions where applicable
2. Information We Collect
Depending on how you interact with us, we may collect the following information.
Personal Information
Full name
Email address
Telephone number
Mailing address
Organization or business name
Emergency contact information
Accessibility requirements
Preferred communication method
Registration Information
When participating in one of our programs or events, we may collect:
Volunteer interests
Vendor information
Sponsorship details
Performance information
Festival participation
Children’s program registrations
Ambassador applications
Community grant applications
Payment Information
When making purchases or donations, we may collect information needed to process your payment.
Examples include:
Passport purchases
Vendor fees
Sponsorship payments
Donations
Event registrations
For your security, payment card information is processed by trusted third-party payment providers. United Africa Village does not store complete credit card numbers on its servers.
Media
During our events we may collect:
Photographs
Video recordings
Audio recordings
Livestream footage
Drone photography (where permitted)
These images may include visitors, volunteers, vendors, performers, sponsors, and members of the public.
3. Children’s Information
United Africa Village offers activities for children and families.
When registering a child for a program or activity, we may collect:
Child’s name
Parent or guardian information
Emergency contact information
Medical or accessibility information provided voluntarily
Authorized pickup information
We encourage parents and guardians to supervise children during festival activities.
Where required, parental or guardian consent will be obtained before collecting or publishing a child’s personal information or identifiable images.
4. Accessibility Requests
To ensure our programs are welcoming and inclusive, we may collect information related to accessibility needs, including:
Mobility accommodations
Communication supports
Dietary accommodations
Other accessibility requests voluntarily provided
We collect only the information necessary to provide reasonable accommodations.
5. How We Collect Information
Information may be collected when you:
Visit our website
Purchase a Village Passport
Complete an online form
Subscribe to our newsletter
Make a donation
Register as a volunteer
Apply as a vendor
Apply as a sponsor
Register as a performer
Participate in community programs
Contact us by email or telephone
Interact with us on social media
Attend our events
6. How We Use Your Information
We use your information to:
Respond to inquiries
Process registrations
Process payments
Confirm purchases
Communicate about events
Coordinate volunteers
Manage vendors
Administer sponsorships
Process donations
Improve our programs
Provide accessibility accommodations
Maintain event safety
Meet legal and financial obligations
Protect the security of our organization
We only use your information for purposes that are reasonable and related to our activities.
7. Festival Photography & Video
United Africa Village events are public community events.
Photography and video recording may occur throughout the festival.
Images and recordings may be used for:
Website content
Social media
Promotional materials
Annual reports
Grant reporting
Sponsor recognition
Educational materials
Future festival advertising
News coverage
By attending our public events, you acknowledge that photography and video recording may occur.
If you prefer not to appear in promotional materials, please notify an event representative. While we cannot guarantee exclusion from all crowd photography or media coverage, we will make reasonable efforts to accommodate your request where practical.
8. Photography of Children
We take extra care when photographing children.
When images focus primarily on identifiable children participating in organized activities, we may request parental or guardian consent where appropriate.
Group photographs taken in public festival spaces may not require individual consent where permitted by law.
9. Cookies & Website Analytics
Our website may use cookies and similar technologies to:
Improve website performance
Remember user preferences
Analyze website traffic
Improve visitor experience
Monitor website security
Cookies do not typically identify you personally unless you voluntarily provide personal information through our website.
You may disable cookies through your browser settings; however, some website features may not function properly
10. Information Sharing
We respect your privacy and do not sell, rent, or trade your personal information to third parties.
We may share your information only when necessary to:
Process payments, Administer event registrations, Coordinate volunteers
Manage vendors and sponsors
Fulfill legal obligations
Protect the safety of participants
Comply with applicable laws or court orders
We require trusted service providers to protect your information and use it only for the services they provide to us.
11. Third-Party Service Providers
To operate our website and events, we may use trusted third-party providers, including services for:
Online payment processing
Email communications
Event registration
Website hosting
Website analytics
Cloud storage
Mapping services
Social media integration
These providers have their own privacy policies and security practices. We encourage you to review them before providing personal information.
12. Payment Security
Village Passport purchases, donations, sponsorship payments, vendor fees, and other online transactions are processed through secure third-party payment providers.
United Africa Village does not store full credit or debit card numbers on its website servers.
Payment providers use industry-standard encryption and security measures to help protect your financial information.
13. Volunteer Information
When you volunteer with United Africa Village, we may collect information to:
Contact you regarding volunteer opportunities
Schedule volunteer shifts
Match your interests and skills
Record volunteer hours
Respond during emergencies
Provide training and communications
Volunteer information is used only for legitimate organizational purposes.
14. Vendor Information
Vendor applications may include:
Business name
Contact information
Product descriptions
Food licensing information (where applicable)
Insurance documentation
Booth requirements
Payment information
This information is used solely for evaluating applications, managing festival operations, and meeting regulatory requirements.
15. Food Vendor Licensing Information
Food vendors may be asked to provide additional documentation, including:
Public Health approvals
Food Handler Certification
Business licences
Insurance certificates
Required permits
This information is collected to help ensure public health and regulatory compliance and is retained only as long as reasonably necessary.
16. Sponsor Information
Sponsors may provide:
Organization information
Contact details
Corporate logos
Promotional materials
Payment information
Sponsor logos and business names may be displayed on our website, social media, event signage, and promotional materials in accordance with sponsorship agreements.
17. Donation Information
When you make a donation, we may collect:
Donor name
Contact information
Donation amount
Payment confirmation
Recognition preferences
Donation records are maintained for accounting, reporting, and legal compliance.
Where applicable, charitable receipts will be issued in accordance with Canadian tax laws.
18. Community Grant Applications
Applicants for community grants may provide:
Organization information
Contact information
Project descriptions
Budgets
Supporting documents
Grant information is used solely to administer funding programs, evaluate applications, monitor funded projects, and meet reporting obligations.
19. How Long We Keep Your Information
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law.
Examples include:
Financial and accounting records
Donation records
Vendor and sponsorship agreements
Volunteer records
Event registrations
Grant documentation
When information is no longer required, it is securely deleted or destroyed.
20. Protecting Your Information
We use reasonable administrative, technical, and physical safeguards to protect personal information against:
Unauthorized access
Loss
Theft
Misuse
Alteration
Disclosure
While no online system can guarantee absolute security, we continually work to protect the information entrusted to us.
21. Your Privacy Rights
Depending on applicable law, you may have the right to:
Request access to your personal information
Correct inaccurate information
Withdraw consent where appropriate
Request deletion of certain information, subject to legal requirements
Ask questions about how your information is used
Requests may be submitted by contacting us using the information provided at the end of this policy.
22. Marketing Communications
If you subscribe to newsletters or event updates, we may send you information about:
Upcoming festivals
Community events
Volunteer opportunities
Sponsorship opportunities
Fundraising campaigns
Cultural programs
You may unsubscribe from marketing communications at any time using the unsubscribe link provided in our emails or by contacting us directly.
23. External Links
Our website may contain links to external websites or social media platforms.
United Africa Village is not responsible for the privacy practices or content of third-party websites. We encourage users to review the privacy policies of any external websites they visit.
24. International Visitors
Although our programs primarily serve communities in Canada, visitors from other countries may access our website.
By using our website, you understand that your information may be processed in Canada, where privacy laws may differ from those in your home country.
25. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our programs, services, legal requirements, or website functionality.
The most current version will always be posted on our website with the revised “Last Updated” date.
Your continued use of our website following any updates indicates your acceptance of the revised policy.
26. Contact Us
If you have questions about this Privacy Policy or how your personal information is handled, please contact:
United Africa Village
Owned and Operated by the
United African Cultural & Heritage Center (UACHC)
399 Sheridan Street
Brantford, Ontario N3S 4S3
Email: info@unitedafricavillage.org
We are committed to responding to privacy inquiries in a timely and respectful manner.
27. Compliance with Canadian Privacy Laws
United Africa Village is committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation.
Where provincial or federal privacy laws provide additional protections, those laws will also apply.
28. Acceptance of This Policy
By using the United Africa Village website, registering for our programs, attending our events, purchasing Village Passports, making donations, volunteering, sponsoring, or otherwise interacting with our organization, you acknowledge that you have read and understood this Privacy Policy.
Related Policies
This Privacy Policy should be read together with our:
Terms of Use
Cookie Policy
Accessibility Statement
Website Disclaimer
Passport Purchase & No-Refund Policy
Festival Photography & Video Policy
Volunteer Policy & Code of Conduct
Vendor Terms & Conditions
Sponsor Terms & Conditions
Donation Policy
Children’s Activities Policy
Community Code of Conduct
Document Information
Document Title: Privacy Policy
Version: 1.0
Effective Date: July 1, 2026
Last Updated: July 1, 2026
© 2026 United African Cultural & Heritage Center (UACHC). All rights reserved.