RECCOWICHAN.CA Privacy Statement


The RECCOWICHAN.CA registration software provides a single database for recreation user or client information, registerable programs, facility admission, event ticket sales, and facility booking information at or through facilities operated by the following three Local Governments: Municipality of North Cowichan, Cowichan Valley Regional District and Town of Ladysmith (collectively, the “Local Governments”). The Local Governments share the administration and operation of the shared recreation database.

The Local Governments are committed to protecting your privacy. The Local Governments collect, use and disclose your personal information in accordance with the Freedom of Information and Protection of Privacy Act (FOIPPA) and other applicable legislation. ‘Personal information’ is defined broadly in the Freedom of Information and Protection of Privacy Act as recorded information about an identifiable individual, other than contact information, which is the information used to contact a person at a place of business. The purpose of this privacy statement is to inform you of the personal information that may be collected from you when visiting the Local Governments’ shared recreation software online portal located at (RECCOWICHAN.CA) and how that information may be used.


This privacy statement relates to the information automatically and voluntarily collected from you as a result of your visit to RECCOWICHAN.CA.

How is my personal information collected?

The Local Governments collect information about your visit, including personal information, through the use of audit logs and cookies. A cookie is a small file stored on your computer by your web browser when using some websites. Personal information is also collected voluntarily when applicants register for programs online.

What personal information is being collected?

The information automatically collected is:

  • The web browser and operating system you are using (e.g. Vista, XP, Safari);
  • The date and time of the visit;
  • The pages or services accessed;
  • If you were on another website before visiting RECCOWICHAN.CA, the URL (web address) of that previous website if it referred you to RECCOWICHAN.CA;
  • The URL (web address) of links to external websites published on RECCOWICHAN.CA that you click on; and
  • The Internet Protocol (IP) network domain name (e.g. and address (e.g. of the computer you are using.
  • IP address and domain are identifiers that may be used to distinguish between users and identify your internet service provider or your computer itself.

The Local Governments, via RECCOWICHAN.CA, will notify you if cookies will be collecting additional information from you. A cookie may remain on your computer after the Internet session finishes (until the cookie expires or is deleted by you).

The voluntary information collected is:

  • Full name;
  • Date of birth;
  • Contact phone number (work/home/cell);
  • Mailing and street address;
  • Email;
  • Residency identifier;
  • Recreation program participation and facility attendance information; and
  • Payment information (by payment processing provider on behalf of the governments).
For recreation programs involving children, such as day camps, the following is also collected:
  • Emergency contact information (including name, relationship, phone number);
  • Health information, as applicable (i.e. if a child requires medication to be administered by program leaders); and
  • Custody information (as applicable).

In order to ensure the safe and efficient operation of recreation facilities, it is expected that the following information will also be collected: records of conversations with the client with respect to financial interactions and modifications on their accounts (i.e. adjustments for registration or withdrawal corrections, missed monthly payments, credit owed to client), and a history of unsafe conduct where this has resulted in the client being banned from the facility, or police involvement.

The Local Governments collect personal information under the authority of section 26(c) of FOIPPA for the purposes stated below in the next section.

What is the purpose for collecting my personal information and how will it be used?

The Local Governments collect personal information through cookies (small files which are stored on a user’s computer) to better understand general user trends at an aggregate level and improve web performance, web services, and website maintenance. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose, unless you expressly consent otherwise. The Local Governments collect personal information through security audits to protect against threats from hackers, and for other enforcement and security purposes. The Local Governments do not use this data to determine your identity unless required to do so as part of an internal investigation or for another enforcement-related purpose, and then, only in compliance with FOIPPA.

Personal information collected from clients voluntarily is limited to what is required to administer the particular recreation program, or facility, by the Local Governments. The current recreation facilities include aquatic & fitness centres, ice arenas, rooms for recreation classes and camp use, and use of outdoor fields, parks and open spaces.

Client registration information will be used to place clients in appropriate recreation classes, assess appropriate facility or event admission fees, grant access to facilities, issue refunds, etc. Information about individuals may also be provided by the Local Governments with respect to inappropriate use of facilities.

Can I opt out of the collection of my personal information?

Your browser may permit you to disable cookies, but you cannot opt out of the information collected for audit purposes. Also, your decision to disable cookies may impair your ability to browse, read, and download information contained on RECCOWICHAN.CA, and the Local Governments may be unable to personalize your web experience. However, you may still be able to access the Local Governments’ services by other methods such as personal contact, fax or mail.

What safeguards are in place to protect my personal information?

The Local Governments are obligated to protect your personal information by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or disposal. Specifically, access to systems, applications and the collected data is restricted to authorized Local Government and service provider (support and maintenance) staff only. Furthermore, any personal information collected and used for identifying user trends (e.g. IP address) is aggregated and made anonymous during report generation.

A limited number of designated staff from each of the Local Governments will be able to access the shared database, including personal information of clients, in order to provide recreation services to clients. For compliance with section 12 of the FOIPPA Regulation, the Local Governments have entered into a Shared Recreation Database Agreement.

How long is information retained?

Some cookies will remain on your computer for only as long as your browser remains open, or until you delete them off your computer. Other cookies will remain on your computer so that you may be recognized when you return to the website.

Information collected or created by RECCOWICHAN.CA is maintained in accordance with the Local Governments’ individual records retention schedules and other legislative requirements. Personal information collected must be kept for at least one year after it is used in making a decision directly affecting an individual, then stored inactively for a period of time set out by each of the Local Governments’ records retention schedules. Given records management capabilities associated with the software, the information may remain in the database for a longer period of time, unless removal is specifically requested by the client or identified by records staff as appropriate for manual removal.

How can I access and correct information I submit through RECCOWICHAN.CA?

You can review any personal information collected about you by requesting access to it by the public body holding the information, or by submitting a Freedom of Information request. You may request changes or annotate your personal information if you believe it to be inaccurate by submitting a written request describing the error. Please contact the Freedom of Information (“FOI”) Coordinator relevant to the local government recreation facility you attend for further direction:

  • Municipality of North Cowichan – FOI Coordinator: (email); (phone) 250-746-3100
  • Cowichan Valley Regional District – FOI Coordinator: (email); (phone) 250-746-2513
  • Town of Ladysmith – FOI Coordinator: (email); (phone) 250-245-6411

What about links to external websites from RECCOWICHAN.CA?

RECCOWICHAN.CA may include links to external websites. Once you leave RECCOWICHAN.CA, this privacy statement does not apply. The Local Governments are not responsible for the privacy practices or content of external websites.

Who can I contact for more information about this privacy statement?

Questions regarding this privacy statement, including the collection of personal information, can be directed to the FOI Coordinator (Deputy Director of Corporate Services), Municipality of North Cowichan, PO Box 278, 7030 Trans-Canada Highway, Duncan, BC, V9L 3X4, telephone (250) 746-3100, or email