What we hold,and why.

Young Men's Adventure Weekend Society of BC, incorporated in British Columbia, No. S-40533. We are a volunteer non-profit. Nobody here is paid, including the men who handle your registration.

Questions about your information, or a request to see or change it, go to the Society's privacy officer at info@ymaw.com.

Registering a young man. His name, age and date of birth, so we know who is on the bus and which team he belongs to. Your name, relationship, email, phone and address, so we can reach you. An emergency contact and their phones. His dietary needs, allergies, medical conditions, medications, BC health number, and his doctor's name and phone — these exist for one reason: so the safety team can act, and hospital staff can be told the truth, if something happens on a mountain two hours from a road.

Joining the production team. Your name, contact details, address, emergency contact, dietary needs, vehicle details for the convoy, the departments you'd serve in, and whether your criminal record check is done. The check itself is run by the BC Criminal Records Review Program; the Society is told the result, and does not hold the report.

Sponsoring a seat. Your name, email, phone, and who the seat is for.

Asking a question or joining the mailing list. Your name and email, and whatever you write to us.

Signing. When you type your name as a signature we record the time, the version of the document you were shown, its full text, and the IP address the signature came from. That is what makes the signature worth anything later. The same is recorded when a young man signs his own agreements.

Visiting the site. Standard web server logs kept by our host. There is no advertising, no tracking pixel, and no analytics that follows you anywhere else.

The enrolment manager and the registration and finance men see registrations. The safety manager and the first-aid men see the medical file, and carry the relevant part of it on paper for the weekend. Team leaders see the names, ages and dietary needs of the young men on their team. Nobody else.

We do not sell, rent or trade personal information, and we do not give it to anyone for their own purposes.

The Society runs on a handful of ordinary services rather than its own servers. Each one holds only what it needs:

• Supabase — the registration database, hosted in Oregon, United States. This is where the form and the signed agreements are stored.
• Vercel — hosts ymaw.com and keeps short-lived server logs.
• Stripe — takes card payments. Card numbers go to Stripe and are never seen by the Society or stored on this site.
• Resend — sends the confirmation and the notifications to the Society's inbox.
• Google Workspace — the Society's email, and the enrolment spreadsheet.
• GoHighLevel — the mailing list, if you join it. Name and email only.

Because these services are in the United States, information stored with them can be reached by American authorities under American law, including its foreign intelligence legislation. British Columbia's Personal Information Protection Act permits a private organization to store information outside Canada. We are telling you plainly because you are entitled to weigh it. If you would rather not have your son's medical details in a database at all, write to us before you register and we will take them on paper instead.

Medical information — health number, medications, conditions, doctor's details — is erased within ninety days of the weekend it was given for. It exists for that weekend and no other.

Registrations and signed agreements are kept for ten years. A release signed for a young man has to be produceable for as long as a claim could be made, and for someone under nineteen the clock does not start until he turns nineteen.

Mailing list — until you unsubscribe, which is one tap in any email we send.

The men photograph and film the weekend, and a photo and video release is part of registration. The circle and the ceremony are never filmed. If a particular frame of your son ever bothers you, email us and it comes down the same day — you do not have to explain why.

Under the Personal Information Protection Act you can ask what personal information the Society holds about you or your son, ask for a copy, and ask us to correct anything that's wrong. Write to info@ymaw.com. We answer within thirty days, free.

You can withdraw consent at any time, though there are things we then can't do — we can't take a young man into the wilderness without medical information and a signed release.

If we get it wrong and you aren't satisfied with how we've handled it, you can complain to the Office of the Information and Privacy Commissioner for British Columbia, at oipc.bc.ca.

If information is lost or exposed in a way that could reasonably cause you harm, we will tell the people affected and the Commissioner, promptly, and say what we know rather than what sounds best.