Privacy Policy

What this site collects

Six places collect information about a person, and no others. There are no visitor accounts, no payments and no file upload on a public form.

• Volunteer applications. Your name, email address, Toastmasters experience, availability and reasons for applying, plus an optional phone number, club and resume link. You must tick a consent box. Your application is stored so that district leaders can read and compare the applications for that position, and so can an operator of the platform, as below. It is never made public, and no IP address or browser information is stored with it.

• The speakers bureau, where a district runs one. What a member publishes as a speaker, plus a private email address shown to nobody, not even to district leaders. A request is emailed to the speaker alone; its message is not stored here. Search engines show a profile only if its speaker ticked a separate box.

• Email forwarding, where a district offers it. Mail to a district role address is re-sent to the personal address of each officer holding the role, with a warning if the sender may be an impersonator. Nothing is forwarded until the officer confirms that address, which they can change or pause from their own link. A delivery record keeps the sender's address, the role address and the outcome.

• Contact form messages. Your name, address and message are emailed to the district and stored nowhere here; your address is used only to reply.

• Accessibility barrier reports. A description of the barrier and, if you want a reply, an email address — nothing else, and no IP address. These reach the people who operate this platform, not the district; a district leader cannot read them.

• The leadership roster. Leaders are listed publicly by name, role and program year; the home addresses, phone numbers and member numbers in the official Toastmasters list are never imported.

Who can see what you send

Your application is read by district leaders — signed-in members with the owner or editor role here. The people who operate this platform can also read it. No operator holds standing access: any may start a support session, which requires a reason that is recorded, ends by itself after 30 minutes, and marks every application they open, change or delete as an operator's action. It is how a fault volunteers cannot repair is reproduced.

Only the district's owners can see an officer's forwarding address, and every showing is recorded; editors cannot. A platform operator in a support session may see it but never change it.

How long it is kept

An application is removed once 12 months have passed from the day you applied — not from the day the position closed — and the position has stopped recruiting. A job runs on the first of every month and removes what is due. It has not yet run in production: information held here has never been old enough for it, the database dating from 2026-06-29.

A barrier report is kept for 12 months.

A speaker listing is deleted immediately when withdrawn, and otherwise at most 517 days after it was last confirmed; the sign-up form states each period.

A forwarded message is deleted once delivered, at the latest within 7 days, or 14 days if held for review; its delivery record within 121 days. An officer's forwarding address is deleted within 93 days after their term ends, unless it is carried into a new term; a non-officer group member's, within 121 days after leaving their last active group.

Who else receives information

• Supabase — the database and sign-in system; everything this site stores is stored there, apart from forwarded mail in transit.

• Vercel — hosting. Every request passes through its network, which sees your IP address, browser and the page asked for.

• Resend — outgoing email. The notification of an application carries a name, the position title and the applicant's address as reply-to; a request to a speaker carries the requester's address the same way; an officer's confirmation link goes to their forwarding address.

• Amazon Web Services (SES, S3 and SNS) — email forwarding, in Canada (ca-central-1). It receives mail to a district role address, holds it until re-sent, and delivers each copy.

• OpenAI — artificial intelligence. It receives event descriptions imported from listings the district has already published elsewhere, and the title and description an administrator writes when asking for an article. Nothing you send this site is ever sent to it.

Where these companies keep what they receive has not been established, except for OpenAI: every request carries an instruction not to store it, so neither what is sent nor the reply is kept for reading afterwards. Amazon Web Services keeps what it receives in Canada.

Cookies and measurement

This site sets no cookie on a visitor who does not sign in. The only two are for signed-in administrators: the sign-in session cookie, and a short-lived one recording that a platform operator is acting on behalf of a district. There is no advertising cookie, no cross-site tracking, no marketing pixel and no consent banner. Vercel Web Analytics and Speed Insights do run on every page; neither sets a cookie, and both send Vercel information about your visit.

Some pages embed a video player or an event-registration window from another company. Those frames can set their own cookies, which this site does not control; the sentences above describe this site only.

Asking to see your information, or to have it deleted

You may ask district leaders to remove your information at any time — or to see it, correct it, or withdraw a consent — at the address at the end of this policy. A leader does it by hand and the deletion is recorded. Apart from a speaker's or an officer's own manage link, there is no self-service page and no export.

One exception: do NOT write to the district about a barrier report — district leaders cannot read those. Use the same barrier-report form, quoting what you wrote; a platform operator deletes it.

Who is responsible for this site

This site is published by District 61 of Toastmasters International, which covers Québec and part of eastern Ontario and is run by member volunteers. It is the district responsible for the information described above; the platform that operates this website is not.

Write to admin@tmd61.com about anything in this policy. No person has yet been formally designated as responsible for the protection of personal information for this site, and the questions it leaves open have not been put to anyone qualified.