Privacy Policy

What this site collects

Four 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.

• 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.

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.

Who else receives information

• Supabase — the database and sign-in system; everything this site stores is stored there.

• 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.

• 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.

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. 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.