Effective Date: November 1, 2026

Last Updated: November 1, 2026

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Wild Rose Virtual Horse Show ("WRVHS," "we," "us," or "our") respects your privacy and is committed to protecting the personal information of our website visitors, competitors, parents, guardians, and other individuals who interact with our services.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, register for competitions, submit videos, make payments, or communicate with us.

By using our website or services, you acknowledge that you have been provided with this Privacy Policy. Where consent is required by applicable law, we will seek that consent separately or through an appropriate consent process.

1. Information We Collect

We may collect personal information necessary to operate and administer our virtual horse shows.

1.1 Personal and Contact Information

When registering for a competition, contacting us, or using our website, we may collect:

• Full name.

• Email address.

• Telephone number, where provided.

• Mailing address for ribbons, prizes, or awards.

• Province, state, or country of residence.

• Age or age division, where required for eligibility.

• Parent or legal guardian information for minor competitors.

• Other information voluntarily provided through registration or contact forms.

1.2 Competition Information

When entering a WRVHS competition, we may collect:

• Rider and horse names.

• Horse and rider combination information.

• Selected classes and divisions.

• Competition registration details.

• Submitted videos and photographs.

• Dressage tests, patterns, and course information.

• Judge scores and written comments.

• Competition results and final placings.

• Award and ribbon eligibility.

• Communications regarding competition entries.

This information is used to organize, judge, and administer competitions.

1.3 Payment Information

When purchasing competition entries or other services, payment information may be processed through secure third-party payment providers.

Depending on the payment system used, WRVHS may receive:

• Payment confirmation.

• Transaction identification numbers.

• Amount paid.

• Payment date.

• Billing contact information.

• Refund or transaction status.

Full payment card details are generally handled by the payment provider rather than directly by WRVHS.

We do not intentionally collect or store complete payment card numbers or card security codes in our own administrative records.

1.4 Website Usage Information

When visiting our website, certain technical information may be collected automatically by our website platform and associated services.

This may include:

• IP address.

• Browser type.

• Device type.

• Operating system.

• Pages visited.

• Approximate geographic location derived from technical information.

• Date and time of visits.

• Referring website or source.

• Cookie identifiers and related website activity.

This information may be used to operate, secure, troubleshoot, and improve our website.

2. How We Collect Information

We may collect information through:

• Competition registration forms.

• Online entry and payment systems.

• Video submission forms.

• Email communications.

• Contact and inquiry forms.

• Voluntary newsletter subscriptions.

• Website cookies and similar technologies.

• Third-party services used to operate competitions.

• Direct communication with competitors or their parents and guardians.

We collect personal information by fair and lawful means and limit collection to information reasonably necessary for the identified purposes.

3. How We Use Personal Information

WRVHS may use collected information for the following purposes.

3.1 Competition Administration

To:

• Process and confirm competition entries.

• Verify eligibility.

• Organize classes and divisions.

• Provide submitted videos to authorized judges.

• Calculate and record competition scores.

• Publish competition results.

• Prepare score sheets and judge feedback.

• Communicate deadlines and competition updates.

• Investigate eligibility concerns or scoring disputes.

3.2 Payments and Financial Records

To:

• Confirm entry fee payments.

• Issue receipts or payment confirmations.

• Process eligible refunds.

• Investigate payment discrepancies.

• Maintain records required for accounting, taxation, and legal purposes.

3.3 Ribbons, Awards, and Prizes

To:

• Determine award eligibility.

• Contact award recipients.

• Collect shipping information.

• Arrange shipment or delivery of ribbons and prizes.

• Resolve award fulfillment concerns.

3.4 Customer Service

To:

• Respond to questions.

• Provide entry assistance.

• Resolve video submission problems.

• Investigate technical difficulties.

• Respond to complaints or disputes.

• Communicate important changes to competitions or website services.

3.5 Website Improvement and Security

To:

• Monitor website functionality.

• Diagnose technical issues.

• Maintain website security.

• Prevent fraudulent or unauthorized activity.

• Improve website navigation and user experience.

• Understand general website usage trends.

3.6 Marketing and Promotional Communications

Where permitted by applicable law and supported by the required consent, we may send:

• Upcoming competition announcements.

• Entry opening and closing reminders.

• Special event announcements.

• Promotional offers.

• Newsletters.

• Updates about WRVHS services.

Individuals may withdraw consent to optional marketing communications at any time.

Unsubscribing from marketing communications will not prevent us from sending essential administrative communications regarding active competition entries, payments, or awards.

4. Competition Results and Public Information

As part of operating virtual horse shows, WRVHS may publicly display competition results.

Published information may include:

• Rider name.

• Horse name.

• Class or division.

• Competition date.

• Score or percentage.

• Final placing.

• Award recognition.

Results may appear on our website, official social media pages, or other WRVHS communication channels.

We will inform competitors about the intended publication of results during the entry process and obtain consent where required.

For youth competitors, additional privacy protections and parental or guardian authorization may apply.

Competitors with concerns regarding publication of their personal information may contact us to discuss available options.

5. Video and Photograph Submissions

5.1 Competition Purposes

Videos and photographs submitted to WRVHS may be accessed by authorized organizers, administrators, and judges for purposes including:

• Evaluating performances.

• Verifying competition entries.

• Preparing scoring and feedback.

• Resolving judging or eligibility disputes.

• Maintaining appropriate competition records.

5.2 Public Sharing and Promotion

WRVHS may request permission to feature competition videos, photographs, or highlights on its website or social media accounts.

Promotional use of identifiable participant content will be based on appropriate consent or another lawful basis where permitted.

Examples of promotional content may include:

• Competition highlights.

• Winning performances.

• Competitor recognition posts.

• Seasonal show promotions.

• Educational examples.

• General WRVHS marketing materials.

Competitors may decline optional promotional media consent without losing eligibility to participate in competitions.

5.3 Video Ownership

Competitors retain ownership of their original submitted content, subject to any applicable third-party rights.

Submitting content does not transfer copyright ownership to WRVHS.

Any licence granted to WRVHS is governed by the applicable Terms and Conditions and consent choices.

5.4 Removal Requests

Competitors may contact WRVHS to request removal of publicly displayed personal information or media.

Requests will be reviewed in accordance with applicable privacy law, copyright obligations, and legitimate recordkeeping requirements.

Removal from WRVHS-controlled platforms may not remove copies previously shared or retained by unrelated third parties.

6. Information Relating to Minors

WRVHS recognizes the importance of protecting the privacy of children and youth.

For participants under the applicable age of majority, we may require parent or legal guardian authorization for registration and participation.

Where appropriate, we may collect a parent or guardian's contact information to administer the entry and obtain required consent.

We aim to limit the collection of minors' personal information to what is reasonably necessary for competition administration.

Public promotional use of identifiable images or videos of minors will require appropriate authorization where required by law.

Parents or legal guardians may contact WRVHS to request access to, correction of, or deletion of a minor's information where they are legally authorized to do so.

7. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to support functionality, security, analytics, and, where enabled, marketing.

Cookies are small data files stored on a user's device.

7.1 Essential Cookies

Essential cookies may be used for:

• Website security.

• Session management.

• Form functionality.

• Payment processing.

• Website navigation.

• Basic platform operations.

Some essential cookies are necessary for the website to function properly.

7.2 Analytics Cookies

If enabled, analytics cookies may help us understand:

• Website visitor numbers.

• Popular pages.

• Traffic sources.

• General user interactions.

• Website performance.

7.3 Marketing Cookies

If enabled, marketing technologies may be used to measure advertising effectiveness or provide relevant promotional content.

Where required by law, non-essential cookies and similar technologies will be used only after obtaining appropriate consent.

7.4 Managing Cookies

Visitors may be able to manage cookie preferences through the website's consent controls, where available, or through their browser settings.

Disabling certain cookies may affect website functionality.

The cookies actually used may change as website features and third-party services are updated.

8. Third-Party Services

WRVHS may use trusted third-party service providers to operate its website and competitions.

These may include:

• Wix: Website hosting, forms, and website management.

• Payment processors: Secure payment processing and transaction administration.

• Email service providers: Competition notifications and authorized marketing communications.

• Video hosting or file-sharing services: Receiving and reviewing competition videos.

• Shipping and postal providers: Delivering ribbons and awards.

• Analytics providers: Website performance and usage measurement, where enabled.

We may disclose personal information to these providers only as reasonably necessary for the relevant service, subject to applicable legal requirements.

Third-party providers may process information under their own privacy policies and contractual obligations.

WRVHS does not control the independent privacy practices of external websites that are not operated on our behalf.

9. International Participants and Data Transfers

WRVHS may accept competitors from Canada and other countries.

Our website and service providers may process or store personal information outside the participant's province, state, or country, including in jurisdictions with different privacy laws.

Where personal information is transferred or processed outside Canada, WRVHS will take reasonable steps to ensure appropriate protection in accordance with applicable law.

Where required, additional notices, safeguards, or consent mechanisms will be provided.

International participants may have additional privacy rights under laws applicable to them.

10. Data Storage and Security

WRVHS takes reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, disclosure, loss, misuse, or alteration.

Depending on the services used, these measures may include:

• Password-protected administrative accounts.

• Restricted access to competition information.

• Secure website connections.

• Third-party payment security measures.

• Appropriate account and access management.

• Secure storage of administrative records.

• Reasonable procedures for identifying and responding to privacy incidents.

No internet-based system can be guaranteed to be completely secure.

If a privacy breach occurs, WRVHS will assess the circumstances and provide notifications where required by applicable law.

11. How Long We Keep Information

We retain personal information only as long as reasonably necessary for the purposes for which it was collected, or as required by law.

Retention periods may vary according to the type of information.

For example:

• Competition entries may be retained for administration, recordkeeping, and dispute resolution.

• Financial records may be retained for applicable accounting and taxation requirements.

• Video submissions may be retained for judging, verification, and legitimate competition recordkeeping.

• Contact information may be retained while an individual maintains an active relationship with WRVHS or has consented to communications.

• Published competition results may remain available as historical records, subject to applicable privacy rights.

When personal information is no longer reasonably required, WRVHS will take appropriate steps to securely delete, destroy, or anonymize it.

Where British Columbia privacy law requires a minimum retention period for information used to make a decision directly affecting an individual, WRVHS will comply with that requirement.

12. Sharing and Disclosure of Personal Information

WRVHS does not sell personal information.

We may share personal information:

• With authorized competition judges.

• With administrative personnel assisting with competitions.

• With payment processors.

• With award and shipping providers.

• With website hosting and technical service providers.

• Where the participant has provided appropriate consent.

• Where required or authorized by applicable law.

• Where reasonably necessary to investigate fraud, security concerns, or serious rule violations, subject to legal requirements.

We will not disclose personal information for unrelated purposes without an appropriate legal basis.

13. Your Privacy Rights

Depending on your location and applicable law, you may have rights relating to your personal information.

These may include the right to:

• Request access to personal information held about you.

• Request correction of inaccurate or incomplete information.

• Withdraw consent for certain uses or disclosures.

• Request deletion of information where legally available.

• Ask questions about how your information is handled.

• Raise concerns or submit a privacy complaint.

Some requests may be subject to legal exceptions, identity verification, or legitimate retention requirements.

13.1 Access Requests

To request access to your personal information, contact WRVHS using the details below.

We may request reasonable information to verify your identity before disclosing personal information.

13.2 Correction Requests

If your personal information is inaccurate or incomplete, you may request a correction.

13.3 Withdrawal of Consent

Where processing is based on consent, you may withdraw that consent, subject to legal or contractual restrictions and reasonable notice.

Withdrawal may affect our ability to provide certain competition services where the information is necessary for administration.

13.4 Privacy Complaints

If you believe your personal information has been handled improperly, please contact WRVHS so we can investigate your concern.

You may also have the right to contact an applicable privacy regulator, including the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada, depending on the circumstances.

14. Email Communications

WRVHS may send administrative emails related to:

• Entry confirmations.

• Payment receipts.

• Competition deadlines.

• Video submission issues.

• Judging updates.

• Results announcements.

• Award shipping information.

• Important changes to competition operations.

These communications are generally necessary to administer requested services.

Optional promotional communications will be managed in accordance with applicable anti-spam and privacy legislation, including Canada's Anti-Spam Legislation (CASL), where applicable.

Marketing emails will include an appropriate unsubscribe method where required.

15. External Links

Our website may contain links to external websites, video platforms, social media services, or other resources.

WRVHS is not responsible for the privacy practices of independent third-party websites.

Visitors are encouraged to review the privacy policies of external services before providing personal information.

16. Changes to This Privacy Policy

WRVHS may update this Privacy Policy to reflect:

• Changes to website functionality.

• New competition services.

• Changes in third-party providers.

• Updated privacy practices.

• Changes in applicable legal requirements.

The most recent version will be published on our website with an updated revision date.

Where required by law, we will provide additional notice or obtain renewed consent before implementing material changes to how personal information is used.

17. Contact Information and Privacy Inquiries

For questions, concerns, privacy requests, or complaints regarding this Privacy Policy, please contact:

Wild Rose Virtual Horse Show
Email: willdrosevirtualhorseshow@gmail.com
Website: www.wildroseshowseries.com
Location: British Columbia, Canada

We will make reasonable efforts to respond to privacy inquiries within the timeframes required by applicable law.

18. Consent and Acknowledgement

By providing personal information to WRVHS, individuals acknowledge that they have been informed of the privacy practices described in this policy.

Where consent is legally required, WRVHS will obtain appropriate consent for the relevant collection, use, or disclosure of personal information.

Participation in WRVHS competitions does not require consent to optional promotional emails or optional promotional use of identifiable photographs or videos.

Wild Rose Virtual Horse Show is committed to respecting participant privacy while providing a fair, welcoming, and enjoyable virtual equestrian competition experience.