Privacy Policy

Last updated 21 August 2026 · Effective 21 August 2026

1. Who we are

Carp Agricultural Society is a registered Canadian charity and not-for-profit organisation based in Carp, Ontario, Canada. Our CRA business and charity number is 118839505RR0001. Our registered mailing address is Box 188, Carp, ON K0A 1L0, and our office and grounds are at 3790 Carp Road, Carp, ON K0A 1L0.

We are responsible for the personal information collected through this website. We handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable, and applicable Ontario law.

2. What we collect, and why

Contact and enquiry forms

When you use a form on this site we collect the name, email address and message content you provide, together with the subject you select. We use this only to answer your enquiry and to follow it up. Our legal basis is your consent, given by ticking the consent box before you send the form.

Exhibitor entries

If you submit an exhibitor entry we collect your name, email address, the department and classes you intend to enter and any notes you add. We use this to process and confirm your entry into the fair.

Email updates

If you ask to receive news about the fair, we keep your email address for that purpose only, until you ask us to stop. Every message includes a way to unsubscribe.

Analytics and cookies

With your consent we use Google Analytics 4 to count visits and understand which pages are useful. Analytics cookies and identifiers are only set after you turn analytics on in our cookie banner, and no analytics property is connected to the site at the moment, so nothing is being measured even if you say yes. Strictly necessary cookies — including the record of your cookie choice itself, your 18+ confirmation for the raffle pages, and the security token that protects our forms — are always used, because the site cannot work securely without them. Full detail is in our Cookie Policy.

Technical and security data

When you visit the site, our hosting and security systems may automatically process limited technical information such as your IP address, browser and device information, requested pages, timestamps and server or security logs. We use this information to operate, secure and troubleshoot the website, prevent abuse and investigate technical or security incidents.

Anti-spam and form integrity

Our forms are protected against automated submission by checks that run on our own server: a security token tied to your session, a hidden field that only an automated tool would fill in, a check on how quickly the form was completed, and a short limit between submissions. These checks process only the submission itself and the time it was made. We do not use a third-party anti-bot service such as reCAPTCHA or Turnstile, so no information about you is passed to one. If that ever changes, this policy and our Cookie Policy will name the provider before it goes live.

3. Raffle ticket purchasers

We do not collect raffle purchaser information through this website. This site has no checkout and no user accounts. When you select Buy Tickets, you leave this website and continue to the Rafflebox platform, an AGCO-registered Electronic Raffle Supplier.

Any personal information you provide on the Rafflebox platform — your name, contact details, payment details and ticket numbers — is processed in accordance with Rafflebox's privacy policy and the privacy terms applicable to its payment services. We never receive, transmit or store payment card details.

Carp Agricultural Society remains the licensed organization conducting and managing the raffle under AGCO Lottery Licence #RAF1560186. Because of that, we may afterwards receive a limited amount of information from the supplier where it is necessary to meet our duties as licence holder — for example, the contact details needed to reach a winner, administer the prize and arrange payment of the cheque. We use it only for those purposes.

4. Who we share information with

We do not sell personal information and we do not share it for advertising. We may share or make personal information available to a limited number of service providers and third-party platforms where necessary to operate the website, provide requested services, administer events or meet our legal obligations:

• Website hosting — processes information on our behalf, to serve this site and keep server logs for security.
• Analytics — Google Analytics 4, only where you have consented.
• Email delivery — processes information on our behalf, to send and receive correspondence.
• Raffle platform — Rafflebox, which provides the electronic raffle system and determines for itself how it handles the information you give it at checkout.
• Event ticket providers — any external provider used for admission tickets, under its own privacy policy.
• Payment and donation providers — which process payments made on their own platforms, under their own privacy policies.

We may also disclose information where we are required to by law, or where the Alcohol and Gaming Commission of Ontario (AGCO) or the Canada Revenue Agency requires it in connection with our licence or our charitable status.

5. Where information is held

Some of our service providers store or process information outside Canada, including in the United States. Where that happens, the information is subject to the laws of that country and may be accessible to its courts and authorities. We use providers that offer contractual protections for information transferred across borders.

6. How long we keep it

We keep personal information only for as long as it is needed for the purpose it was collected for, and then delete it.

• Enquiries — kept while we deal with your message and for 24 months afterwards, so that we can pick up a follow-up from one fair year to the next, then deleted.
• Exhibitor entries — kept for the fair year they relate to and the following year, for continuity of judging records.
• Email subscribers — kept until you unsubscribe, and removed within 30 days of your request.
• Analytics — no analytics property is connected to this site at present, so no analytics data is being collected or stored. If one is connected, the retention period actually configured in Google Analytics will be stated here before it goes live.
• Server and security logs — kept for up to 12 months, or longer where a log is part of an open security investigation.
• Records connected to the raffle licence or charitable receipting — kept for as long as the AGCO and the Canada Revenue Agency require.

7. Your rights

You may ask us to confirm whether we hold personal information about you, how it has been used and disclosed, and to provide access to that information. You may also ask us to correct information that is inaccurate or incomplete. You may withdraw your consent at any time — for analytics, by changing your choice in our cookie settings; for anything else, by contacting us. Withdrawing consent does not affect anything we did before you withdrew it, and it may mean we cannot continue with something you asked us to do, such as processing an entry.

To make a request, contact us at privacy@raffiebox.ca or write to Box 188, Carp, ON K0A 1L0. We may need to confirm your identity before we act on a request.

8. Complaints

If you have a question or complaint about our privacy practices, please contact our Privacy Officer at privacy@raffiebox.ca. We will review and respond to privacy complaints in accordance with applicable law, and we would rather hear from you first so that we can put something right.

You also have the right to complain to the Office of the Privacy Commissioner of Canada, which oversees compliance with PIPEDA.

9. Security

This site is served over HTTPS. Our forms are protected by a per-session security token against cross-site request forgery, by server-side checks against automated submission, and everything you send is validated again on the server rather than trusted from your browser. Access to correspondence is limited to the volunteers and staff who need it. No system is perfectly secure, but we take steps appropriate to the sensitivity of what we hold — which is deliberately very little, and never includes payment card details.

10. Privacy and security incidents

If a breach of security safeguards involving personal information occurs, we will assess the incident and take the steps required by applicable privacy law, including notification to affected individuals and reporting to the Office of the Privacy Commissioner of Canada where required, and we will keep a record of the breach.

11. Children and age limits

The 50/50 raffle is strictly limited to eligible persons aged 18 or older, and the raffle pages ask you to confirm your age before you use them. Other parts of the website provide general information about the Carp Fair, community events and activities, and are open to everyone.

We do not knowingly solicit personal information from children through this website. If you believe a child has sent us personal information, contact us and we will delete it.

12. Changes to this policy

If we change this policy we update the date at the top of this page. Material changes are highlighted on the site.

13. Privacy Officer

Privacy questions and requests: privacy@raffiebox.ca, or by post to the Privacy Officer, Carp Agricultural Society, Box 188, Carp, ON K0A 1L0.