Manitoba Genealogical Society

This privacy policy describes how MGS (also referred to as "we," "us" or "our") will make use of your information in the context of:
  • MGS websites; web-based services such as MANI, KOHA, and together referred to as "websites"
  • Desktop apps and mobile apps (both referred to as "apps") that include a reference to this policy
  • MGS’s distribution of the electronic publication “Generations”, eZine and email promotional practices.
MGS Member ID, registration, and customer support
When you register to be a member of MGS and activate your MANI login MGS collects information that identifies you. This includes:
  • Name
  • Email address
  • Telephone number
  • Address
  • Country
  • IP address
  • Payment/billing information (Membershp and eStore)
  • Eligibility information (e.g., for student)
  • Types of apps and websites of interest
  • Content of customer support communications.
MGS apps and websites
We collect information about how you use our apps and websites, including when you use a desktop app feature that takes you online (such as the Cemetery Transcription Tool). Depending on the app or website, this information may be anonymous or it may be associated with you. It includes:
  • IP address
  • Type of browser and device
  • Webpage that led you to a MGS website
  • Search terms entered into a search engine which lead you to a MGS website
  • Use and navigation of websites and apps (collected through cookies and similar technologies, or by MGS servers when you are logged in to the app or website)
  • Analysis of your content (e.g., activity logs, and direct feedback from you) which is sent or received using an online feature of a MGS app or website, or which is stored on MGS servers
MGS emails
Emails we send you may include a technology (called a web beacon) that tells MGS whether you have received or opened the email, or clicked a link in the email. If you do not want us to collect this information, you can opt out of receiving MGS promotional emails.

Buttons, tools, and content from other companies
MGS apps and websites may include buttons, tools, or content that link to other companies’ services (for example, a Facebook "Like" button). We may collect information about your use of these feature, such as content “liked” and address information in Google Maps. In addition, when you see or interact with these buttons, tools, or content, or view a MGS web page or app containing them, some information from your browser may automatically be sent to the other company. Please read that company’s privacy policy for more information.

MGS social networking pages and social sign-on services
MGS has its own pages on many social networking sites (for example, MGS’s Facebook page). We will collect information which you have made publicly available on your social networking account, such as name and interests, when you interact with our social networking pages.
MGS uses the information we collect about you for the following purposes:
  1. To register you as a MGS Member and allow you access to MANI based on your active membership.
  2. To fulfill a contract, or take steps linked to a contract: this is relevant where you register to use MANI This includes:
    • Providing you with the MGS MANI website and any other services or products that you have requested
    • Verifying your identity
    • Taking payments
    • Sending you necessary communications (for example, related to payments or expiration of your membership)
    • Providing customer service or support.
  3. As required by MGS to conduct our business and pursue our legitimate interests, in particular:
    • Providing you with the MGS websites and apps for which you have registered and any other products and services you have requested
    • Analyzing your use and measuring effectiveness of our websites and apps to better understand how they are being used so we can improve them and engage and retain users
    • Sending you information about MGS products and services, special offers and similar information
    • Analyzing your use of our websites and apps, and interaction with our communications, to tailor and customize the website or app
    • Using automated systems to analyze your content
    • Diagnosing problems in our apps and websites
    • Conducting surveys and market research about our members, their interests, the effectiveness of our marketing campaigns, and customer satisfaction (unless we need consent to undertake such surveys, in which case we will only do this with your permission)
    • Investigating and responding to any comments or complaints that you may send us
    • Checking the validity of the sort code, account number and card number you submit if you use a credit or debit card for payment, in order to prevent fraud (we use third parties for this – see “Does MGS share my personal information?” below)
    • In connection with legal claims, compliance, regulatory and investigative purposes as necessary (including disclosure of information in connection with legal process or litigation)
  4. Where you give MGS your consent:
    • Sending you information about MGS products and services, special offers and similar information
    • Placing cookies and using similar technologies on our websites, on our apps and in email communications, in accordance with our Cookies Policy and the information provided to you when those technologies are used
    • Using automated systems to analyze your interaction with our sites in order to improve our services and the user experience
    • Where we ask you for consent, we will use the information for the purposes which we explain at that time
  5. For legal reasons:
    • Responding to requests by government or law enforcement authorities conducting an investigation.
    • To detect, prevent, or otherwise address fraud, security or technical issues
  1. Sharing with other Data Controllers
    We do not share your information with others other than PayPal for the purposes identified above and to process payment through PayPal. We will share personal information with companies, organizations or individuals outside of MGS if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to detect, prevent, or otherwise address fraud, security or technical issues, as well as to protect against harm to the rights, property or safety of AMGS, our users, or the public as required or permitted by law.
  2. Sharing with Data Processors
    We will also share your personal information with companies that help us to run our business by processing personal information on behalf of MGS for the purposes identified above. Such companies include providers of payment processing services, fraud monitoring and prevention, email, and hosting services.
  3. Other Information Sharing
    MGS may also share your personal information:
    • When you agree to the sharing
    • When we are required to provide information in response to a subpoena, court order, or other applicable law or legal process (learn more)
    • When we have a good faith belief that the disclosure is necessary to prevent or respond to fraud, defend our apps or websites against attacks, or protect the property and safety of MGS, our customers and users, or the public
    • If we merge with or are acquired by another society, your information will likely be disclosed to our advisers and any prospective society's advisers and will be one of the assets that is transferred to the new society
    We may share or publish aggregate information that doesn’t specifically identify you, such as statistical information about visitors to our websites or statistical information about how members and customers use MANI or our other websites.
There are several places within MGS’s websites and apps that allow you to post comments, upload pictures, or submit content for others to see. Sometimes you can limit who can see what you share, but there are some places where what you share can be seen by the general public or other users of the app or website. Please be careful when you share your personal information. Do not share anything you wouldn’t want publicly known unless you are sure you are posting it within an app or website that allows you to control who sees what you post. Please note that when you post messages on certain user forums on our websites and app, your email address or name and/or profile photo may be included and displayed with your message.
To remove content you have shared on our websites and apps, please use the same app or website feature you used to share the content. If another user invites you to participate in shared viewing, editing, or commenting of content, you may be able to delete your contributions, but usually the user who invited you has full control. If you have questions or concerns about this, please contact us.
We understand that the security of your personal information is important. We provide reasonable administrative, technical, and physical security controls to protect your personal information. However, despite our efforts, no security controls are 100% effective and MGS cannot ensure or warrant the security of your personal information.
Your personal information and files are stored on MGS’s servers and the servers of companies we hire to provide services to us. MANI is a secure server and uses SSL enhanced website for security.
We may transfer your personal information across national borders to other countries in compliance with applicable laws.
If you reside outside of North America, your relationship is with MGS. This will transfer your personal information to MGS which is located outside the European Economic Area (EEA) and the United Kingdom and/or Switzerland, namely Canada where we MGS operates.
Where MGS transfers your personal information to Canada which is not within the EEA and is not subject to an adequacy decision by the EU Commission, we rely on one or more of the following legal mechanisms: EU-U.S. Privacy Shield, Swiss-U.S. Privacy Shield, European Commission approved Standard Contractual Clauses, and your consent in certain circumstances. A copy of the relevant mechanism can be provided for your review upon request, using the contact details provided at the end of this Privacy Policy.
The information above applies to MGS users who are consumers
Under the law of some countries, you may have the right to ask us for a copy of your personal information; to correct, delete or restrict (stop any active) processing of your personal information; and to obtain the personal information you provide to us for a contract or with your consent in a structured, machine readable format, and to ask us to share (port) this information to another controller.
In addition, you can object to the processing of your personal information in some circumstances (in particular, where we don’t have to process the information to meet a contractual or other legal requirement, or where we are using the information for direct marketing).
These rights may be limited, for example, if fulfilling your request would reveal personal information about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping (such as fraud prevention purposes).
To exercise any of these rights (including deactivating your MGS membership or ID account), you can get in touch with us using the details set out below. Additionally, many of our websites such as MANI, and apps allow you to edit your personal information by accessing the "my account," "my profile," or a similar feature of the app or website you are using. Likewise, you can delete files or photos you have stored in our websites and apps by logging in and using the deletion functions that are available.
If you have unresolved concerns, you have the right to report them to an EU or other data protection authority where you live, work or where you believe a potential violation may have occurred.
To register with MGS, to create an MGS ID, and to use some MGS websites, apps, products or services, the provision of some information is mandatory: if relevant information is not provided, then we will not be able to administer a MGS account to you, or provide you with the websites, apps, products or services requested. All other provision of your information is optional. Providing optional information will help us offer you a better experience, such as more personalized or tailored content or offerings.
The MGS websites and apps may use your information to provide you with information and offers related to MGS.
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your information for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time by:
  • Updating your preferences in your MGS ID profile
  • Updating your preferences in your specific website or app accounts
  • Clicking the unsubscribe link at the bottom of our marketing emails
  • Contacting us using the details provided at the end of this privacy policy
When you register for a membership in MGS or purchase through our eStore as a non-member we process and keep most personal information we have about you.
We also keep a permanent record of the fact that you have asked us not to send you direct marketing or to process your information so that we can respect your request in future.
Occasionally, we may change this privacy policy to allow MGS to use or share your personal information in a different way. If we do, the links to the policy on our websites (which are generally found in the footer of the website) will indicate that the policy has been changed. For new users, the change will become effective upon posting. For existing users, if the change is significant, it will become effective 30 days after posting. We encourage you to periodically review the MGS Privacy Page for the latest information on our privacy practices.
If you have a privacy question, concern, or request, please contact