VAC Policies

Diversity, Equity and Inclusion Statement

We commit to increasing diversity, which is expressed in myriad forms, including race and ethnicity, gender and gender identity, sexual orientation, socio-economic status, language, culture, national origin, religious commitments, age, (dis)ability status and political perspective.

We commit to working actively to challenge and respond to bias, harassment and discrimination. We are committed to a policy of equal opportunity for all persons and do not discriminate on the basis of race, colour, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, neurodiversity, disability, religion, height, weight or veteran status.

We commit to pursuing deliberate efforts to ensure that our organization is a place where differences are welcomed, where different perspectives are respectfully heard and where every individual feels a sense of belonging and inclusion. We know that by building a critical mass of diverse voices and creating a climate of inclusiveness, we can more effectively leverage the resources of diversity to advance our collective capabilities and our mission.

  • The VAC is committed to providing safe, fair, and high-quality arts programming for our community. Please review the following policies before registering.

    • Registrations are confirmed once payment is received.

    • Most programs require 4 participants unless otherwise noted.

    • If you miss the first two classes of a multi-week program, your spot may be cancelled without refund.

    Registrations are non-transferable.

  • All requests must be submitted in writing.

    Multi-Week Classes (4–8 weeks)

    • 5+ business days before first class: Full refund or credit.

    • Less than 5 business days before first class: Refund minus $10 fee (waived for credit).

    • From first class up to end of second class: Pro-rated refund minus $10 fee (waived for credit).

    • After the third class: No refunds.

    One-Day Workshops

    • 5+ business days before workshop: Full refund or credit.

    • 2–4 business days before workshop: Refund minus $10 fee (waived for credit).

    • Less than 2 business days (including same day): No refunds or credits.

    Missed Classes / Workshops

    • No refunds or credits are issued for missed classes.

    • If a class or workshop is cancelled due to weather or instructor availability, the VAC will make every effort to schedule a makeup session.

  • If an instructor is unable to teach due to illness, emergency, or other personal circumstances:

    • The VAC will make every effort to provide a qualified substitute instructor or reschedule the session.

    • If a makeup session is scheduled, no refunds will be issued for personal scheduling conflicts.

    • If a substitute or makeup session cannot be offered, the VAC will issue a pro-rated refund or credit for the affected class or workshop session.

    • For one-day workshops where rescheduling is not possible, participants will receive a full refund or credit.

    • Inclement weather is any severe or harsh weather condition, such as blizzards, flooding, violent storms, etc. The safety of our employees, instructors, class participants and members is of utmost importance, and, in instances of extreme weather conditions, the VAC reserves the right to close the facility. Notifications will be sent immediately to members and staff.

    • The VAC will remain open and in full operation during regular hours, weather permitting. Classes will be held unless specifically cancelled by the Executive Director.

    • In the case of inclement weather conditions, the VAC reserves the right to cancel classes and will make every effort to communicate cancellations and closures to staff, instructors, class participants and the public as efficiently as possible.

    • The VAC will make every effort to communicate all class cancellations and closures to staff, instructors, class participants and the public as efficiently as possible.

    • If the class has been cancelled more than 48 hours in advance of the class the VAC will send out an email with the notice via email. If the class is cancelled less than 48 hours before the class the VAC will send out both an email and phone call to let students know. Class Participants are responsible for checking their email, voicemail, VAC website, and/or the VAC’s social media pages (Facebook and Instagram), or calling the main office (905-623-5831) to determine if classes have been cancelled. In severe weather conditions, a decision may be made to restrict operations or to close the facility altogether.

    • If a class is cancelled due to inclement weather, the VAC will make every effort to arrange a makeup class. No refunds will be issued for cancelled classes with make up sessions or a scheduled makeup class in which a student is not available to attend.

  • We strive to maintain a safe, respectful, and inclusive environment. A full outline of our Code of Conduct can be found here.

    Participants must:

    • Treat instructors, staff, and fellow students with respect.

    • Follow all VAC policies and studio safety guidelines.

    • Refrain from disruptive, unsafe, aggressive, or abusive behaviour.

  • The VAC reserves the right to remove any participant who:

    • Violates VAC policies or studio rules.

    • Disrupts classes or interferes with instruction.

    • Harasses, intimidates, or endangers others.

    • Misuses equipment or damages property.

    Participants may be removed immediately if safety is at risk. Refunds for removals due to misconduct may be denied.

  • Please keep your contact information up to date and check email/voicemail for program updates.

    Click here for a more in depth version of our Cancellation, Refund & Participant Conduct Policy.

  • Purpose: This privacy policy discloses the privacy practices for www.vac.ca. This privacy notice applies solely to information collected by this website. It will notify you of the following:

    1. What personally identifiable information is collected from you through the website, how it is used and with whom it may be shared.

    2. What choices are available to you regarding the use of your data.

    3. The security procedures in place to protect the misuse of your information.

    4. How you can correct any inaccuracies in the information.


    Privacy Policy
    The Visual Arts Centre of Clarington (VAC) maintains a database of its membership, volunteers and class registrants containing the following: name, name of family members (if applicable) address, telephone number, email address. The primary purpose of this database is to facilitate communication with our members, volunteers and class registrants; and to provide them with the services for which they join.

    Collection of Information Methods
    Information is collected from members, volunteers and class registrants upon joining and updated throughout their enrolment. Forms are received via in person, by telephone, or online through Active Networks. Private information is entered into a database which is accessible only by trusted VAC staff.

    The Visual Arts Centre of Clarington offers registrants the option of using Active Networks online to remit their membership or class fees and to make other purchases. Active Networks is a trusted service provider that processes credit card payments over the internet and remits these payments to the organization. Personal information such as name, address, phone number and payment information are then remitted to the VAC. The VAC stores the information collected as outlined above with the strict confidentiality and the respect that our members, volunteers and class registrants deserve. We do not provide personal information to third parties. We are governed by the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) and the Global Privacy Standards Principles outlined by the Government of Ontario http://www.ipc.on.ca.

    1. Consent: Upon making contact with the Visual Arts Centre of Clarington, individuals will expressly release consent for the collection and use of personal information for the purposes which the VAC has outlined above. Consent may be withdrawn at a later date.

    2. Accountability: Duty of care responsibility for the protection of private information lies with the Executive Director of the Visual Arts Centre of Clarington. If ever, transferring personal information to third parties is required, the VAC shall seek equivalent privacy protection through contractual or other means.

    3. Purposes: The purpose of collection of personal information is stated above and relates only to the efficacy of service provided by the VAC.

    4. Collection Limitation and Data Minimization: The collection of personal information is limited to that which is necessary for the efficacy of service provided by the VAC. The collection of personal information is kept strictly to the membership database software approved by the Board of Directors of the VAC. It is accessible strictly by trusted VAC employees.

    5. Use, Retention, and Disclosure Limitation: the VAC shall limit the use, retention, and disclosure of personal information to the relevant purposes identified above, except where otherwise required by law. Personal information shall be retained only as long as necessary to fulfill the stated purposes, and then securely destroyed.

    6. Accuracy: The VAC shall ensure that personal information is as accurate, complete, and up-to-date as is necessary to fulfill the specified purposes. All information can be updated through office@vac.ca

    7. Security: The VAC assumes responsibility for the security of personal information throughout its lifecycle consistent with the international standards that have been developed by recognized standards development organizations. Personal information shall be protected by reasonable safeguards, appropriate to the sensitivity of the information (including physical, technical and administrative means).

    8. Openness: Openness and transparency are key to accountability. Information about the policies and practices relating to the management of personal information shall be made readily available to individuals.

    9. Access: Individuals shall be provided access to their personal information and informed of their uses and disclosures. Individuals shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

    10. Compliance: Questions, comments or complaints about our Privacy Policy can be forwarded to the Executive Director director@vac.ca

  • Terms of Use
    Use of this website, and information distributed in conjunction with this website, including without limitation the VAC e-newsletter, is offered to you on your acceptance of these Terms of Use, our Privacy Policy and other notices posted on this website. Your use of this website or of any content presented in any and all areas of the website indicates your acknowledgment and agreement to these Terms of Use, our Privacy Policy and other notices posted on this website. If you do not agree to be bound by and comply with all of the foregoing, you may not access or use our information, services, or website. We suggest you print a copy of each of these documents for your records.

    The Visual Arts Centre of Clarington shall have the right, at its sole discretion, to modify, add or remove any terms or conditions of these Terms of Use without notice or liability to you. Any changes to these Terms of Use shall be effective immediately following the posting of such changes on this website. The most recent version of these Terms of Use may always be found at www.vac.ca. You agree to review these Terms of Use from time to time and agree that any subsequent use by you of this website following changes to these Terms of Use shall constitute your acceptance of all such changes.

    These Terms of Use were last modified on April 3, 2019.

  • All text and graphics displayed on this website are the property of The Visual Arts Centre of Clarington (VAC). Any use or reproduction of the VAC’s logo, visual material (including program guides and exhibition catalogues) and text without the consent of the VAC is prohibited.

    All photographic images reproduced on the site are provided free of charge for research and/or private study purposes only. Any other use, distribution or reproduction thereof without the express permission of the copyright holder, is subject to the limitation imposed by law. Any commercial exploitation of the images is strictly prohibited. Questions about our visual material should be directed to the Marketing Coordinator at communications@vac.ca.