Our Policies and How We Work Together at HFC

1. Purpose
The purpose of this Code of Conduct is to ensure that all members of the Havanese Fanciers of Canada (HFC) conduct themselves in a respectful, responsible, and ethical manner when representing the club, especially during interactions with the public, fellow members, and when participating in dog shows and canine sporting events.

2. General Principles

All members shall:

• Act in the best interest of the Havanese breed.
• Promote the welfare and dignity of dogs in all activities.
• Foster a welcoming, respectful, and inclusive environment free from discrimination and harassment.
• Adhere to the Canadian Kennel Club (CKC) rules and ethical guidelines.
• Abide by applicable federal, provincial, and local laws and animal welfare regulations.
• Demonstrate a spirit of cooperation, shared learning, and responsible stewardship of the breed.
• Promote responsible ownership, lifelong care, and ethical breeding practices.
• Prioritize the health, temperament, and welfare of all dogs in breeding decisions, and support the use of health testing to promote the long-term wellbeing of the breed.
• Maintain transparency and disclose any conflicts of interest related to club matters.
• Treat all individuals with respect and fairness, and refrain from discrimination, harassment, or bullying based on race, gender, gender identity, sexual orientation, age, disability, religion, national origin, or any other protected characteristic.

3. Conduct Toward the Public

Members shall:

• Provide accurate and honest information about the Havanese breed.
• Educate the public with patience, kindness, and factual content.
• Avoid disparaging remarks about other breeders, clubs, or individuals.
• Always conduct themselves as ambassadors of the breed and the club.
• Respect the views and questions of the public, even when they differ.
• Use digital and social media responsibly, in a manner that reflects positively on the breed and the club.
• Respond to media or public inquiries professionally and direct any official questions to the club’s designated spokesperson.

4. Conduct Toward Fellow Members

Members shall:

• Treat one another with courtesy, respect, and fairness.
• Address conflicts constructively and privately when possible.
• Seek support or mediation through the club if private resolution is unsuccessful.
• Avoid gossip, harassment, or behavior that undermines trust or collaboration.
• Support and encourage the development of newer or less experienced members.
• Respect differing approaches to breeding, training, and showing, within ethical and legal bounds.
• Recognize and support each other’s achievements while helping to maintain a respectful and cooperative club atmosphere.
• Maintain confidentiality regarding sensitive club matters and member information.

5. Conduct at Dog Shows and Events

Members shall:

• Always exhibit good sportsmanship, whether winning or losing.
• Treat judges, competitors, organizers, and spectators with respect.
• Handle dogs humanely and in accordance with CKC standards and event rules.
• Present dogs in clean, healthy condition appropriate for the breed standard.
• Cooperate with event officials and abide by all rules and procedures.
• Represent the club and breed with pride and integrity at all times.
• Respect event venues by maintaining cleanliness and minimizing environmental impact.

6. Use of Club Resources and Representation

Members shall:

• Use club resources, funds, and property responsibly and only for club-related purposes.
• Avoid any personal gain from the misuse of club assets or name.
• Represent the club professionally in all capacities and avoid any actions that could harm the club’s reputation.

7. Volunteerism and Participation

Members are encouraged to:

• Actively participate in club activities, meetings, and events.
• Volunteer their time and skills to support the club’s mission and operations.
• Respect the time and efforts of club volunteers and officers.

8. Confidentiality and Privacy

• Members must respect the confidentiality of all club discussions, sensitive information, and personal data shared in the course of club activities.
• Sensitive information includes, but is not limited to, personal member details, legal matters, financial information, and internal club deliberations.
• Members should use club communication channels responsibly and ensure that private or confidential information is not disclosed without proper authorization.
•  Discussions or documents marked confidential must not be shared outside the intended recipients or the club.
•  Breaches of confidentiality can harm the trust and integrity of the club and may result in disciplinary action.

9. Board Members and Officers

Board members and officers of HFC have additional responsibilities and are expected to:

• Maintain the confidentiality of sensitive information acquired during Board and committee meetings, including personal information, legal matters, financially sensitive issues, and purchasing decisions.
• Support decisions made by the Board by speaking with one unified voice, regardless of personal views expressed during deliberations.
• Promote and uphold equity and inclusion in all decision-making, in alignment with the Ontario Human Rights Code.
• Conduct themselves with honesty, fairness, and integrity at all Board-related activities.
• Treat fellow Board members, club members, and external contacts with respect, professionalism, and courtesy.
• Lead by example, modeling the principles outlined in this Code of Conduct for the broader membership.

10. Complaints and Disciplinary Action

• Should a member feel another member is in violation of the Code of Conduct, they may file a complaint by following the Conflict Resolution process outlined in Section 6 of the HFC Constitution and By-Laws.
• Members are expected to comply with the rules and regulations of the Canadian Kennel Club (CKC), which serves as the regulatory body for the Havanese Fanciers of Canada
• (HFC) and its members. Any conduct that violates CKC or HFC regulations may be subject to review and disciplinary action as determined by the club.
  

Responsibility of all members

1. All dogs will be kept under safe and sanitary conditions, receive optimum health care and protection, including but not limited to: regular veterinary care, recommended inoculations, proper nutrition, adequate exercise and appropriate grooming.
2. Assistance and encouragement shall be willingly offered by members to novice exhibitors of dog shows and others needing advice and guidance. The welfare of the breed will be in their hands in the future.
3. Members will neither maliciously slander other members nor seek to impair the reputation of other breeders; however, they must report any serious situation that is detrimental to the breed or is inconsistent with the principles of the HFC.
4. Members will advertise only in a professional manner and will not refer to membership in any attempt to enhance integrity or quality of stock. Altered photographs that may mislead will not be published. This shall include altering or digitally manipulating the physical appearance of a dog in a photograph with the intent to deceive.
5. Members will maintain the confidentiality of privileged information and avoid activities which constitute a real or perceived conflict of interest, or activities that detract from the integrity of the club. Privileged information shall be defined as all HFC email, telephone and written discussions on the club activities, including, but not limited to, general discussion, event planning, fundraising information and online meetings.

Responsibility of Breeders

1. Breeders will strive to conform to the CKC Havanese breed standard to improve progeny and to reduce faults to a minimum.
2. Healthy spacing between litters will be a priority and unspayed bitches will be protected from unplanned breeding. Bitches will in no case be bred before their second heat or before they are at least 18 months of age, whichever comes first, and will not be placed at risk by an unreasonable number of ceasarean sections and then only with the concurrence of a veterinarian. Bitches are to be healthy prior to being bred.
3. Stud service will only be offered to, or received from, stock registered within a CKC recognized club or registering body. All breeding stock should be healthy and mature, of sound temperament, and be free of serious congenital and hereditary defects. Stud service will be refused for any breeding that is considered not to be in the best interest of the breed.
4. Prior to breeding, owners of studs and bitches will adequately screen for both infectious and hereditary diseases, using current techniques as well as those developed in the future. Eye testing by a certified ophthalmologist shall be conducted yearly on all breeding stock.
5. Breeders selling puppies or offering stud services from lines in which any serious or disabling hereditary defects occur should disclose the possibility of such defects to potential buyers/owners.
6. Members will refer potential puppy purchasers to other reputable breeders and will be helpful and courteous to those who request information about the breed.

Buying and selling

1. Members will comply with CKC rules concerning record keeping, registration, identification, and the sale and transfer of dogs.
2. All contract terms and conditions will be reduced to writing and members will honor such obligations.
3. Every effort will be made to ensure that any puppy or dog will not be sold by, to or through any agent, pet store, commercial breeding establishment, other dog business or unethical / disreputable breeder. Puppies, dogs and stud services will not be offered as a prize in any raffle, draw, contest or lottery of any kind whatsoever.
4. Prospective buyers will be screened as thoroughly as possible to determine their intent, as well as their ability and interest in providing a safe, adequate, loving environment and a long-term relationship with a puppy or adult dog.
5. All puppies and dogs offered for sale will be CKC registered. They will be sold with written sales agreements to include clear terms and conditions and be signed by the seller and the buyer, in full compliance with CKC regulations. The contract will request that the seller be contacted in the event that at any time the owner is unable to keep the dog, it will be the obligation of the seller to assist in the placement of the dog in question.
6. Purchasers will be required to adhere to the CKC non-breeding contract and neuter/spay all puppies sold as pets. A veterinarian’s certificate will be sent to the seller with verification of the spaying or neutering.
7. All puppies leaving their breeder will be a minimum of eight weeks of age to facilitate adequate socialization as well as appropriate emotional and temperament development through interaction with siblings, the dam and other dogs. At time of placement, all puppies will have had a veterinary check up and be up to date on recommended inoculations.
8. Breeders will provide puppy buyers with written details on feeding, general care, dates and types of inoculations as well as dates of wormings, grooming instructions, etc, and be available to offer advice as needed throughout the life of the dog.

Responsibility of Exhibitors

1. Dogs recently exposed to the risks of infectious/communicable diseases and bitches with nursing whelp will not be exhibited in shows or any performance events.
2. Dogs being shown will be presented clean and properly groomed according to the standard. Exhibitor members will not alter a dog’s natural appearance except as provided in the CKC Havanese breed standard Members are responsible for the proper presentation of their dogs for the show ring regardless of who is handling the dog.
3. Breeders shall exercise sensible precautions in exhibiting a pregnant bitch to avoid any undue stress or situations that may jeopardize her wellbeing or that of her unborn puppies.
4. Members realize that they represent the dog fancy in general, and the breed specifically, to the general public. Members will act in a professional and good sportsmanlike manner at all times and will respect the rules of hotels/motels, and other show/event sites and of all show/event sponsors and their designated precincts.

Enforcement and Discipline

1. Every member of the Havanese Fanciers of Canada will be required to sign an acceptance of the code of ethics upon application and to renew acceptance annually with membership renewal and /or at such time that the code of ethics is reviewed and modified. An electronic copy of the code of ethics modifications will be sent out to all members. Hard copies shall be mailed out upon request.
2. Breach of any of the above items may result in disciplinary action up to and including termination of membership.

Privacy Policy of the Havanese Fanciers of Canada (HFC)

 

Effective Date: January 8, 2025

 

The Havanese Fanciers of Canada (HFC) values the privacy of its members and is committed to protecting their personal information. This Privacy Policy outlines how we collect, use, store, and protect the personal information you provide when you become a member or interact with us. We also explain how we handle sensitive information, such as health testing results for dogs.

1. Collection of Personal Information

We collect personal information from our members to fulfill the purposes of managing membership, organizing events, and communicating with members. The information we collect may include:

• Name

• Contact information (email, phone number, mailing address)

• Membership type and renewal history

• Participation in events and activities

• Payment details (processed securely through our payment processors)

In addition, the HFC may also collect health testing results for dogs. This information is voluntary but may be required for certain programs or events. The types of health data we may collect include, but are not limited to:

• Health testing results (e.g., DNA tests, hip evaluations, eye exams, and other health screenings)

• Veterinary health records (if provided by members for specific purposes, such as breeding evaluations)

This information is collected to support the health and welfare of the Havanese breed and to maintain accurate and up-to-date records for breeding and health initiatives. By submitting health testing results, you consent to the collection, use, and storage of this sensitive information as outlined in this Privacy Policy.

2. Use of Personal Information

The personal information we collect is used for the following purposes: • To process and manage your membership with HFC

• To communicate with you regarding membership updates, events, newsletters, and other club-related matters

• To improve our services and activities based on member feedback

• To comply with legal or regulatory requirements Health testing results for dogs are used for the following purposes:

• To verify the health status of dogs, particularly for breeding purposes, and to promote responsible breeding practices

• To provide educational materials and resources to members regarding breed health • To help ensure the overall welfare of the Havanese breed by promoting genetic health and reducing inherited conditions

• To comply with breed-specific health standards or certifications as required by the club or external organizations

3. Data Protection and Security

We take reasonable measures to protect the security of your personal information, including health testing results. This includes the use of encryption technologies and secure servers to store and transmit data. However, no method of data transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

For health testing results specifically, we take additional precautions:

• Secure storage in password-protected systems or encrypted databases

• Limiting access to authorized personnel or specific individuals who require this information for legitimate purposes

We will not share or disclose any health testing results without your explicit consent, except in cases where such information is necessary for breeding or certification programs or where required by law.

4. Sharing of Personal Information

We do not sell, rent, or trade your personal information to third parties. We may, however, share your personal information in the following situations:

• With service providers who assist in the operation of the club (e.g., payment processors, event organizers, website hosting)

• As required by law, such as in response to a legal request or court order

• In the event of a merger or acquisition of HFC, your personal data may be transferred to the new owner Health testing results for dogs may be shared as follows:

• With the explicit consent of the member, for breeding or health programs

• With breed organizations or health registries as part of health certification or breeding evaluations

• As required by law or in compliance with regulatory bodies

5. Access and Control of Personal Information

You have the right to access, correct, update, or delete your personal information held by HFC. If you wish to exercise any of these rights, please contact us at [Insert Contact Information]. This includes the ability to access or update the health testing results we have on file for your dog(s).

If you wish to withdraw your consent for the collection of health testing results, please contact us, and we will securely remove or anonymize the data where applicable.

6. Retention of Personal and Health Information

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law. When your information is no longer needed, we will securely delete or anonymize it.

Health testing results for dogs will be retained for as long as they are relevant to the purposes for which they were collected. This may include long-term storage for breed health monitoring or research initiatives. When no longer necessary, health data will be securely deleted or anonymized.

7. Cookies and Tracking Technologies

We may use cookies or similar technologies on our website to enhance user experience and collect data on site usage. Cookies are small files placed on your device that help us remember your preferences and improve our website’s functionality. You can control the use of cookies through your browser settings.

8. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to review their privacy policies before submitting personal information.

9. Updates to this Privacy Policy

HFC may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify members of any significant changes, and the updated policy will be posted on our website with the date of the latest revision.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or the handling of your personal information, please contact us.

Thank you for being a part of HFC. Your privacy is important to us.

 

In 2018 the Havanese Fanciers of Canada voted with an over 80% agreement to expand its health testing. A series of polls then began to narrow down what the new requirements and policy would look like.

Note: Membership has approved the following changes to our Health Policy and this policy supersedes any policies created previous to April 1, 2020

Testing Required:

• Existing members, and members in application, are require to health test all owned and co-owned dogs in their breeding program.
• Existing members, and members in application, are required to perform a minimum of four health tests on all owned and co-owned dogs in their breeding program
• Existing members, and members in application, are required to perform two mandatory tests
  • CAER (formerly Cerf) – done in accordance with OFA guidelines and certified by a licenced practitioner qualified to do CAER exams. Microchip and tattoo must be confirmed. CAER continues throughout the breeding life of the dog.
  • Patella – done in accordance with OFA guidelines and certified by a licenced practitioner qualified to do a Patella exam. This is only required to be done once, but strongly suggested that it be done before all breeding. Microchip and tattoo must be confirmed. Patella should continue throughout the breeding life of the dog.
  • Two additional Tests need to be selected and performed on all owned and co-owed dogs in breeding program. Breeding dogs 7 years and older are exempt from the additional testing. (polls performed May 29/2019, February 2, 2019, February 25th, 2018)
• The two additional tests, not including CAER and Patella, can be selected from the following list of tests. (Multiple polls to finalize the list concluded on March 25, 2019)

Approved Tests – not including CAER and Patella

1. OFA Cardiac, or any other OFA certified cardiac exam such as echo etc.
2. OFA Hip, or HIP/LCP combined
3. OFA Penn Hip
4. OFA Elbows
5. OFA Thyroid
6. Biles and other Liver testing BAC etc.
7. BAER

Validation of Testing

Health testing will not be validated by a governing body, but may be asked for in cases of discipline or complaint. Members will sign an annual agreement with the club that they will perform all Health Testing required by Havanese Fanciers of Canada’s Policy on Health Testing. This agreement will be sent out annually with membership renewal. (Poll April 24, 2018)

Date of Effectiveness of Policy

Membership agreed that there will be a two year grace period for all members, April 15, 2020. Existing members will have two years to complete the required testing on all their breeding dogs. New application members will not have a grace period but will follow the Club’s published policy when applying for membership. The policy will become an acceptance criteria for new members. (Poll May 9, 2019)

CKC Code of Practice for Breeders

I. Purpose [Board Motion #23-09-17] This Code of Practice shall apply to all breeders who are members of The Canadian Kennel Club. Its purpose shall be to provide breeders with a set of mandatory standards and requirements relating to the proper maintenance, breeding, selling and overall protection of their chosen breed(s). It shall be the aim of every breeder to breed dogs that are healthy and sound in both mind and body to ensure that the dogs are true to their heritage. It shall also be the responsibility of every breeder to adhere at all times to proper and ethical business practices when buying, breeding, selling and placing their dogs.

II. Breeding Principles
The breeding of dogs is a serious responsibility; therefore, the decision to breed should never be taken lightly. To this end, every breeder, or prospective breeder, must be willing to embrace the following general principles:
(a) Be prepared to make a serious commitment of both time and financial resources in order to ensure that a proper breeding program can be carried out.
(b) Be prepared to provide for the well being of the dogs, both while in your care as well as in the ultimate placement of the dogs.
(c) Be prepared to work hard to preserve and maintain the breed for future generations through the judicious selection of breeding stock.
(d) Be prepared to share knowledge that is gained through experience with fellow breeders, particularly those who are novices.

III. General Responsibilities
The following are a set of general responsibilities that shall be understood and accepted by all CKC member breeders:
(a) Every breeder shall be conversant with and fully adhere to the By-laws, rules, regulations, policies and procedures of CKC, as well as the requirements of the Animal Pedigree Act (APA).
(b) All litters and all dogs in each litter shall be registered with the CKC. Litter registrations shall be forwarded to CKC as soon as is reasonably possible after the birth of the dogs. Upon the sale of each dog from any litter, breeders shall transfer ownership and register each dog in the name of the purchaser in accordance with stated requirements.
(c) At all times the dogs shall be provided with proper housing, nutrition, health care and necessary exercise.
(d) Every breeder shall make a conscientious effort to learn about structure, movement and behavior, understand and stay current with inherited traits, congenital and hereditary health problems related to their breed, and to have a basic knowledge of health care and first aid.