Craigleith Ski Club Privacy Policy

Philosophy Surrounding Privacy

Your privacy is important to Craigleith Ski Club and we are committed to maintaining the accuracy, confidentiality and security of your personal information.  To that end, we have adopted this privacy policy.

This policy explains how Craigleith collects, uses, discloses and safeguards the personal information provided to us either directly by you or by a third party.
 
The terms and conditions of this privacy policy applies to all personal information that has already been collected or will be collected in the future.
 
By providing personal information to us or authorizing a third party to provide your personal information to us, you signify your consent to Craigleith’s collection, use and disclosure of your personal information in accordance with this privacy policy.
 
For purposes of this privacy policy, “personal information” shall mean any information that can identify an individual directly or through other reasonably available means. 
 
As part of our commitment to treat your personal information with respect, we operate in accordance with the following ten principles:
 
Principle 1 - Accountability
Principle 2 - Identifying Purposes
Principle 3 - Consent
Principle 4 - Limiting Collection
Principle 5 - Limiting Use, Disclosure and Retention
Principle 6 - Accuracy
Principle 7 - Safeguarding Member Information
Principle 8 - Openness
Principle 9 – Member Access
Principle 10 - Handling Complaints and Suggestions

Principle 1 - Accountability
We will maintain and protect the personal information under our control.  We have designated an individual or individuals who is/are accountable for compliance with the principles.

Principle 2 - Identifying Purposes
We have identified the purposes for which we collect personal information in this privacy policy.

Principle 3 - Consent
Except where required or permitted by law, your informed consent is required for our collection, use or disclosure of your personal information. 

Principle 4 - Limiting Collection
The personal information collected by us shall be limited to those details necessary for the purposes identified in this privacy policy.

Principle 5 - Limiting Use, Disclosure and Retention
We will only use or disclose your personal information in accordance with the purposes for which it was originally collected unless you have otherwise consented, or when it is required or permitted by law.  We will retain your personal information only for so long as is required to fulfill the purpose for which it was collected or as required by law.

Principle 6 - Accuracy
We shall make every reasonable effort to ensure your personal information is maintained in an accurate, complete and up-to-date form.

Principle 7 - Safeguarding Member Information
We shall utilize no less than industry standard security safeguards to protect your personal information.

Principle 8 - Openness
A copy of this privacy policy can be obtained by contacting Craigleith at the address listed on page 5 or by visiting our website at www.craigleith.com.

Principle 9 – Member Access
Upon your request, we shall inform you of: (i) the type of personal information we have collected; (ii) how we have used your personal information in the past and how we may use it in the future; and (iii) whether or not we have disclosed your personal information to any third parties (and, if so, to whom).  Individuals may verify the accuracy and completeness of their personal information and may request that it be amended, if appropriate.
 
Please note that before we are able to provide you with any information or correct any in-accuracies we may ask you to verify your identity and to provide other details to help us to respond to your request.

Principle 10 - Handling Complaints and Suggestions
Members may direct any questions or enquiries with respect to this privacy policy or about our information handling practices by contacting Craigleith at the address listed on page 5 of this privacy policy.
 
 Types of Information We Collect
The following is a description of the type of personal information that we may ask for:

  • For first member, and if applicable, second member and children - full name, home address, home telephone number, cell phone number, home email address, home facsimile number, chalet telephone number, age, date of birth, gender, marital status;
  • For first member, and if applicable, second member – occupation, business address, business telephone number, business email address, business facsimile number;
  • Membership status - active, inactive due to medical or distance, holdover, other;
  • Financial and other information relating to each member as may be reasonably required by Craigleith in order to process payment of monthly statements or provide credit for full or partial payment of Club dues and assessments.
  • Financial, medical and/or other information relating to each member as may be reasonably required by Craigleith in order to provide credit for full or partial Club dues and assessments according to the Club’s bylaws.
  • Club history – date joined, related Club members, volunteer involvement (Committee Member, Board Member).
  • Personal locker number and location.
  • Membership at other Clubs.
  • Names of Club members sponsoring or providing reference for your membership application.
  • Names of guests invited on your behalf.The choice to provide us with your personal information, either directly or through a third party, is always yours.However, your decision to withhold particular information may result in limiting our ability to provide you with the services.  
Why We Gather Personal Information
At Craigleith, we gather and use personal information for the following purposes: 
  • to calculate and invoice members’ annual dues and fees, and calculate and invoice assessments, levies or other additional Club charges as determined by the Board of Directors.
  • to communicate to the membership Club fees, programs, events, reports, updates, policies and other relevant material;
  • to publish the Club’s roster of members, including address and telephone numbers provided the member has granted permission;
  • to provide other Club members with contact information;
  • to provide authorized Club members with information to assist with the recruitment of members for the Board of Directors, Task Forces or Committees;
  • to assemble demographic information to assist the Club with annual and long range planning;
  • We also use the personal information you have provided to us to communicate with you and safeguard your interests. We will send you important notices and respond to any special needs or enquiries you may have.  We only use personal information for the purposes that we have disclosed to you. If for any reason your information is required to fulfill a different purpose, we will obtain your consent before we proceed.
  • We may be required by law to disclose personal information in the case of criminal investigations or court orders or to comply with government tax reporting requirements.  Only the information specifically requested will be disclosed and we will take precautions to satisfy ourselves that the authorities that are making the request have legitimate grounds to do so.
  • There are some situations where we are legally permitted to disclose personal information such as employing reasonable and legal methods to enforce our rights or to investigate suspicion of illegal activities.

 
How We Collect Personal Information
We may gather personal information from you when you complete a Membership Application, when you visit the Club or when you contact the Club office via telephone, email or in writing.  While we try to ensure that every third party who discloses personal information to us has your consent to do so, if you believe that a third party has inappropriately disclosed your personal information to us, please contact that third party.  If they do not adequately respond to your inquiries, please let us know immediately.
 
Website of Craigleith
When you visit our web site, information is not collected that could identify you personally unless you choose to provide it voluntarily. You are welcome to browse the Web site at any time anonymously and privately without revealing any personal or financial information about yourself.
 
Our Employees and Your Personal Information
In the course of daily operations, access to private, sensitive and confidential information is restricted to authorized employees who have a legitimate business purpose and reason for accessing it.  For example, when you call us, our designated employees will access your information to verify who you are and to assist you in fulfilling your requests.

As a condition of their employment, all employees of Craigleith are required to abide by the privacy standards we have established. Employees are informed about the importance of privacy and they are required to agree to a code of conduct that prohibits the disclosure of any member information to unauthorized individuals or parties.
 
Unauthorized access to and/or disclosure of personal information by an employee of Craigleith is strictly prohibited. All employees are expected to maintain the confidentiality of personal information at all times and failing to do so will result in appropriate disciplinary measures, which may include dismissal.
 
How We Safeguard Your Private Information
We use industry standard technologies and maintain current security standards to ensure that your personal information is protected against unauthorized access, disclosure, inappropriate alteration or misuse.
 
The membership roster is for the exclusive use of members and is not to be copied or distributed to others.  The Club mailing list is not available except with the permission of the Board of Directors.  Addresses omitted in the Club directory have been done at the request of the member and cannot be released by Club staff.

Members' addresses and emails are to be used by other Club members for personal reasons only and are not to be used by members for solicitation of any kind.  The Club does not allw the use of members' email on a mass basis without the explicit permission of management and the Board of Directors.

 
Electronic files are kept in a highly secured environment with restricted access. Paper-based files are stored in locked filing cabinets. Access is also restricted.
 
We manage our server environment appropriately and our firewall infrastructure is strictly adhered to. Our security practices are reviewed on a regular basis and we routinely employ current technologies to ensure that the confidentiality and privacy of your information is not compromised.
 
Accessing and Amending Your Information
You have the right to access, verify and amend the information held in your personal files.  You may access and verify any of your information by calling the Club office or by accessing your member profile through the Club's website.  
 
To help us keep your personal information up-to-date, we encourage you to amend inaccuracies and make corrections as often as necessary. Despite our efforts, errors sometimes do occur. Should you identify any incorrect or out-of-date information in your file, we will make the proper changes. Where appropriate, we will communicate these changes to other parties who may have unintentionally received incorrect information from us.
 
Questions, Concerns and Complaints
If you have a question about privacy, confidentiality or the personal information handling practices of Craigleith, our employees or service suppliers, please contact:
 
Craigleith Ski Club
164 Craigleith Road,
Blue Mountains, Ontario
L9Y 0S4
 
Attention:  Natalie Bennett
 
Phone:           (705) 445-3847 ext. 222
Fax:                (705) 444-2234
Email:             NatalieBennett@craigleith.com
Website:         www.craigleith.com
 
Before Craigleith is able to provide you with any information or correct any inaccuracies, however, we may ask you to verify your identity and to provide other details to help us to respond to your request.  We will endeavour to respond within an appropriate timeframe.
 
Updating this Privacy Policy
Any changes to our privacy policy and information handling practices will be acknowledged in this policy in a timely manner.  We may add, modify or remove portions of this policy when we feel it is appropriate to do so.  You may determine when this policy was last updated by referring to the modification date found at the bottom of this privacy policy.
 
Web Site Governed by this Privacy Policy
The web site that is governed by the provisions and practices stated in this privacy policy is www.craigleith.com.
 
The Craigleith web site may contain links to other third party sites that are not governed by this privacy policy. Although we endeavour to only link to sites with high privacy standards, our privacy policy will no longer apply once you leave the Craigleith web site.  Additionally, we are not responsible for the privacy practices employed by other third party web sites.  Therefore, we suggest that you examine the privacy statements of those sites to learn how your information may be collected, used, shared and disclosed.