Data Privacy Statement

Last Revised: 30th May 2018

Introduction

The Santa Rosa Ski Club (“we”, “our” or “us”) and “The Chalet Club”, promises to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.

Where we collect information about you from

We collect information in the following ways:

When you become a Member.

Each year when you join or renew your membership we ask you to provide information so that we can provide you with the benefits of membership in a safe and secure way. This information will be used as our core central record of your membership

When you establish a user profile

You will be providing contact information when you establish an online user profile.  This required information is not shared publicly, and only your name, email, phone number and profile image is shared with registered guests in the membership process and the general membership.  This is required for safety, to aid in the membership process and to organize trips and events.

Additional information voluntarily provided, such as information describing your interests or information regarding Ski Passes will be shared with registered guests and the general membership, can be modified or deleted at any time by editing your personal profile information.

The general membership, not including registered guests, also have access to your home address and any alternate contact information you may have provided.

When you give it to us Directly.

You may directly give us other information to access additional membership benefits, complete surveys or participate in activities organized by The Santa Rosa Ski Club.  When you give us this information we take responsibility for safeguarding it and we may cross-reference this data against our central membership database.

When you give it to us Indirectly.

Your information may be shared with us by independent organisations, such as tour or ticketing agencies, ski resorts, hotels and similar independent third parties affiliated with or providing services for the Santa Rosa Ski Club, such as in the organization of club events.  When you sign up for such an event, activities or similar transactions, you provide consent to the Santa Rosa Ski Club to share your information with the independent organization in the effort to complete a club related transaction. Before signing up, you should check the Privacy Policy of the independent organization to understand fully how they will process and utilize your data.

When you give permission to Other Organisations to share your information

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members to improve our communication methods, or benefits you gain from membership.

The information we get from other organisations may depend on your privacy settings with the organization or the responses you give, so you should regularly check them. This information comes from the following sources:

Third party organisations

You may have provided permission for a company or other organisation to share your data with third parties. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

Information available publicly

May include such information found in places such as the Santa Rosa Ski Club Lodge and information that has been published in articles/ newspapers.

When we collect information as you use our Websites

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer, phone, tablet or any device supporting web browsers. They make interacting with a website faster and easier.  There are more details in our Cookies Statement.

In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have and what operating system you’re using.  This information is used by our website to better format the information for the device in use.  Your device manufacturer or operating system provider will have more details about what information your device makes available to us.  

When you make a lodge reservation

When you make a lodge reservation, we request certain information including your name, phone number, email address and names of additional visitors, including guests. This information is required to enable us to process the reservation and confirm space for it. Once the reservation has been made, we may contact you by email to confirm the reservation details and provide mechanisms for modifications to or cancellations of the reservation.  Should the reservation be cancelled or modified by you or another club member with appropriate privileges, you will also be contacted in the same manner using an email.  Should we need to contact you for any reason regarding your reservation, we will use the email or telephone number provided.

What personal data we collect and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

Members.

If you are one of our members, we will ask you to provide us with information about:

  • who you are
  • how we can contact you
  • your skiing experience and preference
  • health and emergency contact details
  • How you would like to pay for your membership

We will mainly use your data to:

  • Provide you with the services, products or information you asked for
  • Administer your membership
  • Keep a record of your relationship with us
  • Ensure we know how you prefer to be contacted

How we keep your data safe and who has access

Personal data collected and processed by us may be shared with club members, volunteers, national and local governing bodies and under strictly controlled conditions the following groups where necessary:

  • Contractors
  • Advisors
  • Agents
  • Service provider partners

When we allow access to your information, we will always have complete control of what they see, what they are allowed to do with it and how long they can see it.

We do not sell or share your personal information for other organisations to use.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained volunteers.

Some of our service providers or suppliers run their operations outside the United States. Although they may not be subject to the same data protection laws as companies based in the United States, we will take steps to make sure they provide an adequate level of protection in accordance with United States data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the United States.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Marketing & Communications Preferences

Membership Communications

As a member we believe you have a legitimate interest in hearing from us about the news, activities and services we offer and opportunities that might be of interest to you.  This communication is provided via email, phone numbers or home address.

Keeping your information up to date

We mostly use the data in the Membership system to maintain accurate data about you as described above. We really appreciate it if you let us know if your contact details change.

Understanding the detail of our data security measures

When we process your data we will have already carefully assessed the lawful justification for doing so, the parameters in which the data is processed, the length of time the data is held for, the secure storage of your data and undertaken impact assessments to ensure your rights are delivered.

The Santa Rosa Ski Club does not store any sensitive payment details on our systems following online transactions. The Santa Rosa Ski Club utilizes payment processor Plastiq to handle these matters. Details of how they handle the data you provide them can be found in their respective privacy policies.

Your right to know what data we hold about you, make changes or ask us to stop using your data

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your membership or registering you for an event) we will do so.  Contact us by email at membership@santarosaskiclub.com if you have any concerns.

You have a right to ask for a copy of the information we hold about you.  If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you have any questions please send these to membership@santarosaskiclub.com.

Data Retention

We will keep the majority of the data that we collect as long as you are a member of the Santa Rosa Ski Club.  Once you give up your membership, all information held by the Santa Rosa Ski Club, including account information will be removed from our systems. However we may archive a reduced data set (name, phone number and address) indefinitely to record your membership, activity and achievements whilst a member. We may also keep photos that we have on record as part of our legitimate interest in keeping a historical record of the clubs activity.

Changes to this statement

We may change this Privacy Statement from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear on our Website or by contacting you directly.

If you have any questions, comments or suggestions, please let us know by contacting membership@sanatarosaskiclub.com