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Privacy Policy

POLICY STATEMENT AND APPLICATION 

  1. Edmonton Tennis Community (ETC) respects and protects your privacy. This means that: 

  • ETC will not sell, exchange, loan or make available to other organizations any personal information that you have provided to us. 

  • ETC keeps all personal information confidential, and we will have safeguards to protect that information whether in print, electronic or other form 

  • ETC will make available to you upon request your personal information that we have on file, and we will correct, amend or delete information at your request 
     

PERSONAL INFORMATION 

  1. Personal information is the information that relates to you as an individual. Personal information may be collected from prospective members, members, athletes, participants, coaches, officials, managers, and volunteers.  

  2. ETC will only request information from you that relates directly to the resources or services we are providing to you.  This consent will be documented as to when and how it was received. 
     

CONSENT 

  1. You can withdraw your consent at any time.  
     

EMPLOYEE COMMITMENT 

  1. ETC staff members are committed to respecting the personal information we hold in our files. Our staff members have been trained in the proper and respectful use of personal information. 
     

THIRD PARTY COMMITMENT 

  1. From time to time, we may send information to third parties for distribution.  As part of our contractual arrangements with these companies, we require them to respect our privacy policy and to utilize the information only for the purposes we specify and in accordance with our policy. 
     

LIMITATIONS ON USE 

  1. ETC will remove or destroy personal information when it is no longer relevant for the uses for which it was gathered. ETC will delete your name from our mailing lists following the receipt of your written request.  
     

RETENTION OF PERSONAL INFORMATION 

  1. We will not retain personal information indefinitely (refer to retention schedule below). Files are then destroyed or deleted, except for those on electronic and financial records which must be retained by law for a certain period.  

  2. Personal information will be retained for certain periods of time in accordance with the following: 

  • Information that is no longer required  

  • Personal health information will be immediately destroyed in the event that the individual chooses to leave ETC 

  • Coaching information will be retained for a period of seven years after an individual has left ETC, in the event that individual chooses to return to ETC to coach programs 

  • Athlete information including name, hometown, school, year of birth, and performance results will be retained indefinitely for media relations and historical purposes 

  • Employee information will be retained for a period of seven years in accordance with Canada Customs and Revenue Agency requirements 

  • Marketing information will be immediately destroyed upon compilation and analysis of collected information 

  • E-mail addresses will be retained for a period of seven years in order to communicate with members and fans, or until it is requested that we delete the address 

  • Credit Card information will be destroyed immediately upon completion of a financial transaction 

  • Discipline and Incident Reports will be retained indefinitely for precedents as otherwise may be stipulated in federal or provincial legislation 

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SECURITY 

  1. All information held by us is subject to strict internal security to prevent unauthorized access and improper usage. Electronic records are subject to limited access by authorized personnel who must use passwords and other security measures. Print records containing personal information are subject to physical protection accessible only to authorized personnel. 

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WEBSITE 

  1. When you visit our website, we take steps to respect and protect your privacy. We automatically collect generic, non-personal information about visits to our website. We do not collect personal information such as names, ages, phone numbers, addresses or email addresses from visitors to our website. We do collect selected visitor information such as IP addresses, return visits from past guests, referring pages, pages visited, and time spent on the website. This non-personally identifiable information is collected in order to obtain statistical analysis of website traffic patterns, administer our website and servers, allow for auditing of our services by third parties and improve our services. We collect data in aggregate form and data is not recorded or stored about individual visitors. 

  2. We do use cookies to serve you better. We do not use cookies to retrieve personal data from your hard drive or to obtain your email address or other personal information. A cookie is information about how and when you use a site, and it is created at the time you visit a site. Rather than retaining this data, ETC’s cookie is a small text file sent to your computer hard drive to record your preference information on your own computer. Most of our cookies are “session cookies” used only for the time you stay on the website each visit. We do have some “persistent cookies” to identify previous visits so that you may be directed to that part of our website that you are most interested in. “Persistent cookies” stay on your computer between visits to the site. If you do not wish to accept cookies, you may choose not to by setting your browser options to inform you when cookies are being sent or to deny cookies altogether. Please note, however, that by not accepting cookies, you may limit the functionality that we can provide to you when you visit our site. 

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