Huntley Curling Club 2022/23 - Member Curling Agreement
June 1, 2022
By signing up and paying Huntley Curling Club for the 2022/23 curling season, it is assumed that you have read, understood and agreed to each of the Club policies:
• Cancellation / Refund Policy (details below)
• Waiver (details below)
• Code of Conduct (details below)
• Privacy Policy (details below)
CANCELLATION/REFUND POLICY
The Huntley Curling Club (HCC) accepts payment for membership fees for various HCC leagues, as well as payments for programs, events (bonspiels, dinners, golf tournament, etc.), and services such as locker rentals or volunteer opt-out fees.
The HCC does not guarantee a full refund for the cancellation of payment for membership, services or events. For member-initiated refund and cancellation requests, the HCC will act only on the policy herein. Cancellation is deemed effective on the date that email confirmation is sent to you by an HCC board representative. It may take up to 15 business days to process a cancellation request after it is received and acknowledged by HCC.
The HCC reserves the right to modify any provisions of the cancellation/refund policy without notice. Policy updates posted on our website are effective as of posting date.
• Annual Fees (Membership, lockers, volunteer opt-out):
o The HCC will refund you in full, less a $25.00 administration fee (which may be waived at discretion of HCC), if a membership cancellation request occurs before November 1 of the given year of registration.
o For typical length seasons where curling starts in October, partial pro-rated* refunds for membership-initiated requests will be available from November 1 until January 31. No membership-initiated refunds are available after January 31.
For Programs (Learn to Curl, Youth, etc.):
o The HCC will refund you in full, less a $25.00 administration fee (which may be waived at discretion of HCC), if a cancellation request occurs prior to the start date of the program. Partial pro-rated** refunds will be available until half of the sessions for the program have taken place. No refunds are available after half of the sessions for the Program have taken place.
WAIVER
In consideration of my participation in the curling related event (the "Activity") organized by Huntley Curling Club (“HCC"), I hereby agree as follows:
I understand that I am applying to participate in this HCC Activity voluntarily, and I am aware of and understand the inherent risks, dangers, and hazards of participating in the Activity and the potential for personal injury, death, property damage, and/or loss. I hereby freely accept and assume all such risks of personal injury or death or damages to or loss of property.
I agree to WAIVE ANY AND ALL CLAIMS against HCC, its officers, directors, agents, employees and anyone for whom HCC is in law responsible for (collectively, the "Releasees"), and to RELEASE AND FOREVER DISCHARGE THE RELEASEES from any and all demands, losses, claims, costs, damages, expenses and liabilities for any and all loss, damage, expense or injury, including death, that I may suffer as a result of my participation in the Activities, howsoever arising.
I agree to HOLD HARMLESS AND INDEMNIFY THE RELEASEES from any and all actions, losses, claims, costs, damages, expenses, and liabilities which may be suffered by the Releasees relating in any manner whatsoever to any injury to persons, including death, and/or loss of or damage to property, arising as a result of my participation in the Activities.
This Waiver shall inure to the benefit of the heirs, executors, administrators, successors, and assigns of the Releasees and shall be binding on my heirs, executors, administrators, legal personal representatives, successors, and assigns.
I acknowledge having been given full opportunity to read this and accept the terms of this Waiver as a condition of participating in the Activity. Furthermore, I acknowledge having read and understood it by my checkoff of the appropriate box online.
CODE OF CONDUCT
Huntley Curling Club seeks to create a friendly and safe experience for staff, members and guests both on the ice and off the ice. Respectful competition and a friendly social environment is part of this experience. Huntley Curling Club is also committed to ensuring a positive, healthy environment in which members, volunteers, guests, and staff are treated with dignity, respect and fairness.
All individuals have a responsibility to abide by the following stipulations through their actions, words, activities and communications, both verbal and written. This refers to actions that may be intentional or not and to activities that one ought reasonably know to be offensive.
• Maintain and enhance the dignity and self-esteem of all club members and other individuals by:
o Demonstrating respect to individuals
o Consistently demonstrating the spirit of sportsmanship and respecting the rules of curling
o Refraining from any behavior that constitutes harassment, where harassment is defined as comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, degrading or malicious.
• Drink responsibly and respect and follow any HCC bartender’s instructions
• Respect the property of the club and others and not willfully cause damage
• Comply at all times with the constitution, bylaws, policies, rules and regulations of the Huntley Curling Club
Infractions/Complaints
During a club activity, any infraction/complaint to the Huntley Code of Conduct should be reported immediately to the person(s) in charge (i.e. league convenor/Board member for league activities, event coordinator for bonspiels and rental host for rentals). The HCC prime in charge will discuss the matter with the individual, and may, at their discretion, ask and require the violator to leave the premises.
Following the club activity, any infraction/complaint to the Huntley Code of Conduct should be reported as follows:
• For regular club activities, email the HCC President and Vice President and optionally copy the league convenor, providing details of the incident.
• For bonspiels, email the HCC President, Vice President and Event Board Director and optionally copy the event coordinator, providing details of the incident
• For rentals, email the HCC President, Vice President and Rental Director, providing details of the incident
All incidents involving club members will be reported to the Board of Directors who, at their discretion, may suspend or revoke the membership of the individual.
PRIVACY POLICY
The Huntley Curling Club (HCC) is committed to collecting, using and disclosing your personal information responsibly and to maintaining the accuracy, confidentiality, and security of such personal information.
Personal information includes information that tells us specifically who you are, such as your address, telephone number, and e-mail address. However, publicly available information, such as a public directory listing of your name, address, and telephone number is not considered personal information.
HCC have adopted the following privacy policy that guides how we collect, use and disclose personal information. Our intent is to balance our legitimate business interests in collecting, using, and disclosing your personal information against your reasonable expectations of privacy.
1. Definitions In this policy:
• "Business" means the business of operating the HCC, including its Web site
• "we", "us", "our" refer to the HCC, mailing address at 199 Langstaff Drive, Carp, Ontario K0A 1L0 and/or our website at
http://www.huntleycurling.ca/
• “Service Provider” a third party responsible for the processing of customer payments according to PCI DSS compliance requirements. The Service Provider(s) possess or otherwise store, process, or transmit cardholder data on behalf of the customer. Service Provider(s) are responsible for the security of cardholder data and the security of the customer’s cardholder data environment
2. Collection of Personal Information
Our primary purpose in collecting personal information from you and about you is to ensure the provision of high-quality products and/or services. We only collect personal information from and about you that we consider necessary for achieving this purpose and to permit us to conduct the Business diligently. HCC does not maintain or have access to credit card/debit card information used for processing payments; we use a third party Service Provider that is certified for the secure handling and transmission of cardholder data
3. Use of Your Personal Information
HCC may use the personal information we collect from and about you to:
• Confirm your identity and enable us to contact you as required
• Ensure the provision of high-quality offerings
• Establish and maintain communication with you, in order to inform you of our memberships, leagues, events, courses and other services
• Assist us in complying with legal and regulatory requirements
• Invoice you for products and/or services subject to fees
• Collect unpaid accounts
• Provide you with information concerning the business operation of the club.
4. Disclosure of Personal Information
As a matter of policy, we do not sell, rent, or lease any of your personal information to third parties without your explicit consent. However, there are varieties of circumstances where we may need to disclose some of your personal information, including the following:
• We may disclose your personal information to an individual, who, in our reasonable judgment, is seeking the information as your agent. For example, we may provide your personal information to your legal representative if we are satisfied that the individual is requesting the information on your behalf.
• We may disclose your personal information as may be required by law.
• We may aggregate personal information and disclose such information in a non-personally identifiable manner to sponsors/advertisers and other third parties for marketing and promotional purposes.
• We prepare a membership directory for the convenience of members. Your name, address, and phone number will appear in the membership directory unless you select not to have it shared or notify us in writing.
5. Control of your password
You are responsible for all actions taken with any user ID and/or password used to access the website. Therefore, we recommend that you not disclose your password to any third parties. If you choose to share your user ID, your password or your personal information with a third party, you are responsible for any actions resulting therefrom. If you lose control of your password, you may lose substantial control over certain personal information. Therefore, if your password has been compromised for any reason, you should immediately change your password
6. Access, Review, Change and Destruction of Your Personal Information
You may access, review and/or change the personal information we have in our files via website entries or by submitting a written request to do so to our Privacy Information Officer at the address below. We ask that you promptly advise us of any changes to your information
Upon your written request, we will destroy, as soon as reasonably possible and in accordance with our internal policies and applicable law, all personal information that we have in our files about you. Notwithstanding the foregoing, we will retain in our files some personal information in order to enable us to collect any unpaid accounts and/or as may be required by law.
7. Cardholder Data Processing via Service Provider
HCC uses the services of a third party to process credit card/debit card payments under a contract that is signed by an HCC signing authority. HCC’s board of directors will review candidate Service Providers (including proper due diligence prior to engagement), their terms, and approve the use of any Service Provider. Approval will be confirmed with a contract that is signed by an HCC Signing Authority. At present, the only Service Provider under contract with HCC is Elavon Canada (4576 Yonge St. Suite 200, Toronto, Ontario, M2N 6N4, phone# 866-310-3345). Our contract with our Service Provider includes provisions to:
• Access cardholder data, as submitted;
• Store, process or transmit cardholder data on our behalf;
• Provides a service to help you accept or process a payment;
• Provide a service that helps in the protection of cardholder data or the card data environment;
• Protect any cardholder data in their possession and/or your cardholder data environment (as appropriate to the services provided) at all times in a PCI DSS compliant manner; and
• Confirm service providers’ PCI DSS compliance status at least annually
8. Other Information Collectors (Service Provider)
Except as otherwise expressly included in the Privacy Policy, this document only addresses the collection, use, and disclosure of personal information that we collect from and about you. To the extent that you disclose your personal information to other parties, different rules may apply to their collection, use or disclosure of such personal information. Since we do not control the privacy policies of third parties you are subject to the privacy policies of such third parties
9. Protecting your Privacy
The personal information that is retained by us is kept in a secure environment and we use reasonable procedural and technical safeguards to protect your personal information against loss, theft and unauthorized access or disclosure. While we may employ many different security techniques to protect such data from unauthorized access by users inside and outside the Business, we cannot ensure perfect security, particularly in relation to the Website.
10. Amendments to This Policy
HCC may amend this Privacy Policy at any time by mailing (through regular mail or email) any amended terms to you or by posting the amended terms on the Website and at the Huntley Curling Club. All amended terms shall automatically be effective five days after mailing or on the date of posting.
11. Privacy Information Officer Access, Questions, or Concerns
The Privacy Information Officer for the HCC is the membership director (membership@huntleycurling.ca).
If you wish to access, review and/or change your personal information contained in our files or if you have any questions or concerns about our privacy principles outlined above or about our practices, please contact us at:
Huntley Curling Club, 199 Langstaff Drive, Carp, ON, K0A 1L0
email: manager@huntleycurling.ca or membership@huntleycurling.ca
Telephone: 613-839-3177 (voicemail)
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