Privacy Policy
Thank you for visiting the website of the Fort Smith Ski Club, operating as the Fort Smith Ski Club (“the Club,” “we,” or “us”), located at skifortsmith.ca (the “Site”).
The purpose of this Privacy Policy is to set out the principles governing our use of personal information that we may obtain about you. We are committed to protecting your privacy and subscribe to the principles of fair information practices, primarily guided by the Personal Information Protection and Electronic Documents Act (PIPEDA), which guides us in the collection, use, retention, and disclosure of your personal information.
Please read this privacy policy carefully. By accessing or using the Site, purchasing a membership, or registering for an event like the Thebacha Loppet, you acknowledge that you have read, understand, and agree to be bound by all of the terms of this Privacy Policy.
We may change this Privacy Policy at any time by posting the revised Policy in the “Privacy Policy” section of the Site. The revised Policy is effective immediately when posted.
1. Collection and Use of Personal Information
We only collect personal information when it is voluntarily submitted to us, typically through membership or event registration processes (handled by a third party like Zone4) or through direct contact forms on the Site.
What We Collect:
We collect personal information necessary to deliver our services, which may include:
- Identification and Contact Data: Name, home address, email address, and telephone number.
- Registration Data: Date of birth, gender, and emergency contact information.
- Financial Data: Payment processing details (securely handled by third-party payment processors).
How We Use It (Purposes):
We use this information to:
- Administer Memberships and Programs: Process membership applications and renewals.
- Organize Events: Register participants for events like the Thebacha Loppet and manage logistics.
- Fulfill Mandatory Obligations: Share the required minimum information with our governing bodies to secure mandatory insurance for all participants (see Section 3).
- Communication: Respond to your inquiries and communicate essential club news, policy changes, and safety updates (e.g., trail conditions, Loppet start delays).
- Improve Services: Refer to information to better understand our members’ needs and improve the Club’s programs and services.
2. Non-Personal Information (Cookies)
We monitor the use of the Site by collecting aggregate, non-personal information. This information includes the type of Internet browser you use, the pages you visit, or the website that directed you to our Site. You cannot be identified from this information, and we use it only to assist us in providing an effective service on the Site.
Cookies:
We may use small files called cookies, which are sent to your web browser. Cookies cannot be used to identify you personally, but they allow us to analyze web traffic and improve our online services. Most browsers automatically accept cookies, but you may modify your settings to decline or delete them. Note that declining cookies may cause some parts of the Site not to work properly.
3. Mandatory Disclosure to Third Parties
We will not sell, rent, or lease your personal information to third parties. However, we are required to disclose minimum essential information to specific affiliated sports organizations to operate and insure our programs:
| Organization | Purpose of Disclosure |
|---|---|
| Nordiq Canada | To register you as a member of the national sport organization and secure mandatory third-party liability insurance coverage for your participation in club activities. |
| Cross Country Ski NWT | To register you as a member of the territorial sport organization, which is required for participation and funding eligibility. |
| Zone4 | Our third-party online service provider for processing registrations, event entries, and secure payments. They are subject to their own strict privacy policies. |
Information may also be disclosed if legally required by a government body or agency (e.g., in response to a court order).
4. Security, Accuracy, and Retention
Security of Your Personal Information
The Fort Smith Ski Club has implemented technologies and practices with the objective of protecting your information from improper use or unauthorized access. We limit access to your personal information to only those authorized volunteers who require it to perform their designated duties in accordance with this Privacy Policy (e.g., the registrar or loppet coordinator).
Accuracy of Personal Information
We make reasonable efforts to keep personal information in our possession or control accurate, complete, current, and relevant, based on the most recent information available to us.
Retention and Disposal
We will retain your personal information only as long as necessary to fulfill the purposes for which it was collected (e.g., maintaining membership records) or as required by law. When it is no longer required, we commit to its secure destruction (e.g., shredding paper records, deleting digital files).
5. Access, Consent, and Other Websites
Access to and Correction of Personal Information
You have the right to request access to your own personal information held by the Club, and to challenge its accuracy and completeness. We ask you to send your request to the Club in writing via the email address listed in Section 6. We will endeavour to respond to your request within 30 days.
Withdrawal of Consent
You may withdraw your consent to the collection, use, or disclosure of your personal information at any time, subject to legal or contractual requirements. However, withdrawing consent may limit or prevent us from providing certain services to you, such as completing your event registration or granting you membership and its associated insurance coverage.
Third-Party Sites
This website may contain links to other websites (e.g., for registration, equipment, or accommodation). The privacy policies and procedures described here do not apply to those sites; we suggest contacting those sites directly for information on their data collection and distribution policies.
Blogs and Social Networking
Any information you voluntarily include and transmit online in a publicly accessible forum (like a blog or social media platform) may be viewed and used by others without restriction. The Club is not responsible for any acts or omissions by such third parties.
6. Contact Information
If you have any comments, questions, or concerns regarding this Privacy Policy, or if you wish to request access to your personal information, please contact our designated Privacy Contact:
Privacy Contact: Please contact the Club Secretary at fortsmithskiclub@gmail.com
Email: fortsmithskiclub@gmail.com
Mailing Address: Box 1226, Fort Smith, NT, X0E 0P0