Effective Date: May 24, 2018; Last Updated July 26, 2019
Your privacy is important to Waverley Country Club (“Waverley,” “Club,” “us,” “our,” and/or “we”). Waverley is a private country club serving a membership based in the Pacific Northwest, and is organized as a mutual benefit non-profit organization located in the state of Oregon. This Privacy Statement describes our information and privacy practices that apply when you use Waverley’s website located at https://www.waverley.cc, as well as our mobile application (collectively, the “Website”). We operate the Website for the benefit of Waverley Country Club members (“Members”), and to provide them with information and resources related to their membership with Waverley. The Website is not intended for use by non-Members, other than as an informational site. The Website is hosted in the United States on our behalf by MembersFirst, Inc. (“MembersFirst”). MembersFirst is owned by Gary Jonas Computing Ltd. More information about MembersFirst’s hosting services is available here.
This Privacy Statement explains:
- What personal information we collect, and why we collect it;
- How we use personal information;
- How we protect that information;
- How you can control your information, including accessing, updating and deleting what we store; and
- How and with whom we may share the information we collect.
This Privacy Statement contains the following sections:
- Types Of Information Collected
- How We Collect Automatically Collected Information
- How We Use The Collected Information
- Disclosure Of Collected Information To Others
- Children’s Privacy
- Information Stored In The United States
- Securing Collected Information
- Updating & Correcting Personal Information
- How To Stop Club Marketing Communications
- Retention & Storage
- Links To Third-Party Websites and Social Media
- Member Login Areas
- Contact Us
PLEASE READ this Privacy Statement before you use the Website. Your use of the Website signifies to us that you have read and understood all of the terms of this Privacy Statement.
We may need to update and revise this Privacy Statement from time-to-time in response to changing legal, technical, or business developments. We will post any new or revised Privacy Statement here. You can determine whether this Privacy Statement has been revised since your last visit by referring to the Last Updated date at the top of this page. We will notify you of significant changes to this Privacy Statement by posting a notice on the homepage of the Website, or by some other appropriate manner consistent with the significance of the changes we make. We will seek your consent prior to processing your personal information following any significant changes to this Privacy Statement if and where we are required to do so by applicable data protection laws, and provided we have current contact information for you.
TYPES OF INFORMATION COLLECTED
Information You Provide To Us
Certain features of the Website may enable or require you to provide personal information. Some common ways you may provide us with personal information include when you:
- Contact us through the Website;
- Create an account or profile on our website upon becoming a member;
- Submit, manage, or revise the personal information in your membership or account profile;
- Schedule an activity through our reservation module;
- Update your Newsletter or any other subscription preferences with us;
- Make a donation to our historical foundation through the Website.
Depending on the nature of your interaction with us, the personal information collected on the Website may consist of information including, but not limited to: your full name; your family members’ names; your home and/or business address; a billing address; phone number(s); email address; anniversary dates or birthdates; your company name; your photo or images of your likeness; Club activities you are interested in, and related data (such as your golf scores); and other information related to your participation in Club activities, such as any information you enter into our reservation module, including for golf, tennis, or dining activities.
When we ask you to provide personal information on the Website, we will explain, or otherwise make it evident, the reasons why you are asked to provide that information. Generally, and unless otherwise indicated, any required information that you may be asked to provide is needed to provide you with the services requested by you on the Website or made available to you as part of your membership. In some instances, if you choose not to provide us with your personal information, you may not be able to use certain features of the Website.
Information Provided by Other Members
Membership at Waverley is by invitation only. On occasion, we may receive information about non-Members from our existing Members for the purposes of inviting a non-Member to become a Member of Waverley. If you and your family members are Members at Waverley, in some cases your family members may provide information about you in association with their membership profile. This information may include your name, your relationship to your family member(s) who are Members, anniversary or birth dates, and photos or contact information for use in the membership directory. In most cases Members provide this information themselves. In the event a family member provides your information to us, you can update this information when accessing your Member account, or by contacting us.
Information That We Collect Automatically
Our hosting provider, MembersFirst, utilizes certain analytics tools on the Website to collect usage and performance data on our behalf. The information we collect automatically does not include any individuals’ names or contact information. Rather, when you visit, use, or navigate to the Website, these analytics tools automatically collect and store certain information from your computer or device about your visit, such as your IP address, browser and device characteristics, the date and time of visit, duration of visit, operating system, referring URLs, device name, and certain location information such as the country or region you are browsing from. We may also note whether and how you use the Website by recording site traffic patterns and “clickstreams.” Some of the usage data is collected by Google Analytics and provided to us, as explained in greater detail in the Automatically Collected Information Provided to Us by Google Analytics section, below.
This automatically collected information allows us to better understand the visitors to our Website, where they come from, and what content on our Website is of interest to them. It also helps us to maintain the security and operation of our Website. We only ever use this automatically collected information for our internal analytics purposes, to diagnose problems with our servers, and to improve the quality, performance, and functionality of the Website.
HOW WE COLLECT AUTOMATICALLY COLLECTED INFORMATION
A cookie is a text file containing small amounts of information that are downloaded to a device when it visits a website. Standing alone, a cookie does not identify an individual user. Rather, it identifies the computer, mobile device, or browser that a user uses to access the Website. Cookies may be used to remember your personal settings, pre-fill forms for you, and to monitor your use of the Website to improve our services.
Most browsers allow you to refuse to accept cookies and to delete cookies, though the methods for doing so may vary from browser to browser. Information about managing cookies in commonly used browsers is available online from www.allaboutcookies.org.
Types of Cookies And Why We Use Them
There are two types of cookies: Session-based and persistent. Session cookies exist only during one session, and they disappear from your computer or device when you close your browser software or otherwise end your session. Persistent cookies remain on your computer or device after you close your browser or otherwise end your session.
The Website uses session cookies to provide us with information about the Website features used and activities conducted while you are using the Website. It also uses session cookies to help process information you input into the Website. The Website uses persistent cookies solely for remembering any preferences or choices you make regarding your use of the website, including your cookie settings.
There are four general categories of cookies. A description of each category of cookie is below, followed by a table describing the categories of cookies used on the Website.
- Strictly necessary cookies. These cookies are essential to enable you to move around a website and use its features. Without these cookies, services you have asked for, like logging into a secure area of our Website, cannot be provided.
- Performance / analytical. These cookies collect information about how visitors use a website. The information collected by these cookies is performance and usage data such as that collected by Google Analytics as described throughout this Privacy Statement.
- Functionality cookies. These cookies allow a website to remember choices you make (such as your username or ID, language preference, or the area or region you are in) and provide enhanced, more personal features. They may also be used to provide services you have asked for. The information these cookies collect may be anonymized, and they cannot track your browsing activity on other websites.
- Targeting and advertising cookies. These cookies track browsing habits and are used to deliver targeted (interest-based) advertising. They are also used to limit the number of times you see an ad and to measure the effectiveness of advertising campaigns. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organizations, such as advertisers.
We use the following categories of cookies for the reasons described below:
Do we use?
Purpose and Description
We use these cookies to enable you to navigate the Website and use certain features, including accessing your account.
We use these cookies to improve the performance of our Website and enhance your experience. Google Analytics automatically collects certain usage and performance data from our Website users. The information these cookies collect is aggregated and anonymous information, and we are never provided with your personal information from these cookies.
Functionality cookies enable the Website to temporarily remember choices you make on the Website, and to provide a more personalized experience. You can customize or disable these cookies through your browser settings. A link to cookie management resources for commonly used browsers is above.
We do not use any advertising, targeting, or marketing cookies on our Website.
Automatically Collected Information Provided to Us by Google Analytics
When you use the Website, Google Analytics automatically collects information from you through the use of Google’s analytics IDs, and Google provides some of this information to MembersFirst. An analytics ID is a specific string of numbers and letters (often called a “character string”) that is assigned to your computer or device but does not name you. The analytics ID allows Google to track usage data of the Website, such as date and time of visit, duration of visit, Website traffic patterns, “clickstreams,” other similar information about your use of the Website, the type of web browser used, the operating system/platform you are using, your IP address, the websites that referred or linked you to our Website, and your CPU speed. Google Analytics does not share the analytics ID assigned to your computer or device that you use to access and use the Website. Google Analytics provides information about the use of our Website to MembersFirst in aggregate form (i.e., data about many Website users combined and not just about you). Some of this data might include the regional location of Website users, but again, this data will be in aggregate (and not individual) form. MembersFirst may discuss this aggregate data with us to inform us how users are using the Website and to help us improve the Website.
HOW WE USE THE COLLECTED INFORMATION
We use information that we collect about you or that you provide to us for the reasons described in this Privacy Statement. In general, we will use the personal information we collect from you only for the purposes described in this Statement, or for the purposes stated at the time we collect your personal information. We may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you if and where this is permitted or required by applicable data protection laws.
We may use both Automatically Collected Information and your personal information to help diagnose problems with the Website, to analyze performance and usage patterns on the Website, and to improve the Website and the services offered to you through the Website.
Information You Provide To Us
We use personal information you provide to us to manage your membership, and to provide you with services or information associated with your membership, or that you request from us. Specific uses of your personal information associated with providing you the benefits of and managing your membership include:
- Providing you access to the Member Login and Member Profile areas of the Website;
- Providing you access to the activities reservation module, such as for golf, tennis, and dining;
- Providing you access to the Club events calendar and information about Club events you may be interested in;
- Maintaining your listing in the Membership directory, and providing you access to the Membership directory;
- Providing you with access to information about Club policies and management;
- Enabling you to subscribe to information, services, and news about the Club.
We may also use personal information you provide about your interests, such as if you sign up for interest based distribution list, to send you information about offers, events, or promotions within the Club or available exclusively to Members. We will never provide your personal information to any third parties to use for their direct marketing purposes.
Information We Collect Automatically
As described in the sections on Automatically Collected Information above, we use Automatically Collected Information in an effort to ensure that our Website will appear and function appropriately on your computer, to help us improve the Website, and to determine which website referred you to our Website. We may also use Automatically Collected Information to track what our Website users are looking at most frequently so we can recognize and deliver more of the features, products, and services that our users desire.
DISCLOSURE OF COLLECTED INFORMATION TO OTHERS
Except in the limited circumstances stated in this Privacy Statement, we do not share, sell, or otherwise transfer or disclose your personal information to any third party.
Third-Party Service Providers
We may provide your personal information and Automatically Collected Information to third parties that provide us with data processing services, such as to our hosting provider MembersFirst. We only make such disclosures to the extent they are necessary and appropriate, in our discretion, to perform certain Website related services on our behalf (e.g., improving security, services and features, directing mailings, fulfilling orders, conducting website analytics, or other data processing as described in this statement or described to you when we collect your information). These third parties are required to keep the information confidential and are not authorized to process your personal information or Automatically Collected Information for any other purpose other than as instructed by us.
Merger, Acquisition, or Sale
Since its inception in 1896, Waverley has and continues to operate as a non-profit, Member owned, private country club. However, in the event of a merger, sale, transfer of assets, or any other disposition of all or any portion of the Club, we may transfer your personal information and Automatically Collected Information to an actual or potential successor in interest (or its agents). Should such an event occur, we would notify any successor in interest that it may only process your information in accordance with the purposes described in this statement, and, if allowed, we will use reasonable efforts to notify you when your personal information and Automatically Collected Information is transferred to any third party under this paragraph by posting such notice on the Website and/or by contacting you via the personal information you have provided us, if any.
Required by Law
Notwithstanding anything to the contrary in this Privacy Statement, we may also use and/or disclose your personal information and Automatically Collected Information, to any competent law enforcement body, regulatory or government agency, court, or other third party if (i) we believe we are legally obligated to do so, (ii) we believe disclosure is necessary to protect, establish, or exercise our legal rights or defend against legal claims, or (iii) we believe disclosure is necessary to protect our other Members, third parties, or our employees, property, or business.
Member Areas of Website
The Website contains certain areas, accessible only by Members and Waverley staff, where Members can view content or information about other Members, such as the membership directory and certain photo galleries related to Club events. When you disclose personal information for use on these areas of the Website, the information may be collected, stored, used, and disclosed by other Members. Such activities by other Members are beyond our control, and we shall have no responsibility for or liability regarding the protection or security of such information that is accessible to other Members. You should not disclose information that you want to keep private on these areas of the Website.
The Website is not directed at nor intended for use by children under the age of 18, and we do not knowingly collect any personal information directly from children under the age of 18. Certain Member Login areas of the Website may contain personal information relating to children under the age of 18. Specifically, Members are permitted, but not required, to list their children’s names under the “Family Information” section of their Member Profile page. And, photos of Members and their children may be displayed in the Club event photo galleries with a Member’s permission. Areas of the Website where personal information of children under the age of 18 are only accessible in Member Login areas of the Website. We will never use or disclose any personal information of a child under the age of 18 for marketing or advertising purposes. If you are under age 18, you should not use this Website and you should not send us personal information about yourself.
INFORMATION STORED IN THE UNITED STATES
Our membership based is primarily located in the western United States, and we provide the Website for information and use by our Members. Specifically, we are headquartered, and our Website is hosted, in the United States. This means that if you use our Website and if we collect your personal information through the means described in this Statement, your personal information will be processed by us, or on our behalf, in the United States.
SECURING COLLECTED INFORMATION
The Website uses generally accepted industry security measures to protect against the loss, misuse, and unauthorized alteration of your personal information processed through the Website. That said, no data storage system, or system of transmitting data over the internet, can be guaranteed to be 100% secure. As a result, we cannot guarantee the security of our servers, the means by which information is transmitted between your computer and our servers, or any personal information provided to us.
UPDATING & CORRECTING PERSONAL INFORMATION
If you have voluntarily given us personal information through our Website or by contacting us with a request or inquiry, you may update or change your personal information by sending an email request to firstname.lastname@example.org. If you are a Member you may update the information in your account profile at any time by logging-in to the Member Login area of the Website. If you request that your personal information be changed or deleted from our databases, and are unable to do so through the Member Login area of the Website, we will use commercially reasonable efforts to remove your personal information from our databases, however in some circumstances we may still maintain some information. Before carrying out your request, we may ask you to verify your identity and/or provide further details about your request.
HOW TO STOP CLUB MARKETING COMMUNICATIONS
We will never share your personal information with third parties for their direct marketing purposes. If you subscribe to any of our distribution lists, or sync with our events calendar, we may send you Club related marketing communications about offers and events available to Members. You may opt-out of receiving such Club related marketing communications by contacting us at email@example.com. If you request that we not send you Club related marketing communications, we reserve the right to contact you for non-marketing purposes relating to your use of the Website or your membership.
RETENTION & STORAGE
We will retain your personal information only for as long as we need it to carry-out the purposes for which we collect and use it, unless your otherwise ask us to remove it from our databases. In some instances, we will retain your information where we have an ongoing legitimate business need (such as for legal, tax, or accounting purposes), or where we are required to retain certain information to comply with any applicable law, rule, regulation, or guideline, to prevent fraudulent activity, or to protect ourselves against liability.
LINKS TO THIRD-PARTY WEBSITES AND SOCIAL MEDIA
This Privacy Statement applies only to information collected by us or through our Website. Our Website may contain links to other websites or apps, products, and services, including social media services (“Linked Sites”), which are not owned or controlled by us. We are not responsible for, and have not reviewed, the privacy practices of the Linked Sites, or those of the owners or operators of the Linked Sites. The owners and operators of any such Linked Sites may have their own policies regarding privacy and security. You should review any Linked Sites for their own privacy practices to determine what personal information may be collected and used when you use any such Linked Sites.
MEMBER LOGIN AREAS
Certain areas of the Website can only be accessed by providing authorized credentials, such as a username or email in combination with a password. Areas such as these are labeled “Member Login” are reserved solely for use by Members and certain Club employees and independent contractors. If you are not a Member, or have not been authorized or provided with authorized credentials, please do not attempt to log into these areas of the Website.
If you have any comments or questions about this Privacy Statement or the use of your Personally Identifiable Information and Automatically Collected Information, please contact us at firstname.lastname@example.org.