RLCA Privacy Policy

Round Lake Cottagers Association (RLCA) Privacy Policy - Updated and communicated May 19 2020 

In order to protect the privacy of the RLCA members the board has developed the following privacy policy for our organization. This policy tells you what information we gather about you, how we use it, to whom we may disclose it, how you can opt-out of the collection, use or disclosure of your personal information, and how to get access to the information we may have about you.

Collecting Information: We collect information about all lake residents such as name, address (local and home), telephone numbers, email address, membership dues paid, volunteer preferences and your instructions about what specific information you do not want to be published in communication vehicles like the directory. We obtain this information from completed membership forms, emails, website forms and communications with the board and road captains in writing or verbally. We may keep the information in written form and/or electronically. All membership information is maintained by our Membership Chairman. The Administrator/President maintains an email distribution list for board communications based on the information members provide to the Membership Chairman. The email distribution list used by the board only contains names and email addresses. Keeping your email address information allows us to send you the information in an efficient and low-cost manner. By providing this information to us, you enable us to serve you better.

Using Information: We use the information collected to contact you with information about association activities including social events, AGM notifications, bylaw changes, individual member contact inquires, and any emergencies concerning your lake residence. We use home addresses if needed to contact members in the offseason or to physically mail correspondence when there is no mailing address at the lake. We retain your personal information in our current database until you move from the lake and your information is replaced by the new owner's information. Outdated information will be deleted. Information is shared with board members and road captains for the purpose of membership dues collection or statistics, distribution of hard copy correspondence and approaching residents about volunteer activities. We try to limit email contact with you and you may unsubscribe at any time. Your personal information will not be used for other purposes without your consent. We will not provide any information to third parties without your consent.

Disclosing Information: We will not disclose personal information such as names, local addresses, non-lake addresses, and telephone numbers in a directory or similar form without your consent. We will not sell, transfer or trade any mailing list which includes your information. We protect your privacy in mass emails by hiding your email address. The e-mail distribution lists will not be shared outside of the Board/Executive Committee and will only be used for RLCA related business.

Keeping Information Secure: We will keep written and electronic information in a secure place.

Access to Information: If you wish to review the personal information we keep about you, please contact the “Membership Chairman” by email as indicated on the website. At your request, we will delete your personal information from our records. If you have a desire to access contact information for a fellow RLCA member, please send a request to the Membership Chairman. The Membership Chairman will forward the request to the member in question. Then it will be up to the receiving member to decide if they wish to respond to the inquiry by directly contacting the originator.

Obtaining Your Consent: By providing personal information to us, you are consenting to us using it for the purposes set out above and disclosing it to the parties described above. If you do not want us to use any personal information about you, or wish to limit the use or disclosure of such personal information by us, please contact the Membership Chairman.

We may change this Policy from time to time. If changes are made, a notification will happen by posting the updated Policy to the Websites and revising the “Updated” date. The most current version of this Policy will be effective at the time it is posted. By continuing to access or use the Websites after those changes become effective, you agree to be bound by the revised Policy.

Non-Personal Information: RLCA, or third party IT providers such as Google may collect certain non-personal information when you visit the Websites, such as the type of browser you are using (e.g., Chrome, Firefox, Safari or Internet Explorer), sites and frequency of visits, the type of operating system you are using (e.g., Windows 7, 8, 10, Mac OS X, iOS, Android etc.) and the domain name of your Internet service provider (e.g., Rogers, Bell, TELUS)

RLCA website links: In some cases we may include access to certain third party services by website links or otherwise. Any information you provide to these third-party services is not user information and will not be subject to this Policy. These links are not intended as an endorsement of, or a referral to the linked websites. Once you link to another site, you are subject to the privacy and security policies of the new site.

Contacting us: You may contact  the Membership Chairman by email at membership@rlca.ca