Capilano Tennis Club | Privacy Policy

1. Who We Are

Capilano Tennis Club (“CTC” or “the Club”) is a non-profit community tennis club in North Vancouver, operating under the BC Societies Act. We respect your privacy and are committed to protecting all personal information collected, used, and stored while providing our programs, facilities, and member services. This policy follows:

• The Personal Information Protection Act (British Columbia) (PIPA)
• The BC Civil Liberties Association Privacy Handbook
• The Club’s Bylaws (2025 Update) – particularly Articles I (Membership), XI (Finance), and XIV (Books and Records)

2. What This Policy Covers

This policy explains how we handle personal information collected through:

• Membership and guest applications
• Court bookings, lessons, leagues, and events
• Volunteer and committee activities
• Club communications, newsletters, and surveys
• Facility access, video, and audio surveillance
• The Club’s website, online booking system, and social-media pages

3. What Personal Information We Collect

We collect only information needed to operate the Club responsibly, including:

• Name, address, phone number, and email
• Date of birth
• Emergency contacts
• Membership type, fees, and payment details
• Participation in programs and volunteer service
• Photos or videos taken at Club functions
• CCTV video and limited audio recordings around the Clubhouse (see Section 13)
• Correspondence with the Club

4. Why We Collect It

We use personal information to:

• Manage memberships, renewals, and billing
• Register and organize play, lessons, and social events
• Communicate AGM notices and volunteer opportunities
• Maintain accurate financial and membership records
• Ensure safety and compliance with Club Bylaws and insurance
• Support incident or property investigations
• We never sell information for commercial gain or unrelated marketing.

5. How We Use and Share Information

We may share information only with:

• Board members, officers, or committee chairs who need it for Club operations
• Trusted service providers (e.g., payment processors, IT vendors)
• Auditors, insurers, or regulators when legally required
• Other members only for operational purposes (e.g., league lists)
• Law enforcement or legal authorities if obligated by law
• Security review or surveillance purposes as described in Section 13

6. Consent and Your Choices

By applying for membership, renewing, or using Club facilities, you consent to the handling of your information as described here. You can withdraw consent at any time by writing to the Secretary, though this may affect your ability to access certain programs or benefits.

7. Accuracy and Retention

We keep information accurate and current; members should update details through the Secretary or Treasurer. Records are retained only as long as needed to meet Club purposes or legal requirements (per Article XIV of the Bylaws).

8. Safeguards and Security

• Electronic records are password-protected and securely stored.
• Paper files are kept in locked storage within the Clubhouse or other approved locations.
• Access is restricted to authorized volunteers and service providers.

9. Access and Correction Rights

Members may request:

• Access to their own personal information
• Correction of inaccurate or incomplete details

Requests must be submitted in writing to the Secretary. The Club will respond within 14 days as outlined in Article XIV of the Bylaws.

10. Website and Cookies

Our website may use cookies or analytics to improve performance. You can adjust browser settings to disable cookies, though some features may be limited. Links to external websites are for convenience only; the Club is not responsible for their privacy practices.

11. Photos and Social Media

The Club may take photos or short videos during events for newsletters, social media, or archives.
If you prefer not to appear, please advise the Secretary in writing; we will make reasonable efforts to exclude or remove your image.

12. Minors

For Junior members (under 18), a parent or guardian must consent to the collection and use of the Junior’s information. That consent is assumed when registering the junior member.

13. Video and Audio Surveillance (CCTV and Sound Recording)

Purpose: CTC uses limited CCTV and audio monitoring systems in and around the Clubhouse to enhance safety, deter vandalism, and assist in incident investigation.

Scope and Placement:

• Cameras and microphones cover entryways, parking, and exterior areas only.
• The Club does not record in private areas, including washrooms or changing rooms.
• Audio recording is activated only where necessary for security and is not continuous.

Use and Retention:

• Recordings are used solely for security, safety, and investigation.
• Files are stored securely with restricted access to the Board of Directors.
• Normally retained for up to 30 days, then deleted or overwritten unless needed longer for a specific purpose.
• All access to footage or audio files is logged and reviewed regularly.

Audio-Specific Rules:

• Audio is collected only when reasonably necessary to document serious incidents.
• The Club does not use audio for monitoring conversations or member behavior unrelated to safety.
• Any inadvertent audio capture is deleted when no longer required for the stated purpose.

Disclosure:

• Recordings (video or audio) may be shared only when legally required or to investigate a specific incident (e.g., to law enforcement or insurers).
• Portions identifying other individuals may be masked or redacted to protect their privacy.

Individual Access: If you believe you appear in recordings, you may request access by writing to the Secretary. Access may be limited where disclosure would violate others’ privacy or compromise an ongoing investigation.

Oversight: The Board of Directors oversees the Club’s surveillance practices. The Secretary reviews the system annually to ensure that video and audio collection remains limited, proportionate, and compliant with PIPA, BCLLA, and OIPC BC guidance.

Minors in Recordings: When footage or audio includes minors, the Club handles all use and disclosure with additional care and, where appropriate, parental or guardian consent.

14. Questions or Complaints

Vice President (Privacy Officer)
Capilano Tennis Club
2500 Capilano Road, North Vancouver, BC
Email: vice-president@capilanotennisclub.com

If you are unsatisfied with the Club’s response to a privacy concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC).

15. Review and Updates

The Board reviews this policy periodically to ensure compliance with legislation and Club Bylaws.
Updates are approved by the Board and posted on the Club’s website with the “Last Updated” date revised accordingly.

16. Your Acknowledgement

By maintaining membership or participating in Club activities, you agree to this Privacy Policy and the reasonable use of your personal, video, and audio information as described above.