At Golden Ears Pickleball (GEPBC or the “Club”), we understand the importance of privacy and we are
committed to protecting the personal information of our members, guests, associates and employees.
that governs how the Club collects, uses, discloses, and protects personal information provided by our
users. This policy applies to all personal data in GEPBC’s control, whether it is stored and/or processed
by a third-party provider.
The Club is committed to maintaining the highest standards with respect to personal information and as
such, this policy is subject to review to ensure currency and compliance with British Columbia’s Personal
Information Protection Act (PIPA), as amended from time to time.
Compliance with this policy is monitored by the Club’s Privacy Officer, the Secretary, who can be
reached at firstname.lastname@example.org. Other individuals within the Club may be delegated to act on behalf of the
Contact Information – Information that allows an individual to be contacted. This includes name,
position, telephone number(s) and address, email and fax, or any other means provided, for the
Employee – Volunteer or paid member voted, appointed or employed by the Club.
Personal Information – PIPA defines personal information as:
“Information about an identifiable individual and includes employee personal information but does not
include contact information or work product information”.
Summarized or aggregated information – Records that may have been stripped of information
potentially identifying individuals, and which may have been manipulated or combined to provide
generalized, anonymous information. We may use your Personal Information to generate summarized
data for internal use. Your identity and Personal Information will be kept anonymous and will be used
for management and planning purposes.
Work product information – Information that is prepared or collected by an employee as part of that
individuals work responsibilities but does not include information about an individual who did not
prepare or collect the information.
Publicly available information is not considered Personal Information and is therefore not subject to this
Collection of Personal Information the Club can be expected to collect the following Personal
Information with respect to Members, Guests, Associates and Employees:
a. Personal details such as name, birthdate, gender identification and marital status
b. Contact details such as address, email, and telephone number
c. Payment details including credit card or banking information
d. Authentication credentials including username and IP address
e. Activities performed by users in their use/performance of service for or on behalf of the Club
f. Identification details such as photograph, video (surveillance) and biometric data
g. Occupation, professional and other club associations if voluntarily provided by user
h. Emergency contact information
i. Information regarding guests you bring to the Club
j. Details on when you register for and/or attend Club events
k. Personal information such as allergies or medical conditions if voluntarily provided by user
The Club may also collect Personal Information from other sources including pickleball associations,
credit bureaus, employers, or personal references, or other third parties who represent that they have
the right to disclose the information.
HOW WE USE PERSONAL DATA
The Club collects, uses, discloses, and protects Personal Information for the following specific purposes:
a. To verify identity
b. To review and select prospective Club members
c. To review and select prospective employees
d. To maintain a record of all members and guests attending or intending to attend Club events at any
e. To manage ongoing relationships with Managers, Associates and Employees
f. To enroll a member, guests, associate, or employee in a specific program
g. To maintain accurate membership records
h. To process membership and other payments
i. To maintain employment records to ensure accurate salary, benefit, and related information
j. To monitor and assess employee performance
k. To facilitate the provision of services necessary for it to maintain and operate the Club as an
organization and business in British Columbia
l. To track member and guest interests for development of new services and for marketing purposes
m. To comply with requirements established by applicable federal, provincial, and municipal legislation
n. To comply with requirements of professional and regulatory bodies including but not limited to
WorkSafeBC and the Government of British Columbia, Employment Standards Branch
o. To provide necessary financial information to accountants, auditors, and other professional advisors
p. Such other reasons as a reasonable person would consider appropriate.
ROLES AND RESPONSIBILITIES
Golden Ears Pickleball Club is obligated to abide by PIPA in all matters involving the collection, use,
and disclosure of personal information.
Golden Ears Pickleball Club will not require members to consent to the use of, the collection of, or
disclosure of personal information beyond that which is required to fulfill the specified purpose of
Golden Ears Pickleball Club will not disadvantage any member or other individual who initiates a
complaint with respect to this Policy.
The Club does not collect, use, or disclose Personal Information other than for the purposes outlined
above, save and except as required by law or as such collection, use and/or disclosure is permitted by
PIPA without consent. While you are generally required to consent to the collection, use, or disclosure of
Personal Information, such consent is not required in certain circumstances, and in such circumstances,
consent will not be sought.
Golden Ears Pickleball will communicate this policy to its Board, employees, relevant volunteers,
Affiliated Clubs, Associated Organizations and its general membership.
Personal information that has been used to make a decision about an individual will be
maintained for a minimum of one year to allow the individual the opportunity to access the
Upon written request, individuals may be informed of the existence, use, and disclosure of their
personal information and will be given access to that personal information. Individuals are also
entitled to be informed of the source of the personal information and provided with an account of
third parties to which the personal information has been disclosed.
Unless there are reasonable grounds to extend the time limit, requested personal information will
be disclosed to the individual, at no cost to the individual, within thirty (30) days of receipt of the
Individuals may be denied access to their personal information if the information contains
references to or from other individuals.
Personal information will be retained as long as reasonably necessary to enable participation in
Golden Ears Pickleball Club programs, events, and activities, and in order to maintain historical
records as may be required by law or by governing organizations.
After the retention period has ended, physical documents will be destroyed by way of shredding
and electronic files will be deleted in their entirety.
The privacy of individuals is protected, and disclosure of personal information is in accordance
with the BC PIPA.
COMING INTO FORCE
This policy shall come into force 23-05-01
Policy will be posted on our website.
please contact us at [insert contact information].
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