Privacy Policy

For not-for-profit organizations in BC, the privacy of personal information is governed by the Personal Information Protection Act (PIPA). The organization is required by law to have a Privacy Policy that describes how this information is collected, stored, and destroyed, as well as how members can access their information from the organization. 

What information do we collect?

Information we will collect that is mandatory:

  • First and last name. This helps us identify you.
  • Username: this creates a unique member profile.
  • Email address. This is how we communicate with you about your membership and any club events you're attending.
  • Phone number. We might use this to call you if you forget to check out from a swim.
  • Emergency contact name and phone number. We might use this if something happens to you during a swim/event, or if you forget to check out from a swim and we cannot contact you by phone.

Information that we may collect that is voluntarily given by members:

  • Pronouns. You may choose to disclose your pronouns, which helps us refer to you correctly.
  • Municipality of residence. You may choose to tell us where you live! This helps us understand our membership better and where they're coming from.
  • Medical conditions, allergies, etc. This may be useful to give to medical personnel or first responders in case anything happens to you during a swim/event.

How long is this information kept?

Personal information will be retained as long as reasonably necessary to enable participation in Swim Wild Squamish programs, events, and activities, and in order to maintain historical records as may be required by law or by governing organizations

  • Waivers will be kept for 7 years 
  • Personal information will be kept for 7 years after the termination/expiry of membership within the club. If a person renews their membership before this 7 years is up, the “clock” resets
  • The person’s account on the website will be destroyed after this 7 years. If they choose to become a member again after 7 or more years has elapsed, they are effectively a new member 
  • All other records specific to the member will be destroyed after 7 years. Generic information (e.g., number of members, place of residence, swim history) that cannot be traced back to a specific member may be kept indefinitely in aggregate

Who has access to my information?

Members of the Board of Directors and Volunteer Administrators can see:

  • All personal information collected

Swim Leaders/Volunteers designated by the Board of Directors can see:

  • Name, email, and phone number
  • Emergency contact name and phone number
  • Medical information, if provided
  • Whether or not you have registered for the specific event

A member of the club who is logged into the website will be able to see the following information about their own account

  • Anything that another member of the club could see (see above)
  • Phone number
  • Email address
  • Emergency contact name and phone number
  • Waiver status and history
  • Membership status and history
  • Municipality of residence
  • Medical information

Information that will be stored virtually but not accessed by anyone

  • Password