Privacy Policy

ClubLink Corporation

Last Updated: December 10, 2025

Introduction

ClubLink Corporation ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our online voting systems for committee elections at ClubLink golf clubs.

Information We Collect

Personal Information

We collect the following personal information:

  • Full name and membership details
  • Email address
  • Phone number (if provided for SMS notifications)
  • Authentication credentials (username/password)
  • Voting preferences and selections
  • Account activation information
Technical Information

We automatically collect certain technical information:

  • IP address and device information
  • Browser type and version
  • Session data and cookies
  • Access logs and timestamps
  • System performance metrics

How We Use Your Information

We use your information for the following purposes:

  • Election Administration: To conduct committee elections and verify member eligibility at ClubLink golf clubs
  • Authentication: To verify your identity and prevent unauthorized access
  • Communication: To send activation codes, voting confirmations, and election updates
  • Security: To detect and prevent fraud, abuse, and security breaches
  • System Operations: To maintain, improve, and troubleshoot our voting system
  • Compliance: To meet legal and regulatory requirements

Information Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties, except:

  • Club Officials: Authorized administrators at individual ClubLink golf clubs may access member information for election administration
  • Service Providers: Trusted third-party services (Azure Communication Services, cloud hosting) under strict confidentiality agreements
  • Legal Requirements: When required by law, court order, or legal process
  • Security Purposes: To protect against fraud, abuse, or threats to safety

Data Security

We implement industry-standard security measures to protect your information:

  • Encryption: All data transmission uses SSL/TLS encryption
  • Access Controls: Strict authentication and authorization procedures
  • Secure Storage: Data stored in secure, encrypted databases
  • Regular Audits: Periodic security assessments and monitoring
  • Incident Response: Procedures for detecting and responding to security breaches
Note: While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Retention

We retain your information for the following periods:

  • Active Memberships: Throughout your active membership period
  • Voting Records: Permanently for election integrity and audit purposes
  • Session Data: 30 days after last activity
  • System Logs: 90 days for security and troubleshooting
  • Inactive Accounts: 2 years after last login, then anonymized

Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal information
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your information (subject to legal requirements)
  • Portability: Request your data in a portable format
  • Restriction: Request limitations on how we use your information
  • Objection: Object to certain uses of your information

To exercise these rights, contact us using the information provided below.

Cookies and Tracking

We use cookies and similar technologies for:

  • Session Management: To maintain your login session
  • Security: To prevent CSRF attacks and unauthorized access
  • Preferences: To remember your settings and preferences
  • Analytics: To understand system usage and performance

You can control cookies through your browser settings, but disabling cookies may affect system functionality.

Voting Privacy

Ballot Secrecy

Your individual votes are private and confidential. While we maintain records of who has voted for election integrity purposes, individual vote selections are anonymized and cannot be traced back to specific members.

  • Vote totals are aggregated and anonymized
  • Individual vote choices are not disclosed to administrators
  • Audit logs track voting activity but not vote content
  • Only aggregate results are shared publicly

Third-Party Services

Our system may use third-party services with their own privacy policies:

  • Microsoft Azure: Cloud hosting and database services
  • Azure Communication Services: Email and SMS delivery
  • Bootstrap CDN: User interface components

We encourage you to review the privacy policies of these third-party services.

Policy Updates

We may update this Privacy Policy periodically. We will notify you of significant changes by:

  • Email notification to all registered members
  • Prominent notice on the login page
  • Updated "Last Modified" date at the top of this policy

Continued use of the system after policy updates constitutes acceptance of the revised policy.

Contact Information

For privacy-related questions or to exercise your rights, contact:

ClubLink Corporation
legal@clublink.ca
https://www.clublink.ca

Please include "Privacy Policy" in the subject line of your inquiry.

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