Terms and Conditions -

Last Updated: December 10, 2025

Acceptance of Terms

These Terms and Conditions ("Terms") govern your use of the ClubLink Corporation online voting systems ("System") for committee elections at ClubLink golf clubs. By accessing or using the System, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

Membership and Eligibility

Member Requirements

You must be a member in good standing of a ClubLink golf club
You must be eligible to vote in committee elections as defined by your club's bylaws
You must provide accurate and current information during registration
You are responsible for maintaining the confidentiality of your login credentials

Account Registration

Registration requires verification of membership status
Admin approval is required before voting access is granted
Only one account per member is permitted
False or misleading information may result in account suspension

Voting Rules and Procedures

Election Integrity

One Vote Per Member: Each member may cast only one vote per position
Final Submission: Vote submissions are final and cannot be changed after confirmation
Voting Period: Votes must be cast within the designated election period
System Availability: We strive for 99% uptime but cannot guarantee continuous availability

Prohibited Activities

The following activities are strictly prohibited:

Sharing your login credentials with others
Attempting to vote on behalf of another member
Attempting to circumvent security measures
Interfering with the voting process or system operations
Accessing or attempting to access another member's account
Using automated tools or scripts to interact with the system

Security and Access

Your Responsibilities

Keep your login credentials secure and confidential
Log out when finished voting, especially on shared computers
Report any suspected unauthorized access immediately
Use the system only from trusted devices and networks
Notify us immediately if you suspect your account has been compromised

Our Security Measures

SSL/TLS encryption for all data transmission
Secure authentication and session management
Regular security monitoring and audits
Automatic logout after periods of inactivity

System Usage

Acceptable Use

Use the system only for its intended purpose: voting in club elections
Access the system only through official channels and interfaces
Respect system resources and avoid excessive requests
Report technical issues or bugs to system administrators

System Limitations

The system is provided "as is" without warranties of any kind
We reserve the right to modify or discontinue features at any time
System availability may be affected by maintenance, updates, or technical issues
We are not responsible for issues caused by user devices, browsers, or internet connections

Privacy and Confidentiality

Ballot Secrecy

Your vote choices are private and confidential. The system is designed to protect ballot secrecy while maintaining election integrity.

Individual vote selections cannot be traced back to specific members
Only aggregate vote totals are accessible to administrators
Voting records are encrypted and stored securely
Access to voting data is strictly controlled and audited

For detailed information about data collection and use, please review our Privacy Policy.

Disclaimers and Limitations

System Reliability

We strive to maintain system availability but cannot guarantee 100% uptime
Technical issues may occasionally affect system performance
Maintenance windows may be scheduled with advance notice when possible
Emergency maintenance may be performed without advance notice

Limitation of Liability

Important Legal Notice:

Heron Point Golf Links and system administrators are not liable for technical issues beyond our control
We are not responsible for votes not cast due to user error or technical problems
Our liability is limited to providing reasonable technical support and maintaining system security
Users are responsible for ensuring they vote within the designated election period

Enforcement and Violations

Consequences of Violations

Violations of these Terms may result in:

Warning: First offense may result in a written warning
Account Suspension: Temporary loss of system access
Account Termination: Permanent loss of system access
Disciplinary Action: Referral to club disciplinary committee
Legal Action: Prosecution under applicable laws for serious violations

Investigation Process

Suspected violations will be investigated promptly and fairly
Users will be notified of investigations when appropriate
Evidence will be reviewed by authorized administrators
Users may appeal disciplinary decisions through established club procedures

Technical Support

Available Support

Technical assistance with login and voting procedures
Troubleshooting common issues and error messages
Browser compatibility guidance
Password reset assistance

Support Limitations

Support is provided on a best-effort basis during business hours
We cannot provide technical support for user devices or internet connections
Complex technical issues may require escalation and additional time
Support response times may vary based on issue complexity and volume

Changes to Terms

We reserve the right to modify these Terms and Conditions at any time. Changes will be effective immediately upon posting. We will notify users of significant changes by:

Email notification to all registered members
Prominent notice on the system login page
Updated "Last Modified" date at the top of these terms

Continued use of the system after changes are posted constitutes acceptance of the revised Terms.

Governing Law

These Terms and Conditions are governed by:

Individual ClubLink golf club bylaws and regulations
ClubLink Corporation corporate policies
Applicable local, provincial, and federal laws of Canada
Generally accepted principles of election integrity
Data protection and privacy regulations

Any disputes arising from these Terms will be resolved through the established dispute resolution procedures of the relevant ClubLink golf club.

Contact Information

For questions about these Terms and Conditions, contact:

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

Please include "Terms and Conditions" in the subject line of your inquiry.

Acknowledgment

By using this voting system, you acknowledge that:

You have read and understood these Terms and Conditions
You agree to be bound by these Terms and our Privacy Policy
You understand the voting procedures and system limitations
You will use the system responsibly and in accordance with these Terms
You understand that violations may result in loss of voting privileges