Privacy Policy
Draft for review. This is a starting draft prepared for Hunters Creek Swim & Racquet Club to review and finalize with its own counsel. It is not legal advice. Items in brackets need confirmation. Counsel should confirm treatment under the Virginia Consumer Data Protection Act (VCDPA), the Children's Online Privacy Protection Act (COPPA), the CAN-SPAM Act, and any Fairfax County or Virginia pool record-keeping requirements before publishing.
Hunters Creek Swim & Racquet Club ("the Club," "we," "us") operates a member application, a guard and administration system, and related notifications (together, "the Platform"). This policy explains what we collect, how we use it, and the choices you have. It applies to the Platform and to the Club website where it links here.
Information we collect
Information you give us. When you claim an account we match the email address you enter against the contact email in our membership records, and we send a one-time code to that address to confirm it is you. You may give us additional information such as feedback you submit, clubhouse reservation requests, and your notification preferences.
Membership records. The Club keeps its own membership records in the Platform: household and member names, member numbers, household membership, contact details, and membership status, along with guest-pass balances and check-in records. Household membership and check-in records may include members who are minors.
Information collected automatically. When you use the Platform we record app activity such as which content and features you use and when, whether you installed the app to your home screen, and your interactions with notifications. For email we send, we may record whether it was delivered, opened, or had links clicked. For the website and the app we use privacy-respecting analytics that report aggregate usage and do not build advertising profiles.
Member photos and biometrics. So that a guard can confirm at the front desk that a person is the member, the Platform stores one reference photo per household member, shown only to guards and administrators. These are ordinary photographs used for human visual verification. They are not biometric templates, and the Platform does not use facial recognition or any automated face matching on them, ever. Photos are encrypted, access-restricted, removed when the member or household record is removed (and replaceable at any time), and never shown on public pages. We do not collect or process biometric data or face templates.
How we use information
We use information to provide and operate the Platform, including showing pool status and hours, sending lightning and closure alerts and event reminders you have opted into, managing clubhouse reservation requests, displaying newsletters and sponsor information, and responding to feedback. We use membership and check-in records to operate the facility and to keep records related to pool operations and safety. We use analytics to understand engagement and improve the Platform. We use information as needed for security, to prevent abuse, and to comply with law.
Children's privacy
The Platform is intended for adult members and guardians. We do not knowingly allow children to create accounts. Household membership, check-in records, and reference photos may include minors; we handle that information with care, limit who can see it (reference photos are access-restricted and encrypted), and keep it only as long as needed for facility operations and membership. A parent or guardian may ask us to review or delete information about a minor in their household by contacting us below.
How we share information
We do not sell your information. We share it only with service providers who help us run the Platform, such as our hosting, email, analytics, and calendar providers, and only as needed to provide their service. We may disclose information if required by law, to protect the safety of members and staff, or in connection with the governance of the Club. Sponsor listings and links may take you to third-party sites that have their own privacy practices, which we do not control.
Your choices
Email. Member emails are opt-in. Every announcement includes an unsubscribe link, and you can set which kinds of messages you receive in the preference center.
Push notifications. Push is opt-in and can be turned off at any time in your device settings or in the app.
Access, correction, and deletion. You may ask us to show you the information we hold about you, correct it, or delete it, subject to records we are required to keep for facility operations or by law. Contact us using the details below.
Analytics and member-level data
App-usage analytics that identify an individual member are restricted to Club administrators, are shown in aggregate by default, and are kept only for a limited period before being reduced to aggregate figures. We do not track the individual app activity of minors beyond what is needed to operate the facility.
Data retention
We keep account and membership information while you are a member and for a reasonable period afterward. We keep check-in records and detailed analytics only for a limited period set by the Club, after which they are deleted or reduced to aggregate figures, except where a longer period is required for safety records or by law.
Security
We use reasonable measures to protect information, including access controls, encrypted backups, and limiting who can see member data. No system is perfectly secure, and we cannot guarantee absolute security.
Changes to this policy
We may update this policy. We will post the new version with an updated effective date and, for significant changes, notify members through the Platform.
Contact us
Hunters Creek Swim & Racquet Club
P.O. Box 197, Herndon, VA 20172
Email: Membership.hcsrc@gmail.com
Phone: (703) 437-9866