Hayward Dance Club
Data Privacy Policy

About This Policy

Hayward Dance Club (HDC) values its members' and guests' privacy. This Data Privacy Policy ("Policy") explains how we manage and protect your personal information from those not authorized to see it. We have worked hard to ensure we meet or exceed most existing applicable privacy standards.


The HDC Board of Directors (BOD) reserves the right to make changes to this Policy at any time. The footer of this document has the last revision date to enable members to be aware if there have been any changes. If the HDC BOD significantly changes the way it protects and manages member and guest personal identifiable information, the members and guests who have valid contact information on the website will be notified via email and/or newsletter. Every effort will be made to allow members and guests to have the option to control the use of their information in this separate manner.


This policy dictates the following policy areas
  1. What personally identifiable information is collected from you through the website.
  2. Why we collect it.
  3. How we use this data.
  4. Member choices available to modify the use of your data.
  5. The security procedures in place to protect your personal information.

This Policy applies to the members and guests of the Hayward Dance Club, and it governs any and all data collection and usage by HDC and the HDC website, https://haywarddanceclub.com. Through your use of the HDC website, you are consenting to the data collection and management procedures expressed in this Policy.

This Policy does not govern the information collected and used by organizations that the HDC BOD does not control. If you visit a link to another website please be sure to review its privacy policy before providing that site with information. It is highly recommended that you review the privacy policies of any website you choose to use to better understand how they collect and use any of your information.

Information We Collect

It is always up to you whether or not to disclose personallly identifiable information to us, although if you elect not to do so, we reserve the right not to register you as a website user or provide you with the use of some of the features of the website. The website collects various types of information, such as:
  • Voluntarily provided information which may include your name, address, email address, phone number, and gender.
  • Voluntarily provided information of guests which may include their name, address, email address, phone number, and gender.
  • Member surveys for specific topics and issues.
  • Information automatically collected when using our website which may include cookies and usage statistics.
In addition, HDC may have the occasion to collect non-personal anonymous information such as the type of browser and computer operating system you are using, which will assist us in optimizing our website for superior quality and ease of use.

Rest assured that this site will only collect personal information that you knowingly and willingly provide to us by way of membership registration forms, surveys, and emails. It is the intent of this site to use personal information only for the purpose for which it was requested, and any additional uses specifically provided for on this policy.

Why We Collect Information

The HDC collects your data for several reasons:
  • Enable easy socializing and communicating among members.
  • Simplify registering for events and managing meal and seating choices.
  • Facilitate ease of providing feedback to the BOD in the form of surveys and easily viewing the results.
  • Facilitate updating our website to better serve your needs.

How We Use Your Information

Hayward Dance Club does not now, nor will it in the future, sell, rent, or lease any of its member lists or email addresses to any third parties.

The primary use is to facilitate socialization, dance event management, and communication via surveys and email or hard copy newsletter distribution about information of interest to the club, to ballroom dancers, and scheduled dance events.

Your Choices to Manage Our Use of Your Information

The website has a default access policy of how much of your contact information is available to current members and guests. It is currently:

  • Members logged in via their website account can see your name, email, phone number, city, and photo.
  • Guests logged in via their website account can see your name, email, and city.
  • All people with website accounts receive emails and email newsletters.
  • The public, those without a website account, can not see any member contact information except for members of the BOD that are specifically mentioned in the public frequently asked questions (FAQs).

The website provides self management features for each member or guest to update their contact information and personal preferences to specify information access restrictions including:

  • If you want to be on our email mailing list.
  • If you want to be on our newsletter mailing list.
  • How much of your contact information (name, email, phone, address, photo) is visible to members.
  • How much of your contact information (name, email, phone, address, photo) is visible to guests.

Protection of Your Information

Your personal information is protected via many methods that utilize both current website technology and best practice authentication and authorization procedures including but not limited to:
  • Use of SSL (Secure Socket Layer) data encryption for password authentication communication.
  • All personal information resides in a password protected database.
  • The database can only be accessed from the application local to the web server.
  • All accounts require a unique username and password and access authentication requires visual 'captcha' authentication (to minimize automated attacks).
  • Each user is enrolled in a privilege management system which restricts the data they may access based on their role and membership or guest status.
  • Access and usage is logged in real time to identify inappropriate use or authorization.

Acceptance of Terms

By using this website, you are hereby accepting the terms and conditions stipulated within this Privacy Policy. In addition, your continued use of our website following the posting of any updates or changes to our terms and conditions shall mean that you agree and accept such changes.

Questions, feedback, or website issues; please let us know by filling out the feedback form or emailing Webmaster.
Last Modified: December 27 2021 @ 19:01 PST