Privacy Policy

Tahoe Cross Country and Tahoe Cross Country Ski Education Association are committed to protecting the personal information that you share with us. This Privacy Policy is designed to inform you about our information collection practices, including how we collect information; what information we collect; why we collect information; how we use the information we collect; with whom we share the information we collect; how you can access, modify or delete your personal information; and what kinds of security we use to protect the information you provide.

Before providing any personally identifiable information to Tahoe Cross Country and Tahoe Cross Country Ski Education Association, you should read this entire policy. Use of our website www.TahoeXC.org, communicating with us, or using the services offered by us constitutes your agreement to the terms of this privacy policy. If the terms of this policy are not acceptable to you, do not provide any personally identifiable information to us. If you have any questions about our Privacy Policy, please contact us at ski@tahoexc.org.

What personal information do we collect and use?

Tahoe Cross Country and Tahoe Cross Country Ski Education Association collects personal information including but not limited to full name, age, addresses, phone numbers, email addresses, medical information, dietary information, insurance details, nationality, residence, comments you provide to us, credit card and/or other payment information, customer evaluations, and photos. We also collect details of any persons of whom you are a guardian, program preferences, and any other information that you may provide to us. Our website and automated marketing technologies may collect non-personally identifiable information such as IP address and/or statistics about what parts of our website are most popular, where website traffic comes from, or similar information.

Tahoe Cross Country and Tahoe Cross Country Ski Education Association collects personal information about individuals, businesses, and organizations. Information may include name, employer information, email address, business phone number, business addresses, and other personal information you provide to us.

Tahoe Cross Country and Tahoe Cross Country Ski Education Associations collects personal information from individuals applying for employment to the extent necessary to identify the individual and evaluate their suitability for the position applied for. This information may include name, contact information, educational and employment background, and any other information provided in a cover letter, resume, or other written or oral communication from you.

Why is personal information collected? What do we do with your information?

1. To provide our services

If you purchase a trail pass or register for an event or program with Tahoe Cross Country and Tahoe Cross Country Ski Education Association, we use your personal information to provide you with information about our services and/or to provide the services and/or products you have requested. We may use personal information to answer your request for information about our events or programs, to register you to receive newsletters with your consent, to make a booking for a program on your behalf including with third parties, to provide you with information about our company and/or services, and to receive and implement feedback on those services.

Personal information allows us to understand your needs as a customer and determine eligibility for our products and services; to inform you about our products and services or those of our partners that may be of interest to you; to provide ongoing service and support; to ensure the safety and security of our travelers and products; to carry out internal accounting and administration of our business; and to comply with laws, regulations, and the like.

If you register for a program, event, or service with Tahoe Cross Country and Tahoe Cross Country Ski Education Association, we may share your personal information with third-party suppliers and service providers to the extent necessary to provide you with a service and/or perform our contract with you, and to the extent necessary for the pursuit of our legitimate interests. For example, if you register for an event or program with us, we must necessarily share your name, age, skill level, registration preferences, and other personal information in order to organize group activities, events and services. Those third parties may have different information practices, which will be governed by their privacy policies, which we recommend you read as well.

Because it is necessary to our contract with you and to the implementation of our legitimate interests you must also consent to our sharing this information. If you fail to consent, we may not be able provide our services to you. By registering for an event or service, you hereby consent to our sharing your information with third parties as described in this privacy policy. While you may withdraw your consent at any time, we are still able to share your information pursuant to the lawful purposes stated in the previous paragraph.

We disclose personal information to third party whose services are required for us to provide our services to you. Depending on the particular services we provide to you, we will disclose your information to the following types of third parties:

• Program & event directors, operators and guides
• Payment processors
• Donor management software providers
• Program and pass registration platforms

2. Data analytics and marketing

Also, to the extent necessary for the pursuit of our legitimate interests, Tahoe Cross Country and Tahoe Cross Country Ski Education Association and our authorized service providers such as marketing agencies and data analytics providers will use your personal information to analyze your business with us, including your inquiries, registrations, and preferences, which we may use to review, develop, and improve our products and services; improve our customers’ experiences; and for internal market research, strategic development, and statistical analysis. In addition, we use systems that collect anonymous information such as which web pages are visited and how long each page is viewed. We cannot tie this information back to any individual user, unless the user contacts us.

We disclose personal information to third party processors whose services are highly useful and assist in the functioning of our Services, including for the following specific purposes:

• Anonymous website usage tracking and marketing data
• Cloud data storage
• Email marketing
• Website functionality
• Web form integration

3. In the event of dissolving the nonprofit(s)

In the event that the Board of Directors votes to dissolve one or both of the nonprofits Tahoe Cross Country and/or Tahoe Cross Country Ski Education Association and assets of either or both nonprofit(s) are transferred to another nonprofit entity to continue operations, your information may be transferred. If such a transfer results in a material change in the use of your information, you will be provided notice (which may be via updates to this page) about the choices you have to decline to permit such a transfer.

4. For administrative and legal reasons

In addition, we will disclose your personal information when we are required to do so by law or believe in good faith that such disclosures are required to: (1) comply with the law or with legal process, including but not limited to lawful requests by public authorities that may be made to meet national security or law enforcement requirements; (2) enforce any legal agreements between you and us, including without limitation, our Terms & Conditions for your use of our services; (3) protect your safety or security; (4) protect the safety or security of the Company, our services, our property, and our employees; or (5) protect the safety or security of third parties. Among other things, this means that if you provide false information or attempt to pose as someone else, information about you may be disclosed as part of any investigation into your actions.

How do we collect personal information?

Tahoe Cross Country and Tahoe Cross Country Ski Education Association collects personal information in two ways: actively and passively. Active collection of personal information includes website form submissions, newsletter sign up forms, sending us a message via email, entering a competition, calling our representatives on the phone, speaking with a representative in our office or at a trade show, communicating with us via social media or if you have asked another person to make an inquiry on your behalf. If you provide information to us about another person other than yourself, such as other members of your family, you must ensure that they understand how their information will be used and that they have given their permission for you to disclose it to us and for you to allow us and our service providers to use it. Active collection can include both personally identifiable information (name, email, phone number, etc.) and non-personally identifiable information (programs, topics of interest, etc.).

Our website features secure forms where users can request information, sign up to receive electronic updates, alerts and other information regarding our products and services. In order to use these forms, you must provide us with a name, email address, and zip code. In completing your registration, we may also ask for optional information such as your topics of interest, so we may serve you better. By completing these forms, you are also consenting to third party privacy policies, which we suggest you read.

Passive information collection refers to instances in which we collect non-identifiable information that you have not actively provided such as IP address, the type of web browser or operating system you use, the date and time of your visit, the specific pages you visit and the address of the website you visited prior to entering www.tahoexc.org. We may link this passively collected non-personally identifiable information with the personally identifiable information you have actively provided elsewhere on our website or that of a third party provider.

Our website uses cookies. A cookie is a small text file containing a unique identification number that a website sends to your computer web browser. While you visit our website, the cookie may be used to track the activities of your browser as well as provide you with a consistent, more efficient experience. Cookies may be used so that you do not have to fill in the same information again and again. We may use cookies to measure website usage such as entry and exit points of visitors, how many people visit a certain page, and the details of searches performed. If you are making a purchase or payment or completing a traveler information form or evaluation form, we may use cookies to keep track of the transaction from one page to the next. We do not store any personal information in the cookie.

Data Security – How is your information protected?

The security and integrity of your personal information is very important to us. All personal information is stored in secure databases to prevent unauthorized access. Passwords, encryption devices and firewalls protect these databases. Access to your personal information is limited to authorized employees of Tahoe Cross Country and Tahoe Cross Country Ski Education Association and any of the third-party suppliers who require information to provide the services you have requested (such as instructors, program directors, event services, and guides who deliver our products and services).

Although we take precautions to protect the personal information you provided to us, no system is 100% secure or error free. Therefore, we do not and cannot guarantee the security or accuracy of the information we gather.

How do I access, amend or delete my personal information?

We do not seek to collect personal information from you that you do not want collected. However, certain information may be required in order for us to deliver the services you have requested. If you do not provide the personal information we request, we may not be able to deliver the services you have requested, which may mean you will not be able to participate in our programs or events. If you have made payment and later refuse to provide necessary personal information required to deliver the service for which the payment was made, (for example a season pass that requires your name, birthdate, and may require a personally identifying number (such as a driver’s license or passport number), you may not be entitled to a refund for that service. Please contact us if you have any questions about providing or not providing personal information when seeking services from Tahoe Cross Country and Tahoe Cross Country Ski Education Association. When you submit personal information to us, whether such information is required or optional, that information will be subject to this Privacy Policy.

1. Unsubscribe from direct marketing

Should you wish to unsubscribe from marketing communications via email or otherwise wish to not have your data used for direct marketing purposes, you may opt out by clicking on the “unsubscribe” button at the bottom of any Tahoe Cross Country and Tahoe Cross Country Ski Education Association newsletter or marketing email. Should you wish to unsubscribe via phone, mail, or email please call us at 530-583-5475, email us at ski@tahoexc.org, or write to us at PO Box 7260, Tahoe City, CA, 96145.

2. Shine the Light

Under California Civil Code Sections 1798.83-.84, California residents are entitled to ask for a notice identifying the categories of personal customer information that we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you are a current customer and California resident and would like a copy of this notice, please submit a written request to: Tahoe Cross Country, ATTN: Privacy Team, PO Box 7260, Tahoe City, CA, 96145.

3. Access, correction, and deletion

We work hard to ensure that your personal information is accurate, current and complete. Accordingly, we provide you with reasonable access to your personal information to correct errors or delete the information you have provided. If you wish to review, correct, or delete your personal information please contact our office by phone at 530-583-5475, email us at ski@tahoexc.org, or write to us at PO Box 7260, Tahoe City, CA, 96145.

For consumers, except for data analytics and marketing purposes as described in this privacy policy, we will not process your data once your program, event or trail pass with us is complete. For businesses, operators, and third party suppliers, we will retain and process your data for as long as we are engaged in an on-going relationship with you (as determined by us in our sole discretion). For employment applicants, we will retain your personal data for up to one year. You may contact us at any time and request that personal data be deleted from our database and we will honor your request as long as we do not need to retain the information for legitimate business or legal purposes. Except as otherwise stated in this policy, we will retain your data indefinitely.

4. Other rights

Depending on the law that applies where you live, you may have additional rights, such as the right to request that we send your information to another organization of your choice (where technically feasible) and, that we restrict our processing of your data. Questions or complaints

If you have any questions or complaints about our collection, disclosure, use or dealings with your personal information, or if you believe we are in violation of applicable privacy legislation, please contact us at ski@tahoexc.org, or write to us at PO Box 7260, Tahoe City, CA, 96145. We take all complaints seriously and will review your complaint within 15 business days and provide you with a written response. If this response is not satisfactory, you may contact the data privacy authority in your local jurisdiction, if one exists.

Effective 4/17/2020