Privacy Policy

1. Information We Collect

When you apply for or maintain membership with the Dothan Boat Club, we collect personal information including your name, email address, phone number, mailing address, household member information (such as the names and contact details of other adults and children in your household), and emergency contact details. This information is provided directly by you through our membership application and member portal.

2. How We Use Your Information

• Managing your club membership and dues
• Sending club announcements, event notifications, and dues reminders by email or U.S. Mail
• Maintaining the member directory (visible only to other active members)
• Processing payments and generating financial reports
• Contacting you regarding club business

3. Information Sharing

We do not sell, rent, or share your personal information with third parties for marketing or promotional purposes. Your contact information is shared only within the member directory, which is accessible solely to active members. You may control your directory visibility in your profile settings.

We may share information with service providers, including Microsoft Azure Communication Services, only as needed to deliver and administer club communications.

4. Data Security

Your information is stored securely using industry-standard encryption and hosted on Microsoft Azure. Access to member data is restricted to club administrators. We use HTTPS for all data transmission and encrypt sensitive information at rest.

5. Data Retention

We retain membership profile records while your membership is active and after termination as needed for club governance, accounting, bylaws, safety, and dispute-resolution records. The portal does not currently run an automated one-year purge. Officers may delete or anonymize a terminated member record when no historical reservation, proxy-vote, dues-payment, private-document, legal, or accounting reason requires keeping it.

Operational audit logs and notification logs are retained as club records. Audit logs record actions, timestamps, and related details. Notification logs record message type, subject or content summary, timestamp, sender, and hashed recipient identifiers rather than raw recipient lists. If a member record is hard-deleted, historical audit or notification rows may remain with the member reference removed so club records stay intact.

6. Your Rights

You may view and update your personal information at any time through the member portal. You may request deletion of your data by contacting the Board of Directors. Deletion or anonymization requests are reviewed against the club's accounting, audit, notification, bylaw, and legal record-keeping needs. You may control which contact information is visible in the member directory.

7. Contact

For questions about this privacy policy, contact the Dothan Boat Club Board of Directors via the contact page.