Effective date: October 19, 2026
This policy explains what information the Carter Lake Sailing Club (“CLSC,” “the club,” “we”) collects through sailcarter.org, how we use it, and the choices you have. CLSC is a volunteer-run sailing club. Questions go to webmaster@sailcarter.org.
The short version
- We collect only what we need to run the club: member contact details, household and boating information, volunteer work hours, and messages you send us.
- We don’t sell or rent your information, and we don’t use it for advertising.
- We don’t use Google Analytics or any other visitor-tracking or advertising service.
- Member information is shown only to logged-in club members and the volunteers who need it.
Information we collect
If you just visit the site. Like every website, our web host keeps standard server logs (IP address, browser type, pages requested, date and time) for security and troubleshooting. We don’t use analytics or advertising trackers.
If you contact us. The Contact form asks for your name, email address and message. It’s emailed to the right club address and a copy may be kept in the website’s form records. The form uses Cloudflare Turnstile to block spam (see “Services we use”).
If you’re a member with a website login. Your account holds your name, username, email address and password (stored only in scrambled, hashed form). Your member profile can also hold information the club keeps for running the club, such as phone numbers, your partner’s name, children’s first names, slip assignment and boat name. Other logged-in members can see the member directory; the public can’t.
Volunteer work hours. When you log work hours on the site, we record your name, username, the date, the activity, the hours and any notes. These entries are saved to the club’s work-hours records (a Google Sheet in the club’s Google account, and the website’s own database) so you and the club can see each household’s hours.
Membership and dues. Membership applications are made through a Google Form and kept in the club’s Google account. The club’s treasurer keeps membership and dues records in QuickBooks Online. The website will read a small part of those records (household name, email, member type, club member ID and whether this year’s dues are paid) to show membership status and give members access to the right pages. The website only reads this information; it can’t change the club’s books. The website doesn’t take payments; dues and fees are paid by Zelle or other methods the treasurer accepts, and the website never sees your bank or card details.
Emails to club addresses. Mail sent to @sailcarter.org addresses is handled by Zoho Mail, and most role addresses forward to the current volunteer officer’s personal email.
How we use information
- To run the club: membership, dues status, slips, events, volunteer hours and communication with members.
- To let members log in and see members-only pages, including their own work hours.
- To answer messages and keep the site secure (for example, blocking spam and repeated failed logins).
We don’t sell, rent or trade personal information, and we don’t use it for advertising.
Who can see it
- Members: logged-in members can see the member directory and members-only pages. You can see your own work hours.
- Club volunteers: the webmaster and E-Board officers see what they need for their role (for example, the treasurer sees dues records).
- Service providers that run the site and club tools for us (listed below), only to provide their service.
- If the law requires it, or to protect the safety of members or the public.
Services we use
| Service | What it does for the club |
|---|---|
| Bluehost | Hosts the website and its database; keeps backups |
| WordPress and its plugins | Runs the website, member logins and forms |
| Google Workspace (Drive, Sheets, Forms, Calendar, Groups) | Stores club files, work-hours records, membership applications and backups; publishes the club calendars; runs email lists |
| Zoho Mail | Handles @sailcarter.org email and sends website email |
| Cloudflare Turnstile | Checks that Contact form submissions come from a person, not a bot |
| QuickBooks Online (Intuit) | The treasurer’s membership and dues records; the website reads them, read-only |
Some pages show content from other services, such as the Google Calendar on the Calendar page, Google Fonts, and links to Facebook or YouTube. Those services may receive your IP address and set their own cookies under their own privacy policies.
Cookies
The site uses only the cookies it needs to work:
- Login cookies from WordPress that keep you signed in, and a few that remember settings while you’re logged in.
- Security cookies used by the login, two-factor and spam-protection features (including Cloudflare Turnstile on the Contact form).
We don’t use advertising or analytics cookies. Embedded content from other services (like Google Calendar) may set cookies of its own.
How long we keep it
We keep member information as long as the club needs it for its records, such as work-hour history. Contact form messages are kept as long as needed to respond. Backups are kept on a rolling schedule and are replaced over time.
Security
The site uses HTTPS. Administrator accounts use two-factor sign-in, and access to member information is limited to the people who need it. No website is perfectly secure, so please use a strong, unique password.
Your choices
- You can view and update most of your profile on the site when logged in.
- You can ask us to correct your information, or to remove your account and profile when you leave the club, by emailing webmaster@sailcarter.org. Some records (such as dues history kept for the club’s books) may need to be kept.
Children
The website isn’t directed at children, and member accounts are for adult members. Household profiles may list children’s first names for club programs such as Junior Sailing. A parent can ask us to remove that information at any time.
Changes to this policy
If we change this policy, we’ll post the new version here with a new effective date.
Contact
Carter Lake Sailing Club: webmaster@sailcarter.org