Privacy policy

Glen Oaks Swim & Tennis Club runs this website, OasisDeck, to manage club memberships, payments, sign-ups and check-ins. This page says what the club keeps about you, who sees it, who it is shared with, how long it is kept, and how to ask the club to erase it.

What the club keeps

• Your household: its name, address and phone, its membership and its bills.
• The people in it: names, the login email, phone numbers, an optional date of birth, emergency contacts and a photo if one is added.
• Children's records: medical notes, allergies and special needs that a parent enters for a child, and the details given when a child signs up for a camp or event.
• Visits and sign-ups: check-ins at the club, reservations, event and program sign-ups, and guests you bring (the guest's name and email).
• Signed agreements: the agreement, who signed it, when, and the internet address it was signed from.
• Payments: what was charged and paid, and the payment processor's reference number. Card and bank numbers go straight to the processor, Stripe. They never reach this website and are never stored here.
• Staff notes and feedback: notes staff write about members, with their edit history. Check-in and pick-up notes, which can be about children. Feedback messages that members send.
• Emails: a record of the emails the club sends you (address and subject).

The website uses one sign-in cookie. It has no advertising and no tracking cookies.

Who sees it

• You see your own record. Your household's admins see and change the records of everyone in the household.
• Front desk staff and the club admin see members' records, medical notes and emergency contacts included, to keep people safe and run the club. Only the club admin sees dates of birth. The club's accountant sees payments and the books. The gate check-in tablet shows a member's name and photo.
• Other members see you in the club directory only if you are listed there, and see your phone or email only if you choose to show them. Who sees your photo is a setting on your profile. Children start out hidden from the directory.

Who it is shared with

The club does not sell your information. It shares only what each service needs to do its job:

• Stripe takes card and bank payments. It receives the amount and a short description of what is paid for. The description can include the name of the guest, or of the person a program fee is for, a child too. Stripe does not receive the member's email or address. What you type into Stripe's payment form goes to Stripe.
• QuickBooks (Intuit) holds the club's books. The website sends daily totals by kind of sale. When a payment is moved between charges, or staff add a note to a refund, the entry can carry the charge's description, and that can include a name. The club's accountant can also download an export file that names a household on each line.
• The email service (Resend) delivers the club's emails, so it receives your email address and the message.
• Hosting and storage (Vercel runs the website and stores photos, Neon runs the database) hold the data for the club.
• GitHub holds the developers' issue tracker. When staff pass a member's feedback to the developers, the message, name, email and browser details go to it.
• Upstash keeps short-lived records of IP addresses and sign-in emails. They slow down repeated sign-in attempts. Each record is kept for at most an hour.
• Error reports (Sentry) receive details of website errors with personal details removed.
• An AI assistant that club staff can connect gets read-only access to some club records. It never receives contact details, medical or registration records, or card or bank details.

How long it is kept

The club keeps records, children's registration and medical records included, until a person asks for them to be erased or the club sets a retention period. Nothing is deleted on a schedule today.

How to ask the club to erase your details

Email or call the club (below). A club admin can erase one person's details: medical notes, date of birth, photo, phone numbers, gender, city, state and ZIP code, and emergency contacts.

Some records are kept after an erasure. Your name and household stay, so payments and check-ins still add up. Payments, signed agreements and check-ins are kept. The details given when a child signed up for a camp or event are kept for legal reasons, but hidden: no screen in the website shows them again.

A household admin can also change or remove most of the household's details at any time.

Contact

Glen Oaks Swim & Tennis Club
4301 Paradise Dr
Carmichael, CA 95608
Email: info@goswimandtennis.com
Phone: (916) 967-7022