Ashokan Center Privacy Policy
We hold in high regard the privacy rights of our Ashokan Community including campers, staff, teachers, students and their families, who are individuals from whom we gather personal information. Any Personal Information that we gather will be treated with the utmost confidentiality. It will only be gathered, utilized, and disclosed in accordance with the guidelines laid out in this policy, unless we have obtained explicit consent from the individual for alternate uses. This policy is designed to safeguard and regulate the handling of Personal Information collected by the Ashokan Center. This policy does not cover information that is publicly accessible through our forward-facing website, commonly available through internet searches which may include employee’s and contracted staff names, titles, and business contact numbers.
Personal Information
Personal Information obtained by the Ashokan Center is typically provided directly by individuals during inquiries, registrations, surveys, purchases and part-time employee contracts.
Inquiries
Personal Information may be collected through e-mail, telephone conversations or the completion of forms. This information is provided voluntarily by the user to provide us with certain background information. Typical information provided includes contact name, address, e-mail and phone number, some of which does not constitute Personal Information. We maintain this Personal Information only for the purposes of serving our community and providing our staff with information that allows us to cater to individuals to the best of our ability.
Website Visitors
While navigating through our website, our web servers automatically gather data about your visit. This information is obtained through web server logs and includes the following statistical insights:
- The number of visitors to our website.
- The specific pages visited on our website.
- The originating domains of our visitors.
- The web browsers used by visitors to access our website.
These statistics play a vital role in enhancing our website’s functionality, monitoring its overall performance, improving content relevance, and enhancing user-friendliness. It’s important to note that no personally identifiable information is collected, except when you voluntarily provide such information. An example of this would be if you choose to share your email address when getting in touch with us through that communication channel.
Customers
When registering for an Ashokan Camp, program or workshop, it is necessary for us to collect and retain certain types of information in order to best serve our community. This includes contact information, dietary needs, and accessibility issues. In certain instances, it may also contain liability and media release waivers as well as permission to share contact information amongst other campers. We may also collect other related information for administrative purposes, or to help better provide quality programming.
We do not store credit card information on our server. We rely on third party payment gateways such as Stripe and Paypal and Square.
Use and Retention of Personal Information
Any Personal Information collected by the Ashokan Center will be used solely for our internal use. Any Personal Information in our possession is stored electronically, either on our server or on other electronic storage media.
The Personal Information we collect directly will be used to create customer profiles for our records only, to be used during the course of our active business dealings. Subsequent to the conclusion of our business relationship, this Personal Information will be retained only for the purposes of maintaining company records in accordance with reasonable and legal standards.
From time to time, we will review historic database information on our server and in our customer files and, where no longer needed or relevant for the above-noted purposes, we will destroy, erase or make anonymous such information.
We uphold a strict policy of safeguarding inquiry, visitor, and Customer Personal Information and data from any form of sale, rental, lease, commercial exploitation, or disclosure to third parties, unless any of the following conditions apply: (i) it is mandated by law or necessary to cooperate with a legitimate legal investigation; (ii) essential for safeguarding the legal interests of Ashokan Center, such as for credit checking and collection purposes as appropriate; or (iii) You grant explicit consent for such disclosure.
Student Information Forms:
Only designated school officials and appropriate Ashokan Center education staff will have access to student info forms. These forms are directly embedded into our Student Dashboard. Supplementary forms are routinely uploaded to the dashboard by designated Ashokan education employees, when schools and families are unable to access the dashboard directly. The Ashokan Center School Dashboard is secure, encrypted and password protected. Only designated school employees will have access to student data that corresponds to their school or group field trip.
Only designated school officials and Ashokan Center health staff will have access to student health information. This information has either been uploaded directly from the student’s The Ashokan Center School Dashboard is secure, encrypted and password protected.
We do not share medical information outside of the Ashokan Center Health Office, therefore do not fall under HIPPA compliance rules and regulations.
Security
We have taken all reasonable security measures to protect against the loss, misuse, access to or alteration to any information stored on our database. We operate computer networks that are protected by industry standard firewalls and password protection. Appropriate physical and managerial security is also in place. including but not limited to the execution by our employees of a confidentiality/non-disclosure agreement as a standard practice of our hiring and employment.
While we cannot guarantee that loss, misuse or alteration to collected information and data will not occur, we will use our resources and expertise to minimize the risk of such occurrences.
We provide an annual review and training with respect to this policy among our staff with potential access to Personal Information.
Contact Ashokan
If you require additional details regarding this privacy policy or its implementation, or if you wish to access Personal Information associated with You or your dependents, please feel free to contact us at tech@ashokancenter.org.
