Purpose: The purpose of the Privacy Policy is to make it known to individuals using the YMCA website, online resources and mobile applications, our policies regarding the protection of information shared.

Scope: This policy applies to the personal information that you provide to the YMCA, either through our websites and mobile applications or in person at a YMCA branch or program site. This policy does not apply to your use of unaffiliated sites to which our websites link. This policy does not apply to Personal Health Information (“PHI”) collected through the YMCA Diabetes Prevention Program or any other program offered by The Y that requires the collection of PHI or other HIPPA protected information.
 

Roles And Responsibilities:

The Chief Operations Officer is responsible for overseeing this policy.
 

Policy:

EXTERNAL PRIVACY NOTICE

This privacy notice will advise you about our guidelines concerning the use of your personal information, including the reasonable efforts we make to protect your personal information in accordance with these guidelines, and about what choices you have concerning our use of such information. Please read this notice carefully.

The YMCA of Metropolitan Dallas has adopted and implemented this Privacy Policy as part of our commitment to protecting your personal information from misuse.

The YMCA’s website is not directed at children under the age of 13.  If you are under 13, please do not provide any personal information on this Website.

1.0     PRIVACY

We keep your private information private by:

• Not selling your information. You have entrusted the National Council of Young Men’s Christian Associations of the United States of America and its independent and autonomous member associations (collectively “The Y”) with your personal information, and we're committed to using it wisely. The Y will not sell your personal information to anyone without your consent. 
• Restricting who has access to your information. The Y takes reasonable precautions to restrict access to your Internet account and personal information only by employees who are authorized to have such access for business purposes. If you have any questions or concerns about our privacy policy, please contact us at info@ymcadallas.org or 214-880-9622.  

Please refer to this policy regularly. The Y may need to change this policy from time to time to address new issues and reflect changes on our websites or within YMCA branches. We will post material changes on our websites or otherwise notify you and update the “Last Date Updated” field in the “Revision History” at the bottom of this page so that you will always know our policies regarding what information we gather, how we might use that  information, and whether we will disclose that information to anyone.

Scope Of Privacy Policy

This policy applies to the personal information that you provide to The Y, either through our websites and mobile applications or in person at a YMCA branch or program site. This policy does not apply to your use of unaffiliated sites to which our websites link. This policy does not apply to Personal Health Information (“PHI”) collected through the YMCA Diabetes Prevention Program or any other program offered by The Y that requires the collection of PHI or other HIPPA protected information.

Collection Of Personally Identifiable Information

The Y collects personally identifiable information (PII) from you when you voluntarily submit such information to us. The collection of PII may occur in person or on a website or mobile application operated, provided or otherwise controlled by The Y. This information may include your name, home address, email address, telephone number, date of birth, demographic information, sex-offender status, membership status, emergency contact information, and other information that we may need to collect in connection with certain events, including but not limited to:

• registration for, or participation in, events, classes, camps, and other activities or programs offered by The Y;
• participation in YMCA Nationwide Membership
• registration for surveys, forums, content submissions, chats, bulletin boards, discussion groups, requests for suggestions, or other services or activities offered on our website;
• answering your inquiries about our websites, organization, membership, or other services or activities;
• registration as a member of The Y; and

 Use And Disclosure Of PII

If you do provide us with PII, The Y may contact you based on the information you provide to communicate with you about YMCA activities that may be of interest to you and your family.

The Y will use its best efforts to never disclose any PII about you to any third-party for purposes unrelated to the YMCA without having received your permission except as  provided for herein or otherwise as permitted or required under applicable law.

We do not rent or sell PII, including information provided about children, to third-parties. The Y may share PII with trusted service providers, such as payment processors, technology partners or other providers that need access to your information to provide operational or other support  services while  you are a  YMCA member or program  participant.  In certain circumstances, we may also share information with select similar nonprofit organizations that may offer activities of interest to you.

We may also provide PII to regulatory authorities and law enforcement officials in accordance with applicable law or when we otherwise believe in good faith that the provision of such information is required or permitted by law, such as in connection with the investigation or assertion of legal defenses or for compliance matters.

Collection Of Payment Transaction Information

When you make a payment or donation, we collect information to process the financial transaction and may use that information to contact you in the future about The Y and its programs. Your payment information is transmitted to us, using a secure Internet method that helps maintain the privacy of this information. During the time your payment information resides on our computers, it is in an encrypted format and can only be accessed by authorized personnel with a decryption key.

Collection Of Non-Personally Identifiable Information

We collect non-personally identifiable information without limitation, through the use of the following types of methodology:

• “Cookie” technology: A cookie is an element of data that a website can send to your browser, which may then store it on your system to help enhance your experience in using our sites and to provide us with technical information about your usage.
• IP address tracking: An IP address is a number that is assigned to your computer  when you are on the Internet. When you request pages from our Sites, our servers log your IP address.
• Web beacons: A web beacon, or “clear gif,” is a small graphic image on a webpage or web-based document that a website can use to determine information about a user.

Non-personally identifiable information might include the browser you use, the type of computer you use, technical information about your means of connection to our websites (such as the operating systems and the Internet service providers utilized), and other  similar information. Our systems may also automatically gather information about the areas you visit and search terms you utilize on our websites and about the links you may select from within the sites to other areas of the World Wide Web or elsewhere online.

Although an industry-standard do-not-track (DNT) protocol has not yet been established, The Y’s information collection and disclosure practices and the choices it offers to consumers will continue to operate as described in this Policy.

Use Of Non-Personally Identifiable Information

We use non-personally identifiable information for our purposes related to running YMCAs and their programs, and, in particular, to administering websites, and, in the aggregate, to determine what technologies are being used. We may also share aggregate,  non- personally identifiable information with third-parties.

Collection Of Sensitive Information

Where necessary, The Y may collect certain sensitive information from you, including

• payment card or bank account information to process fees or donations;
• health information in connection with various fitness programs, programs in which we are responsible for supervising children, health screenings, or other health service events that we may provide from time to time; and

Access to sensitive information is restricted to those individuals who have a legitimate need for access. We will not use or disclose your information to third-parties unless such disclosure is necessary to accomplish the purpose for which the information is collected.

Collection of Photographs

The Y may also collect your photograph, by capturing your image at a YMCA or scanning your personal identification card, for the purpose of identifying you as a member, volunteer or program participant. Your photograph will not be used for any commercial purpose without your authorization.

Privacy Of Children

We are mindful that young people need special safeguards and privacy protection. We realize that they may not understand or be able to meaningfully consent to  the provisions  of our policy or be able to make thoughtful decisions about the choices that are made available to our adult users. We strongly urge all parents or legal guardians to participate in their children’s exploration of the Internet and any online services and to teach their  children about protecting their personal information while online.

To provide the services we offer, we sometimes need to collect certain information about children in both online and offline contexts. If we ask for PII from children under 13 in connection with our online services, where required we will comply with the  Children’s Online Privacy Protection Act (COPPA), including taking additional steps to protect the privacy of such information, including

• obtaining  verifiable  consent  from  the  parent  or  legal  guardian  of  the  child  before collecting or using the child’s PII;
• notifying parents about what PII is being requested and how that PII will be used and/or shared, such as through this policy;
• limiting the online collection of PII from children to no more than is reasonably necessary to accomplish the purpose of the collection;
• giving parents a description of and access to the PII we have collected from their  children;
• offering them the opportunity to request that such PII be changed or deleted;
• offering them an opportunity to prevent any further use or collection of information about their children; and
• maintaining reasonable procedures to ensure the confidentiality, security and integrity of the personal information collected.

We may also need to collect certain information about children and minors in an offline context, such as when 

• a parent or legal guardian of a minor signs up for a membership including the child at a local YMCA, or for a program or camp we offer at one of our locations; and
• minors visit our facilities without a membership, where we may collect information about them to be able to contact their parent or legal guardian to notify them of an injury or other issues involving the minor. 

Links To Other Sites

Users may find other content on our websites that link to the sites and services of other third-parties. We do not control the content or links appearing on these sites. Third-party sites or services, including their content and links, may be constantly changing and may have their own privacy policies and customer service policies. We encourage you to review the privacy policies of any third-party sites or services before providing any of them with your personal information.

Choice/Opt-Out

If you opt-in to receive information from us, you can change your mind later. If at any time you would like to stop receiving such information or opt out of a feature, you may change your options by contacting info@ymcadallas.org. You should be aware, however, that it is not always possible to completely remove or modify information in our databases and servers, although we will make reasonable efforts to do so upon your request, and we are unable to have your information removed from the records of any third-party who has been provided with your information in accordance with this policy.

Personal Data Access And Accuracy

You may contact The Y with inquiries or complaints regarding the use of information about you. We will use reasonable efforts to grant reasonable requests to access data about the requester. We will also make reasonable requests to correct any incorrect or misleading  data about the requester.

2.0     SECURITY

YMCAs take appropriate administrative, technical, and physical measures to safeguard against unauthorized processing of personal information, and against the accidental loss of, or damage to, personal data. However, The Y cannot provide an absolute guarantee of the security of any of our websites or any other site on the Internet.

Consent To Transfer

YMCA websites are operated in the United States. If you are located outside of the United States, please be aware that any information you provide to The Y will be transferred to the United States By using YMCA websites, participating in any YMCA services, and/or providing us with your information, you consent to this transfer.

Updating Your Personal Information

You can update your personal information by emailing us at info@ymcadallas.org or via a written request mailed to:  Brandy Perryman, Chief Operating Officer,146 Town Center Blvd. Coppell, TX 75019. Please do not send Social Security numbers or other sensitive information to us via unencrypted email.

Contacting the YMCA about privacy questions or concerns.

If you have any questions about this Privacy Notice, the practices of this site, or your dealings with this site, please contact the YMCA by sending a letter to:

The YMCA of Metropolitan Dallas 
Attn:  Marketing  Department 
146 Town Center Blvd.
Coppell, TX 75019

You may also contact us by e-mail at rwilson@ymcadallas.org.

Privacy Policy Changes

This Privacy Policy was last changed on November 1, 2017. If the YMCA makes changes to any terms or conditions of the Privacy Policy, the changes will be posted in this document so that you will always know what information we gather, how we might use that information and to whom we will disclose it. The YMCA of Metropolitan Dallas reserves the right to change, modify, add or remove portions of this Policy at any time, and any changes will become effective immediately upon being posted unless we inform you otherwise. A conspicuous notice will be posted at least one week prior to the change. The YMCA treats personal information in a manner consistent with the Privacy Notice under which it was collected, unless you consent to a different use.

Member Right to Immediate Termination: You may cancel your membership without penalty or further obligation during the first thirty (30) days of your membership by submitting in writing your notice of termination. Memberships may be terminated in person, by fax or email. All membership fees paid to the YMCA, including joining fees, will be refunded to you.

Member Ongoing Right to Termination: After the first thirty (30) days of membership, you may terminate the remainder of your membership by giving the YMCA notice at least thirty (30) days prior to your next scheduled payment date. Memberships may be terminated in person or by email. If you have an Annual membership, you will receive a refund prorated for the amount of time that you have used the YMCA prior to termination. Joining Fees are NOT refundable after the first thirty (30) days of membership.

Additional Rights to Termination

You, or your estate, may also terminate your membership for the following reasons and receive a prorated refund:

1. In the case of your death.
2. If the YMCA is not able to provide membership services because the YMCA fails to open a planned YMCA, or permanently discontinues operations of a YMCA, or substantially changes the operation of the YMCA and no longer offers membership services.

All membership fees paid by the member for the terminated membership, for reasons outlined above, prorated for the amount of time that the YMCA was used by the member prior to termination, will be refunded to the member or his/her estate within fifteen (15) business days of the YMCA receipt of written notice.

I have given authority to the bank or credit card issuer named at the time of membership purchase to honor pre-authorized debits drawn by the YMCA on my account for membership payments as indicated. It is understood that the draft on my account shall constitute valid notice of such payment due on my membership. When the bank or credit card issuer honors the payment, my account statement shall constitute receipt for the payment.

1. Credit Card/Bank Draft is a continuous membership plan. Your membership will remain active until you submit a written termination notice.
2. If you wish to terminate or change your membership in any way, you must give the YMCA a thirty (30) day written notice in advance of the your next draft in order to guarantee termination/change will take effect prior to that draft.
3. The YMCA may, at its discretion, adjust the monthly rate it charges for my membership. You will receive at least 30 days notice prior to any change.
4. Should any preauthorized credit or bank draft not be honored by the issuer when received by them, the YMCA will automatically resubmit that draft for payment within ninety (90) days and add to it a $25.00 service charge. The YMCA service charge is in addition to any service fee your bank may charge.
5. After one (1) unpaid draft/month, the YMCA will immediately terminate your membership until all payments are up to date.

1. With approval from the Executive Director, your membership may be placed on hold for (3) months per 12 month period at no charge for reasons of medical injury or illness or extended travel. You must give thirty (30) days written notice prior to the month(s) you wish to have your membership held.
    
2. Membership Cards are not transferable to anyone else and remain the property of the YMCA and must be surrendered upon termination of your membership.
    
3. There may be a fee assessed for replacement membership cards.
    
4. A Joiner Fee will be reassessed to memberships that have lapsed for more than sixty (60) days
    
5. Members must maintain active membership throughout the duration of enrolled program to continue to participate in programs at the member rate. If your membership lapses or is terminated prior to or during the enrolled program, you will be charged the program rate. This amount or difference between rates will be due at termination of membership.

Photo Release

The Y photographs and videotapes various activities for promotional use. Please let the photographer/videographer know if you do not wish to be included in pictures.

Your YMCA Photo Release is as follows and is stated on all Membership Information Forms: I grant permission for the YMCA to use my and my minor child(ren)’s likeness in a photograph, video, or other digital media (“photo”) in any and all of its publications, including web-based publications, without payment or other consideration.  I understand and agree that all photos will become the property of the YMCA and will not be returned.  I hereby hold harmless, release, and forever discharge the YMCA from all claims, demands, and causes of action which I, my heirs, representatives, executors, administrators, or any other persons acting on my behalf or on behalf of my estate have or may have by reason of this authorization.

Joiner Fee

A joiner fee is a one-time fee paid when you purchase your membership. Current members are exempt from this fee if the membership is renewed within 60 days of the cancellation date.

The Dallas YMCA believes that the path of health and wellness starts at a young age and that youth should have access to healthy living opportunities in their daily lives. Parents may choose for their child(ren) to visit the YMCA without adult supervision in accordance with the following youth policy.

AGES 0-7

• Households/Families are welcome to stay together and use the facility

AGES 8–9

• Youth may use the gymnasium and pool during open gym/swim times under the supervision of a responsible guardian 14+ years old.

• Youth may use the fitness floor under the supervision of a YMCA personal trainer or YMCA fitness professional.

AGES 10 and Older

• Youth have full use of the gymnasium/pool* during open times. Swim time capped at 2-hour max per day.

• Youth can participate freely in Group Exercise classes.

• Youth can use the fitness center after completing required orientation.
 

Free child-watch is available to those on a household membership. Please see Member Services for ages served and time limits.

Facility usage is subject to following all posted and communicated information including but not limited to behavior standards, pool rules, child watch policies and fitness floor/weight room policies.

*Use of pool contingent upon passing YMCA Swim Test.

1. All pre-paid personal training sessions must be used within six months of purchase. Prior to the six-month expiration the client may arrange with their trainer to extend sessions past six months with PT Director approval. If such arrangement is not made, all sessions not used within six months are automatically forfeited without further notice to the client.
2. No refunds are given for unused, prepaid sessions for any reason. All personal training packages are final sale.
3. Training sessions may be rescheduled; however, the client must give no less than 24 hours’ notice to their trainer if they cannot make a session. If less than 24 hours’ notice is given, or if a client does not show up for a session, the client will be held responsible and forfeit the missed session.
4. Purchasing Personal Training packages must be done through the YMCA purchasing process. The Personal Trainer is never to be paid directly.
5. All 1 on 1 Personal Training packages are intended for individual use, they are not permitted to be divided between participants. All participants must purchase their own package. Packages must remain intact in original length of time sold (60 minute sessions may not be split into 30 minute sessions).
6. All Personal Training sessions are to occur at the scheduled time agreed upon by client and trainer. If the client is late for their session, the time will be forfeited and the session will end at originally scheduled time.

CHILD PROTECTION – KNOW, SEE, RESPOND

Ensuring children are safe from abuse and able to learn, grow and thrive is the highest priority of the YMCA.  We are committed to creating programs that protect children from abuse but we are also committed to providing our families and community with information to keep kids safe everywhere.  It is the power of our community knowing, seeing and responding which will make it more difficult for offenders to abuse.  

• One in 10 children will experience contact sexual abuse in the U.S. before age 18[iii]
• In as many as 93 percent of child sexual cases, the child knows the person that commits the abuse. [xiv]
• 60% of children who are sexually abused do not disclose[xvi] [xvii] [xviii]

What can you do to protect kids? Visit www.ymcadallas.org/cap for more information.

1. Know
   • How to recognize boundary violations and how offenders operate
   • Teach your child rules about their bodies
   • Learn about YMCA Child Protection Policies and let us know if someone is not compliant
2. See
   • ​​​​​​​Warning signs of abuse
   • Emotional boundary violations
   • Physical boundary violations
   • Behavior boundary violations
3. Respond
   • Whether you suspect abuse, observe policy violations, or just have an odd feeling about someone or their behavior, acting is the most important role you can have
   • Concerns about child safety?  Report anonymously through the Values Line at 844.992.4795
   • Adults in Texas are mandated to report suspected abuse. Do so by calling the hotline or reporting online

1. Do not engage in behavior or comments that are, or could be construed by any observer to be, harsh, abusive, coercive, threatening, intimidating, shaming, derogatory, demeaning, or humiliating.
2. Do not engage in personal attacks, sexually oriented conversations, or discussions about sexual activity.
3. Be a positive role model by exhibiting professionalism in all interactions; portray an attitude of respect, loyalty, patience, courtesy, tact, and maturity.
4. Only program-related messaging may be communicated electronically between employees and volunteers of the organization and consumers, and parents/guardians. Such communication should generally occur during standard business hours.
5. Employees and volunteers are prohibited from sending private messages to consumers and/or replying to private messages from a consumer. If a consumer attempt to privately communicate with an employee or volunteer electronically, their supervisor must be notified immediately.
6. Personal social networking profiles and/or blogs of employees and volunteers shall be private and not shared with consumers. Employees and volunteers with profiles on social networking sites shall not request to be “friends” with or follow consumers or approve friend or follow requests from consumers.
7. Employees and volunteers may not engage in electronic communication or social media contact with other family members or friends of consumers.
8. Never reveal sensitive or confidential information, including identifiable details or photos of a consumer without written consent from their parent or legal guardian.
9. Employees and volunteers may not post or share on their personal social media accounts any photographs or videos of consumers participating in the organization’s programs.
10. Employees and volunteers may not post or share inappropriate photos or comments on photos of consumers.
11. Do not make pornography in any form available to consumers participating in the organization’s programs, events, and activities or assist consumers in any way in gaining access to pornography.
12. Employees and volunteers may not create web pages on behalf of the organization unless they have prior approval to do so and may not misrepresent their work with the organization or the organization itself.
13. Employees and volunteers engaging in social media and online communication become a public figure associated with the organization and are responsible to help protect the organization and its consumers. Always act in a professional and constructive manner and use sound judgement before posting or sharing content.
14. Rather than personally defend the organization’s reputation, employees and volunteers should notify their supervisor or an administrator of a negative comment or online representation or if any member of the media contacts them about any matter related to the organization.
15. Employees and volunteers must adhere to uniform standards of electronic communication and social media use as outlined in any applicable organizational policies and procedures.
16. This Code of Conduct and associated policies and procedures shall be provided to parents/guardians of consumers. It shall also be available on the organization’s website for public view.
17. Consumers and Parents/guardians may request in writing that a consumer not be contacted through any form of electronic communication or social media by an employee or volunteer of the organization

Differences of opinion are welcome as long as they are respectful. Be courteous and respect those asking questions with friendly, informative discussions. If it’s not, it will be deleted. Posters will be permanently banned immediately for a serious, willful, and/or repeated violation of any of these rules.

User-submitted content (including comments, updates, photos and videos) do not necessarily represent the views of YMCA of Metropolitan Dallas.

The statements and opinions posted on ymcadallas.org/blog are offered for educational, informational, and social purposes only, should not be construed as personal medical advice, and are not intended to diagnose any medical condition or replace your or anyone else’s healthcare provider. Please consult with a physician or local healthcare provider before taking any advice that might affect you or anyone else’s health and well-being.

Some links featured on our website, social media, blogs, and forums will take you to non-YMCA websites. The views and opinions of authors expressed on those websites do not necessarily state or reflect those of the YMCA of Metropolitan Dallas.

For more information about this policy, please email: media@ymcadallas.org