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Privacy Policy

Privcy Policy

Last updated – December 2024

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PRIVACY POLICY

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The Campus Hospitality Managers' Association ("CHMA" or "we") take your privacy seriously. We have created this privacy policy in an effort to respect your privacy and protect your personal information. School-Members ("members" or "membership") are responsible to review this document and update CHMA of any changes to the status of their primary School-Member contact, or if any changes are required to the membership information stored or on file with CHMA. This privacy policy is incorporated and is part of the Terms and Conditions of Use of our website and all related and events. If you have any questions, please contact our general board of directors coordinator by email info@chmaonline.com. 

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Information Collection Voluntary

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When you use our services, website, membership pages, association forum or download the association membership app through the platform used in connection to the website, you are agreeing to this privacy policy. 

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  • Membership or user contact information is provided voluntarily. We will only use personal information that you provide to us, your name, your email, your employer's name, job title, mailing/billing address, telephone number and photograph or avatar. This information is necessary to access the website and member-only secure pages, but not limited to; membership, events, meetings, conferences, educational programs, online forums. You may decline to share your personal information with other members. You may decline to share your personal information with us, which may limite certain aspects of our services to you.

  • Payment information. If you choose to purchase a product or service, we use a third-party payment processor to secure your payment information, including but not limited to; your credit card number, card verification value (CVV) and expiration date. At no time do we have access to your credit card information. 

 

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Information Collected Automatically

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  • Your web browser or mobile device may automatically provide information when you visit the website, including but not limited to; your Internet Protocol (IP) address, or unique identifiers.

  • Cookies; These are stored pieces of information on your computer or device that are tied to information about you as a user. They are designed to provide a better navigational experience through websites and may included things suce as; saved passwords, page views etc. You control your own settings. You can set your computer or device to disable cookies or to alert you when cookies are being used. If you choose to disable cookies, some website may not function properly.

  • Log or Cached files. These store website information and images and from time to time should be updated. These files can also be used to analyze trends, track events and users' movement on the website

  • We use Google Analytics and tags: Google Privacy Policy

 

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Information Sharing

Personal information will not be shared outside of the association. Your information may be given to a third-party to complete a specific business transaction on behalf of the association. Such transitions may include:

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  • Your name and contact information, as voluntarily provided to the My Profile membership forum, may be shared with other forum members or develop a networking or business relationship. We are not responsible for members' profile pages or misuse of your personal information

  • Your name and contact information, as provided on the My Profile membership forum, may appear in attendee lists and delegate information resources for events, meetings and conferences. This information may be visible to other attendees. We are not responsible for the misuse of your personal information by sponsors, associate partners, or the like

  • We may disclose your information if we become subject to an order by law enforcement or the court. If we believe such disclosure is necessary to protect the safety or well-being of any person

  • If all or part of the association is merged into another entity, we may transfer the personal information you provided to us to such entity as part of that transaction

 

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Expected Communications

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  • As part of the forum you may receive notifications or email communications as such. It is important to ensure that your member profile is up-to-date and you have confirmed your opt-in status to receive these notifications. If not, you may not have full access to all services offered

  • If you subscribe to our eNews communications and marketing information, you are in full control and can unsubscribe at anytime

 

 

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If you have any questions or concerns about this Privacy Policy or how we process personal information, or if you would like to ask to remove your personal information, please contact us at:

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Campus Hospitality Managers' Association (CHMA)

info@chmaonline.com

Tems and Conditions

TERMS and CONDITIONS of USE & PLANS

 

In the membership agreement the following are express or implied to as our Standard Terms and Conditions. Subject to payment of the annual Membership Fee ("Member," "Membership," "School-Member," or "Members") and compliance with the terms of the Membership Agreement and Code of Conduct, CHMA will provide the Membership Services during the Member Period.

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  • You must be at least 19 years of age to register on behalf of your school and must be employed by a Canadian post-secondary institution or related student body association/organization

  • Only one (1) membership is required per school

  • Membership services are as outlined on the website https://chmaonline.com/members and are subject to change annually with limited notice to active membership

  • Membership fees are payable in full in advance of the Membership Start Date and are annual, to be renewed on or before each May 1st

  • All pricing plan subscriptions will auto-renew until canceled and are in full control of the registered lead contact at each school

  • CHMA will issue the Member with an invoice for the Membership Fees on or around the date of this Membership Agreement, or when requested

  • Members can renew or apply for auto renewal directly in their My Profile account

  • CHMA reserves the right to delay access to services until the Membership fees have been received in full and funds cleared

  • If the Member wishes to increase the number of permitted users of the Membership, they must notify CHMA in advance for consideration and approval

  • Members are responsible to ensure their team access and accounts are kept in good standing and updated with-in 15 days of staff changes. CHMA can remove access to those individuals who are no longer employed by the Membership-School

  • Register Now & Pay Later Promise - By selecting this ticket type during the conference or event registration process, you are agreeing to all the same terms & conditions as if you were paying for a ticket or registration fee with CHMA. This ticket will act as your contract or letter of agreement to pay in full, prior to the start of the conference or event. If for any reason a representative from your school can not attend the conference or event, you will be responsible for notifying CHMA in advance, using the same rules/terms stated below when it comes to refunds or cancelations. You (the "ticket buyer" or "primary delegate" registration holder), is solely responsible to communicate with your school if there are any changes on your side. Invoices will be sent 60-90 Days prior to the conference, with payment terms. Credit Cards are the only acceptable forms of payment.

  • Taxes - All taxes under the Membership Agreement are based on the province of Ontario, Canada

  • Refunds - You may cancel at any time. Memberships are non-refundable. Memberships can be transferred only to another employee residing at the same school or employer address. All transfers requests must be made in writing

  • Expiry - Upon expiry of this Membership agreement, Members will loose access to CHMA services

  • Termination - CHMA reserves the right to terminate user, member, or account access at anytime. If the other party commits a breach of any of the terms, or code of conduct. If the Member becomes a competitor of CHMA, immediate termination without written notice

 

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Each party undertakes to the other that it will treat information shared and resources confidential as per the terms of this Membership Agreement. CHMA bears no liability for any losses arising out of any delay or failure in the performance of its obligations and services under this agreement due to events beyond its control. If any such force majeure event continues for a period of more han one month either party may terminate this Membership Agreement by written notice to the other party without prejudice to the rights of the parties. 

Code of Conduct

CONFERENCE, EVENTS and ONLINE MEMBER FORUM FULL CODE OF CONDUCT

 

All attendees, members, speakers, sponsors, partners, and volunteers at our conferences, events (in-person or virtual) are required to read and agree to the following code of conduct. The CHMA Board of Directors will enforce this code throughout the event(s). We expect all to cooperate to ensure we help provide a safe place for everybody. By using the forum, you are also in agreement to the same code of conduct.

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Event refund policy. There are no refunds. Name changes are always accepted. For conferences please advise the host 1-week prior to the event start date. If you have any concerns or questions or need accommodations, please let a board member know.

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A full version will be provided prior to the event/conference, here is the short version:

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  • Treat each other with respect and consideration

  • Harassment-free experience for everyone, regardless of gender, gender identity, expression of interest, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), technology choices, or dress

  • Zero-tolerance policy

  • Sexual language, gestures, imagery is not appropriate for any event or online forum. Including language, talks, workshops, parties, after-parties, social media, direct messaging, or other communication forms. Members violating these rules may be expelled from the event, conference, forum, or website without a refund at the full discretion of the CHMA Board of Directors or conference host/organizers

  • No photo policy. It is to be noted that speakers, sponsors, attendees, and other Members may not wish to have their photo or video taken and shared on social media. Consent is required. Please be mindful when recording or taking photos during any CHMA organized event

  • Confidential information. It is understood that information shared on the Members-only forum and resource reference library are intended for internal purposes only for Members. Please do not share information or personal contact information outside of the association

  • If you are being harassed, notice someone else being harassed, or have any concerns, please contact a CHMA Board Member or conference host/organizer immediately. Staff can be identified on our website or by wearing branded badges at the event or can be reached directly by email: info@chmaonline.com

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​​​We expect all Members, participants, attendees, volunteers, staff, board members to follow the same policies and protocols as they are expected to as they would conduct themselves on their own campuses as employees of a Canadian post-secondary institution or business operating in Canada.

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CHMA reserves the right to change these policies at any time, without notice.

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