Effective Date: October 12, 2026
Ashland Travel Club
1600 Greenbriar Drive
Ashland, OH 44805
Phone: 567-307-3273
Email: ashlandtravelclub@gmail.com
Website: https://www.ashlandtravelclub.com
Ashland Travel Club respects the privacy of our students, parents, guardians, chaperones, and adult travelers.
We collect and maintain information necessary to organize educational trips, manage registrations, track payments, coordinate accommodations, communicate with participants, and support the safety and administration of our travel programs.
This Privacy Policy explains how we collect, use, store, share, and protect information through our website, registration forms, and Ashland Travel Club management application.
Depending on the trip and registration requirements, Ashland Travel Club may collect:
Student and adult participant names
Birth dates and grade levels
Mailing addresses and telephone numbers
Parent and guardian names, email addresses, and contact information
Emergency contact information
Trip registrations and participation status
Roommate requests and hotel room assignments
Chaperone assignments and related administrative information
Payment amounts, payment dates, outstanding balances, refunds, and payment methods
Medical-form submission status
Health-related information, including allergies or medical concerns, when voluntarily provided and necessary for trip administration
Permission forms, waivers, and other required travel documents
We collect information through registration forms, direct communications, and authorized administrative updates.
We do not request payment card numbers or banking credentials through the Ashland Travel Club management application.
Information collected by Ashland Travel Club is used to:
Register students and adults for educational trips
Maintain accurate participant and contact records
Track trip payments, balances, and refunds
Generate receipts and account statements
Assign hotel rooms, buses, and chaperones
Monitor required medical and permission forms
Identify important participant safety considerations
Communicate trip details, deadlines, and schedule changes
Send payment reminders and cancellation deadline notices
Prepare administrative reports and trip rosters
Support trip planning, coordination, and emergency response
We do not sell participant information or use it for unrelated commercial advertising.
Ashland Travel Club uses Google services to support registration management and administrative communications.
Google Sheets
Our management application may connect to authorized Google Sheets containing registration responses.
This connection allows authorized Ashland Travel Club administrators to retrieve registration information, identify new or updated responses, and maintain participant records.
Access is limited to the Google permissions required for the application's approved functionality.
Gmail
Ashland Travel Club is developing an automated communication system using the Gmail API and our designated email account:
ashlandtravelclub@gmail.com
When enabled and authorized, this integration will allow the application to send:
Individual participant account statements
Outstanding balance reminders
Medical-form submission status reminders
Cancellation deadline notices
Final payment deadline reminders
Trip announcements and other administrative communications
Messages may be personalized using participant names, trip information, account balances, and relevant deadlines.
When two parent or guardian email addresses are provided, separate communications may be sent to each address.
The Gmail integration is designed to request permission to send email on behalf of the authorized Ashland Travel Club account. It does not require general access to read, modify, or delete Gmail inbox messages.
Automated sending will only occur after the feature has been configured and authorized.
Ashland Travel Club uses information obtained through Google APIs only to provide or improve the trip-management and communication functions described in this policy.
Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically:
Google user data will not be sold to third parties or data brokers.
Google user data will not be used for targeted advertising.
Google user data will not be used to determine creditworthiness or for lending decisions.
Google user data will not be used to train generalized artificial intelligence or machine-learning models.
Access to Google user data will be limited to authorized functionality and legitimate administrative purposes.
Google user data will not be disclosed to third parties except as necessary to provide authorized services, for security purposes, with appropriate consent, or as required by law.
Ashland Travel Club may share limited participant information with individuals or organizations involved in administering an educational trip when reasonably necessary.
These may include:
Authorized trip organizers and administrators
Designated chaperones and group leaders
Transportation and accommodation providers
Emergency responders or medical personnel when necessary for participant safety
Technology service providers supporting registration and communication functions
Only information reasonably necessary for the relevant purpose should be shared.
We do not publish student medical information, individual payment balances, or private contact information for general public access.
Because Ashland Travel Club organizes educational travel opportunities involving minors, we recognize the importance of protecting student information.
Parent and guardian contact information is used for trip administration, required notices, and participant-related communications.
Student medical and emergency information is intended for authorized administrative and safety-related purposes.
We do not knowingly use student information for behavioral advertising or unrelated marketing.
Parents and guardians may contact Ashland Travel Club to request corrections to information associated with their child.
Ashland Travel Club uses administrative software and authorized Google services to maintain trip-related information.
We take reasonable steps to protect personal information against unauthorized access, alteration, disclosure, or loss.
These measures may include account authentication, restricted administrative access, operating-system security controls, and backups.
No electronic storage or transmission system can be guaranteed completely secure.
Access to sensitive participant information is intended to be limited to individuals who need it for legitimate trip administration or safety purposes.
Ashland Travel Club may send emails concerning registration status, payments, medical forms, trip deadlines, cancellations, and other important travel information.
These communications are administrative and transactional in nature.
Automated reminders may be scheduled according to deadlines established for each trip.
Account reminders may stop when the applicable payment and documentation requirements have been satisfied. Important trip-wide notices may still be sent.
Recipients who believe their contact information is incorrect, or who have questions about communications, may contact us at ashlandtravelclub@gmail.com.
Requests to limit nonessential messages will be reviewed while preserving communications reasonably necessary for trip administration and participant safety.
Ashland Travel Club retains participant information for as long as reasonably necessary to administer trips, maintain appropriate financial records, resolve disputes, comply with applicable legal obligations, and address legitimate organizational needs.
Information that is no longer required may be deleted or securely disposed of in accordance with applicable requirements.
Parents, guardians, and adult participants may request access to, correction of, or deletion of their personal information by contacting us.
Certain records may need to be retained for financial, legal, safety, or administrative reasons.
Authorized Google account holders may revoke Ashland Travel Club's access to their Google account through their Google Account security settings.
Google account permissions can be reviewed at:
https://myaccount.google.com/connections
Revoking access may prevent certain features, including Google Sheets synchronization or automated Gmail sending, from functioning until authorization is restored.
Revoking Google access does not automatically delete previously imported registration information or records that must be retained for legitimate administrative purposes.
Ashland Travel Club may use third-party services for website hosting, registration collection, email delivery, or trip administration.
Those services may have their own privacy policies and security practices.
Our website may also contain links to external websites. Ashland Travel Club is not responsible for the privacy practices of websites outside our control.
We may update this Privacy Policy to reflect changes in our services, technology, administrative practices, or applicable requirements.
When changes are made, the effective date will be updated.
Material changes affecting how authorized Google user data is used will be disclosed as required, and additional consent will be requested where applicable.
For questions about this Privacy Policy, participant information, account records, or privacy-related requests, please contact:
Ashland Travel Club
1600 Greenbriar Drive
Ashland, OH 44805
Email: ashlandtravelclub@gmail.com
Phone: 567-307-3273
Website: https://www.ashlandtravelclub.com
We will review privacy-related requests and respond within a reasonable timeframe.