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Policies
At the YMCA of Rock River Valley, your safety is our top priority – whether you’re in our facilities, using our programs or visiting us online. The following policies are meant to ensure the safety of members and visitors while fulfilling our core values of caring, honesty, respect, responsibility and faith. Please click the links below to access each of the policies.
Billing Policy
Beginning May 1, 2024, a 3% administrative fee will be applied to all credit card payments. Members can avoid this fee by setting up an electronic bank transfer. Members can adjust their payment method online by logging into their account. Or, bring the bank account and routing numbers to the membership desk at one of our three facilities and our team will make this adjustment.
Steps to Update Payment Method Online
- Click here to log-in to your YMCA account using your email or phone number. If you need assistance logging into your account, email us at ymcasupport@rockriverymca.org or stop by the membership desk.
- Once logged in, under Billing, click “Add Billing Method”
- Click Bank Account EFT
- Enter Your Routing and Account Numbers
- Click “Yes” to make this your primary billing method
- Click Submit
Payment Schedule:
All payments will be drafted on the 5th, 10th, 16th or 25th of each month. Fees will be collected by automatic bank draft of checking account. (All enrollees will use the auto bank draft or advance payment option). No credits will be given for any family without written approval from the YMCA Board of Directors. Your membership requires a written notice of cancellation before the end of your last month of intended membership. Please complete the change/withdrawal form located at the member experience center to make any changes to your address, enrollment, etc. There will be no exceptions or changes made to any account unless this notice has been received by the YMCA office by the last day of the month.
Non-Payment:
Non-payment could result in service fees added to your account, and suspension of your membership until all fees are paid, and current draft information is set up. To avoid these fees, please make sure that the YMCA has current and correct bank draft information on file. Our Check/ACH Policy: You agree that using a check or EFT as payment constitutes a contractual agreement. If your check/EFT is returned, it may be represented electronically or by paper draft and you will be responsible for any and all penalties, costs and incidental damages, collection costs allowed under law, including attorney’s fees, court costs, and taxes on any check that is returned. A return fee will be charged on any item that is returned by your bank and these fees may be collected electronically or by paper draft. A list of state allowed return check fees is available at: www.returnedcheckfees.com
Returned Payments:
Any payments returned for any reason will result in appropriate late fees, plus a YMCA service fee of $30.00 per incident. If a credit card is used for payment and a refund is requested, then the 3% administrative fee is not able to be returned. I agree to give notice by the end of the month if I wish to cancel my membership for any reason. If I do not give notice before the start of a new month, I understand that I will be responsible for payment in full of the new month. Without such notice, the YMCA will hold my space open and I will assume full financial responsibility.
Invoice Memberships:
Invoice memberships are available on an annual basis. In some cases, exceptions may be made to allow quarterly payments. Please be aware that we require a written cancellation notice on ALL memberships, whether bank-drafted or invoiced. Members will be responsible to pay all dues accumulated before the end of the month of the notice, regardless of usage. Invoiced memberships do not terminate at the conclusion of a paid time-period and must be cancelled in order to avoid charges.
Cancellation Policy
Guest Policy
Must be 18 years of age or older and show a photo ID to purchase a day pass. A parent must be in the facility for minors under the age of 18.
At the SwedishAmerican Riverfront YMCA location only: Day passes are only available for use before Noon.
During high facility usage at the Northeast Family YMCA and Puri Family YMCA, the Y may limit the number of guests permitted in the facility. We want to ensure our members have priority for classes and equipment. We appreciate your understanding and patience.
* Please contact your Member Experience Center, if you have questions or special circumstances.
Nationwide Members:
The Nationwide Membership program is designed to ensure that YMCA members have access to a Y when traveling. It also allows members from other YMCAs to utilize the regional facility that is most convenient. We are pleased to offer an option for your continued involvement while you are visiting and/or traveling to the Rock River Valley and using one of our Y centers.
Members of other YMCAs may utilize YMCA of Rock River Valley facilities as many times as they like. However, our regional YMCAs require that the “Home Y” will be the one that the member utilizes most often.
Locker Room Policy
Adults ages 18 and up should use the Adult-only locker room of their gender identity.
Youth under age 17 may use the For All locker room or the youth locker room of their gender identity. Boys’ and girls’ locker rooms are available at the Northeast Family YMCA and the girls’ locker room is available at the SwedishAmerican Riverfront YMCA.
The For All locker room is equipped with private changing rooms with showers and toilet facilities. This locker room is available for all genders, anyone with children of any age and gender, for people with diverse abilities and their caregivers, or for people who prefer more privacy.
Help maintain a clean facility by practicing hygienic habits in the shower and removing hair from the drain after use.
Pick-up area after use and dispose of debris in recycling and garbage bins.
Leave valuable items at home or on your person. Do not leave in lockers.
Overnight use of lockers is not permitted except for monthly rentals. Locks may be cut if left overnight.
Report any issues directly to a Y staff member.
Please respect the privacy of others while in the locker room.
Locker rooms are cell phone-free zones for the privacy of others. No digital technology devices may be used while in the locker rooms.
Members and guests are required to follow the YMCA Code of Conduct.
Member Code of Conduct
The YMCA of Rock River Valley retains the right to deny access, or suspend or cancel a membership when a member’s conduct is determined to endanger the safety of others or interfere with another member’s enjoyment and reasonable use of YMCA facilities.
Caring:
- Use appropriate language to avoid offending others.
- Avoid loud or boisterous behavior that could offend or disturb other people or classes.
- Seek to help or get assistance for those in need.
Honesty:
- Do not take things that do not belong to you.
- Report any inappropriate or illegal conduct to a YMCA staff person immediately.
- Return any lost or misplaced items to the Member Experience Center.
- Refrain from passing or sharing your membership card with anyone else.
- Enter and exit the facility honestly and appropriately.
Respect:
- Respect other people’s right to participate in the same area.
- Treat others the way you would like to be treated.
- Have fun, but not at the expense of others.
- Please do not smoke, we are a smoke free environment.
Responsibility:
- Follow the safety rules and other guidelines posted in and around the building.
- Avoid foul language, arguing, fighting or any other form of harassment or intimidation.
- Members are responsible for their own behavior and that of their guests.
- The YMCA is a “neutral zone”. Avoid displaying gang jewelry, clothing, symbols, hand signs, etc.
- Promptly report any illegal, suspicious, or inappropriate behavior to a YMCA staff person.
Faith:
- To have complete trust or confidence in someone or something including myself.
- At the Y, we honor the faith and values of all people.
- When we talk about Faith at the Y, we’re talking faith in yourself, others, the world around you, and whatever faith you believe in.
Privacy Policy
This privacy policy 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 policy carefully.
Contact:
YMCA of Rock River Valley
815-489-1252
info@rockriverymca.org
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, share or otherwise transfer 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@rockriverymca.org, 815-489-1252, 200 Y Boulevard, Rockford, IL 61107.
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
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, and shall not be retained longer than three years from your last interaction with The Y.
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.
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.
Privacy of Children
We are mindful that young people need special safeguards and privacy protection. We realize that they may not understand all 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.
If we ask for PII from children under 13 we will take additional steps to protect the privacy of such information, including:
• Obtaining 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 collection of PII from children to no more than is reasonably necessary to accomplish the purpose of the collection; and
• Giving parents access to the PII we have collected from their children and offering them the opportunity to request that such PII be changed or deleted.
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@rockriverymca.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.
California Privacy Rights
The California “Shine the Light” law permits California residents to annually request and obtain information free of charge about what personal information is disclosed to third-parties for direct-marketing purposes in the preceding calendar year. The Y does not distribute your personal information to outside parties for their direct marketing without your consent.
Updating your Personal Information
You can update your personal information by emailing us at info@rockriverymca.org or via a written request mailed to: YMCA of Rock River Valley 200 Y Boulevard, Rockford, IL 61107. Please do not send Social Security numbers or other sensitive information to us via unencrypted email.
Last updated: September 17, 2024
3.0 SMS Privacy Policy
This SMS Privacy Policy explains how we collect, use, and protect your personal information when you opt-in to receive SMS notifications or messages from us. By subscribing to our SMS services, you agree to this privacy policy.
Information We Collect
When you opt into our SMS services, we may collect the following information:
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Phone Number: Required to send you SMS messages.
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Name: Optional, but may be requested for personalized communication.
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Consent: Confirmation of your consent to receive SMS messages.
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Message Data: Logs of SMS exchanges for purposes of communication tracking and compliance.
We only collect information that is necessary to provide you with SMS services and for improving our communication.
How We Use Your Information
We may use your information for the following purposes:
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Sending SMS Notifications: To deliver transactional, promotional, or informational messages.
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Customer Support: To assist with any issues related to our services.
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Service Improvement: To analyze and improve the effectiveness of our SMS communication.
Opting In
To receive SMS communications, you must expressly opt-in by providing your phone number and any other required information. Opting in signifies that you agree to receive messages from YMCA of Rock River Valley, including promotional and transactional messages.
Opting Out
You can opt-out of our SMS services at any time by:
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Replying “STOP” to any SMS you receive from us.
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Contacting our customer service at support@rockriverymca.org or 815-489-1252
Upon opting out, you will no longer receive SMS messages from us, but you may still receive other forms of communication unless otherwise requested.
Data Retention
We retain your personal information for as long as necessary to provide you with our SMS services, comply with legal obligations, resolve disputes, and enforce agreements. You can request deletion of your data by contacting support@rockriverymca.org or 815-489-1252.
Data Security
We take appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. However, no system is completely secure, and we cannot guarantee the security of your data.
Third-Party Service Providers
We may use third-party service providers to send SMS messages on our behalf. These providers are contractually bound to protect your personal information and are prohibited from using it for any other purpose.
Legal Compliance
We comply with all applicable privacy laws, including the Telephone Consumer Protection Act (TCPA), the General Data Protection Regulation (GDPR) (if applicable), and other relevant laws regarding SMS marketing and communications.
Changes to This Policy
We may update this SMS Privacy Policy from time to time. Any changes will be posted on our website and communicated to you via SMS or email. Your continued use of our SMS services after any changes signifies your acceptance of the updated policy.
Contact Us
If you have any questions or concerns about this SMS Privacy Policy, please contact us at:YMCA of Rock River Valley
815-489-1252
info@rockriverymca.org
Sex Offender Screening Policy
Additionally, the YMCA reserves the right to deny access or membership to any person who is intoxicated or exhibits signs of misusing narcotics or dangerous drugs.
Wellness Center Guidelines
Please wipe off equipment after use and place used towels in bin.
Don’t drop or slam weights. Return equipment and rack weights properly.
Wear YMCA appropriate attire only. No open-toed or street shoes.
Only YMCA trainers are allowed to train clients on YMCA property.
Equipment from home, such as TRX, kettlebells, etc. are not allowed.
During peak times, please limit time on cardio machines to 30 minutes.
Photos/Filming: Taking photos or filming of others is not permitted without their prior knowledge and consent, and under no circumstances is any photography or filming permitted within the Kids’ Care, locker room, steam room, or sauna areas.
Youth Guidelines:
Children ages 10-12 may use cardio equipment (except stair mills) only under direct supervision of parent/guardian and upon completion of a youth orientation.
Children 13-15 may use cardio equipment (except stair mills) and pin-selected weight machines upon completion of a youth orientation.
Ages 16+ have full access to all equipment. An equipment orientation is encouraged but not required.
Youth Policy
Youth ages 0-9 may come to the Y, but must be under parent or guardian supervision at all times, unless checked into childcare or a supervised program. It is NOT permissible to have a child age 0-9 sit/observe or be in a child carrier while a parent works out or attends a class.
Youth ages 10-12 may come to the Y, but a parent or guardian must remain in the facility.
Youth ages 10-12 may use cardio equipment under parent supervision after completion of a youth orientation.
Youth under 13 may only be supervised by an adult 21 and over in facilities, unless the parent is younger than 21.
Youth age 13 and over are allowed to be in the facility without an adult, provided they are YMCA members.
Youth ages 13-15 may use cardio equipment and weight machines after a youth orientation. Free weights are not allowed.
Youth ages 16 and over have access to all equipment.
Swimming Age Considerations:
Swimmers ages 10-12 must have a parent or guardian in the building with them, but not necessarily in the pool area.
Swimmers ages 9 and under, who cannot pass the swim test, must have a parent or guardian in the water with them. In this case, the parent would need his/her own reservation.
Swimmers ages 9 and under, who can pass the swim test, must have their parent/guardian on the pool deck.
