Privacy Policy

Effective Date: April 16, 2025

Oakwood Resort is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy outlines how we collect, use, disclose, retain, and safeguard your personal information in compliance with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

We collect personal information from you in a variety of ways, including when you:

Make a reservation or register as a guest (online, by phone, or in person)
Sign up for newsletters or promotional offers
Submit inquiries or feedback via our website or customer service
Participate in events, weddings, or conferences at Oakwood Resort
Use services such as our golf course, dining facilities, or event spaces

Personal information may include:

Full name
Home or business address
Email address and phone number
Payment method and billing information
Driver’s license number (if paying with debit or cash)
Make and license plate of your vehicle
Preferences related to your stay or event
Any other information you voluntarily provide

2. Purpose of Collecting Personal Information

We collect your personal information for the following purposes:

To comply with legal requirements, including Ontario’s Hotel Registration of Guests Act
To process and confirm reservations, bookings, and payments
To contact you regarding your stay, booking, or inquiry
To maintain a guest history to enhance future experiences
To communicate special offers, promotions, and resort news (with your consent)
To improve our products, services, and overall guest experience
For safety, security, and operational purposes

3. Consent

By providing personal information to Oakwood Resort, you consent to our collection, use, and disclosure of it as described in this Policy.

You may withdraw your consent at any time, subject to legal or contractual obligations, by contacting our Privacy Officer (contact details below).

4. Limiting Use, Disclosure, and Retention

Your personal information will only be used or disclosed for the purposes identified at the time of collection or as required by law. We do not sell or share your personal information with third parties for marketing purposes.

We may disclose personal information to:

Service providers assisting with bookings, payment processing, or marketing (bound by confidentiality)
Law enforcement or regulatory bodies, when required by law
A buyer or successor in the event of a corporate sale, merger, or restructuring

We retain personal information in our guest history database indefinitely unless you request its removal.

5. Accuracy and Access

We aim to ensure your personal information is accurate and up-to-date. You may request access to your information or ask us to correct inaccuracies by contacting us.

6. Safeguards and Security

We take appropriate measures to protect your personal information, including:

Secure databases requiring authorized access
Encryption of sensitive data where applicable
Limited access to personal data by employees with a business need
Secure disposal of printed documents through shredding

7. Accessing or Updating Your Personal Information

You may access your personal information or request its correction by submitting a written request. We will respond within a reasonable time and in accordance with legal obligations.

8. Withdrawing Consent

You may withdraw consent to our use of your personal information at any time by contacting our Privacy Officer. Withdrawal of consent may affect our ability to provide certain services.

9. Inquiries or Complaints

If you have questions, concerns, or complaints regarding this Privacy Policy or our privacy practices, please contact:

Privacy Officer
Oakwood Resort
70671 Bluewater Hwy, Grand Bend, ON N0M 1T0
Phone: (519)238-2324
Email: privacy@oakwoodresort.ca

We will respond to inquiries within 30 days or as required by law.

10. Changes to This Policy

This Policy may be updated periodically to reflect changes in legal requirements or our practices. The updated version will be posted on our website with the revised effective date.