Terms & Conditions
These Terms govern your use of Fresh Tracks, including reservations,
entry times, payments, reservation management, communications and check-in.
1. About Fresh Tracks
Fresh Tracks is an event access, reservation, payment and check-in system used by Newport Ski Swap. It helps manage buyer arrivals, event capacity, reservation communications and event-day operations.
By creating or managing a reservation, making a payment, presenting a reservation for check-in, or otherwise using Fresh Tracks, you agree to these Terms.
2. Reservations and arrival times
You are responsible for providing accurate information when creating or managing a reservation.
Your selected arrival time is the period during which your party is expected to enter the event. Arrival reservations help manage parking, entrance lines, building capacity and crowd flow.
Your arrival time is an entry time, not a shopping time limit. Unless a particular event or ticket clearly states otherwise, once your party has entered you may continue shopping during normal event hours.
Arriving substantially before or after your reserved time may affect when your party can be admitted.
3. Event admission
A reservation does not guarantee immediate admission under every circumstance. Entry may be temporarily delayed because of safety concerns, building occupancy, emergencies, weather, technical problems, unusually heavy crowds or circumstances outside the reasonable control of Newport Ski Swap.
Event staff may establish different lines or procedures for guests with reservations and guests without reservations, and may reasonably adjust entrance procedures when needed for safety or event operations.
4. Merchandise availability
A Fresh Tracks reservation provides access to the event according to the applicable reservation terms. It does not guarantee availability of a particular item, brand, size, category, price or quantity of merchandise.
Newport Ski Swap inventory changes continuously as items are purchased.
5. Paid and priority entry
Some arrival periods may require payment or may provide priority access, including Early Bird or similar entry periods.
Pricing, ticket conditions, included attendees and eligibility rules are shown when the reservation is created. By submitting a paid reservation, you authorize the applicable payment processor to charge the amount shown at checkout.
6. Payments
Electronic card payments may be processed using Square. Square handles sensitive card information through its own payment systems.
Fresh Tracks does not need to store your complete payment-card number or card security code in order to operate the reservation system.
We may retain payment-related records such as the amount, payment method category, transaction identifier, payment status, time, staff station, refund information, discounts, waivers and adjustments.
Payments are limited to the current reservation balance. Fresh Tracks is designed to prevent a new payment from intentionally exceeding the live amount still due.
7. Refunds
Refund availability depends on the reservation, ticket, payment and circumstances involved. Cancelling a reservation does not automatically guarantee a refund.
When a refund is approved, it will generally be returned through the original payment method whenever required or technically available.
- Square/card payment → refund through the original Square payment.
- Cash payment → cash refund.
- Other payment method → corresponding original method when applicable.
A refund will not exceed the amount actually paid and still refundable for the applicable original transaction.
8. Cancellations
You may be able to cancel a reservation using its secure reservation-management link. Cancelling may immediately release reserved arrival capacity for another guest.
Reservation cancellation and payment refund are separate actions.
Newport Ski Swap may cancel or modify reservations when reasonably necessary because of duplicate reservations, fraud, inaccurate information, payment issues, misuse, event cancellation, safety requirements or other legitimate operational reasons.
9. Reservation links and QR codes
Fresh Tracks may issue confirmation numbers, secure management links, QR codes, check-in codes or similar credentials.
Secure reservation-management links should be treated like private access credentials. Anyone who obtains a valid management link may potentially be able to view or manage the associated reservation.
Do not publicly post or unnecessarily share a secure reservation-management link.
10. Check-in
Check-in may be completed through QR scanning, manual staff lookup or another approved event process.
We may record check-in time, station, reservation, attendance status, party information and committed entry-capacity usage.
11. Communications
By providing contact information, you agree that Fresh Tracks and Newport Ski Swap may send transactional communications related to your reservation and event participation.
- Reservation confirmations and changes.
- Arrival reminders and instructions.
- Payment and refund receipts.
- Cancellation notices.
- Verification codes and security messages.
- Important event or operational updates.
Transactional communications are part of providing the reservation service and are separate from optional promotional messages.
12. Acceptable use
You may use Fresh Tracks only for legitimate event-related purposes.
You may not intentionally create fraudulent reservations, impersonate another person, bypass payment or capacity controls, interfere with another person's reservation, access administrative functions without authorization, introduce malicious software, scrape personal information or interfere with system security.
We may restrict, investigate or cancel activity that appears fraudulent, abusive, unlawful or harmful.
13. System availability
We work to keep Fresh Tracks reliable, but uninterrupted availability cannot be guaranteed. Temporary interruptions may occur because of maintenance, internet outages, payment-processor outages, hosting issues, equipment failures, email-delivery problems, security incidents or other technical conditions.
Event staff may use alternative procedures if Fresh Tracks is temporarily unavailable.
14. Responsibility and limitations
Fresh Tracks assists with event operations but does not guarantee error-free or uninterrupted operation.
To the extent permitted by applicable law, Newport Ski Swap and organizations involved in operating the event are not responsible for indirect or consequential losses resulting solely from temporary system outages, delayed email delivery, inaccurate information submitted by a user, unavailable inventory, operational changes or circumstances beyond reasonable control.
Nothing in these Terms is intended to waive rights or obligations that cannot legally be waived.
15. Changes to these Terms
These Terms may be updated as Fresh Tracks, Newport Ski Swap, payment practices, event operations or applicable requirements change. The current version will display its last-updated date.
Privacy Policy
This policy explains what information Fresh Tracks collects, why we process it, how it is protected and when it may be shared.
1. Our privacy approach
We collect information needed to operate the event and Fresh Tracks. We do not sell personal information and we do not use reservation information to build third-party advertising profiles.
This Privacy Policy applies to reservation, attendee, payment, refund, check-in, communication, administrative, security and audit information processed through Fresh Tracks.
2. Information we collect
Reservation holder information
We may collect first name, last name, email address, phone number, confirmation number, secure management credentials, selected event, selected arrival period, reservation status and reservation timestamps.
Party and attendee information
Depending on the reservation, we may collect attendee names, adult/child classification, age or age-related eligibility information, ticket assignment, primary contact status and party size.
Ticket and reservation information
We may process ticket type, quantity, price, arrival window, discounts, promotion codes, waivers, adjustments, capacity units or entry spots, reservation source and reservation status.
Payment and refund information
We may process amount due, amount paid, payment method category, payment status, transaction identifiers, Terminal checkout identifiers, refund identifiers, discounts, waivers, adjustments, timestamps, station information and transaction notes.
Check-in information
We may record whether a reservation was checked in, check-in date and time, check-in station, number of attendees, entry capacity admitted and the associated reservation or QR information.
Communications information
We may retain recipient name and email address, subject, message type, campaign or message identifier, delivery status, send timestamps and failure information.
Technical and security information
Our systems may automatically process information such as IP address, request timestamps, session information, authentication activity, administrative actions, security events, request identifiers, server errors and other technical information needed to operate and secure the service.
3. Card information
Electronic card payments are processed using Square. Square handles sensitive payment-card credentials through its own payment systems.
Fresh Tracks does not need to store your complete card number or card security code in order to operate reservations and maintain transaction history.
4. Why we process information
We use information for legitimate event and service purposes, including to:
- Create, maintain and manage reservations.
- Determine ticket or age eligibility.
- Reserve and monitor entry capacity.
- Process payments and refunds.
- Calculate balances, discounts, waivers and adjustments.
- Provide receipts and reservation confirmations.
- Send reminders and important event updates.
- Verify reservation ownership and provide secure access.
- Check guests into the event.
- Manage entrance lines and event capacity.
- Provide customer support.
- Prevent fraud, abuse and unauthorized access.
- Troubleshoot technical problems.
- Maintain security and audit records.
- Reconcile financial activity.
- Meet accounting or legal obligations.
5. Payment ledger
Fresh Tracks maintains a payment ledger to record payments, refunds, waivers, adjustments, payment methods, external references and transaction timestamps.
These records help determine gross money collected, refunds issued, net amount paid, remaining balance, refund eligibility and transaction history.
6. Service providers
We may use service providers that help operate Fresh Tracks and Newport Ski Swap. Depending on the service, this may include providers for payment processing, website hosting, email delivery, DNS, TLS/security protection and other technical infrastructure.
Electronic payments may be processed by Square. Network and security infrastructure may also pass through services such as Cloudflare.
Service providers receive only information reasonably necessary to perform the service involved and operate under their own legal and contractual responsibilities.
7. No sale of personal information
We do not sell personal information. We do not sell reservation data to advertisers, data brokers, marketing companies or unrelated businesses.
8. Advertising and analytics
Fresh Tracks is an operational event system, not an advertising platform.
We do not intentionally use reservation data to create third-party behavioral advertising profiles, and we do not provide attendee lists or payment histories to advertising networks for behavioral advertising.
Normal server, infrastructure, security and operational logs may still be generated because they are necessary to operate and protect the service.
9. When information may be shared
We may disclose limited information when reasonably necessary:
- To service providers operating Fresh Tracks.
- To Square for payment processing.
- To authorized Newport Ski Swap staff or administrators.
- To personnel responsible for check-in or support.
- To investigate fraud, misuse or security issues.
- When required by valid legal process.
- To protect the safety or rights of guests, staff or others.
- At your direction or with your consent.
We do not publicly publish attendee or reservation lists.
10. Staff access and audit logs
Administrative access is restricted to authorized staff accounts. Staff may access information needed for registration support, check-in, payments, communication, reporting, event administration or system operations.
Administrative actions may be recorded in audit logs. Audit information may include action type, affected record, staff user, timestamp, IP address, station, request identifiers and before/after information when appropriate.
11. Security
We use reasonable administrative and technical safeguards designed to protect information processed through Fresh Tracks.
- HTTPS/TLS encrypted connections.
- Authenticated staff accounts.
- Password hashing.
- CSRF protection.
- Session-security controls.
- Restricted administrative access.
- Audit and security logging.
- Payment tokenization through Square.
- Restricted database and server access.
- Network and infrastructure protection.
No internet-connected system can guarantee absolute security, but we design Fresh Tracks to minimize unnecessary exposure of personal and payment information.
12. Passwords and secure reservation links
Staff passwords are stored using one-way password hashing rather than readable plaintext passwords.
Some reservation-management links contain a secure token that provides access to a specific reservation. Anyone who obtains that complete link may potentially be able to use reservation-management functions.
Do not publicly post secure reservation-management links.
13. Children
Fresh Tracks may process limited information about children when a parent, guardian or responsible adult includes them in a family or group reservation.
This may include name, age, attendee classification or ticket assignment when needed for pricing, eligibility, capacity or event operations.
We do not intentionally collect more information about children than is reasonably necessary for those purposes.
14. Data retention
We retain information for as long as reasonably necessary for the purpose for which it was collected.
Operational reservation information may be retained long enough to operate the event, provide support and resolve post-event questions.
Payment, refund, accounting and audit records may be retained longer when reasonably needed for financial reconciliation, fraud prevention, recordkeeping or legal obligations.
Security logs may be retained for a reasonable period to investigate technical or security events.
15. Accuracy and privacy requests
You may be able to update certain reservation information through the secure reservation-management page.
You may also contact Newport Ski Swap to request help accessing or correcting personal information, or to ask questions about how your information is used.
Some information cannot be immediately deleted when it must reasonably be retained for payment accounting, refunds, audit integrity, fraud investigation, security records or legal obligations.
16. Email communications
Reservation confirmations, receipts, payment notices, verification codes, cancellation notices and important event updates are transactional communications necessary to provide the service.
Optional promotional communications, if used, should be treated separately and provide an appropriate way to stop receiving them.
17. Cookies and sessions
Fresh Tracks may use necessary cookies or equivalent session mechanisms to maintain application state, keep authorized staff signed in, provide security protections and operate application functionality.
These are operational rather than advertising cookies.
18. External services and websites
Fresh Tracks may link to or interact with services operated by other organizations. Those services have their own privacy practices.
This policy applies to information under Newport Ski Swap's and Fresh Tracks's control; it does not replace the privacy policies of Square or other independently operated services.
19. Security incidents
If we become aware of a security incident affecting personal information, we will investigate it and take reasonable steps appropriate to the circumstances.
Where notification is legally required, affected people and/or appropriate authorities will be notified as required by applicable law.
20. Changes to this Privacy Policy
We may update this Privacy Policy as Fresh Tracks, Newport Ski Swap, payment practices, service providers, security measures or legal requirements change.
The current version will display its most recent last-updated date.