Thursday, December 13, 2018

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Privacy Policy


Updated September 2018

Purpose

The purpose of this policy and/or procedure is to disclose how we share and protect information collected from our members.

Policy

Kalamazoo Area Runners (KAR) has adopted the National Road Runners’ Clubs of America Privacy Policy (RRCA) Effective November 1, 2008 as updated June 6, 2018.

Our Commitment to Privacy

Kalamazoo Area Runners (KAR) is the sole owner of the information collected on its sites and through other means. We will not sell, share, rent, or otherwise disclose this information to other parties other than as disclosed in this statement. KAR collects information from our members, website, and other third party sources used by KAR in a variety of ways.

The KAR website, group email system, social media platforms, and associated blogs contain links to other sites. Please be aware that KAR is not responsible for the privacy practices of other websites. We encourage our users to take appropriate precautions when leaving our website and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by KAR.  KAR member registration is administered by RunSignUp.com, group email system by ConstantContact.com and blogs by Word Press and their privacy policies apply respectively.

What information is collected from you and how it is used

No registration is required to read the public parts of the KAR web site and associated blogs. Only duly authorized representatives of KAR may post information or materials on the KAR public website, blog and group email system.  Materials posted by a third party to the public website, blog or group email system must be authorized by a KAR Board member. Only authorized staff or volunteers may access the private KAR sections of the website and post materials there, should such private section be established.  KAR collects information from our users at several different points throughout our website, RunSignUp, blogsites, social media, and group email system and from other sources. This section describes these points of collection.

Membership Registration

In order to become a member of KAR, interested parties must first complete a membership registration form.  KAR online member registration is administered by RunSignUp.com and their privacy policy applies. During registration an applicant is required to give contact information such as name, address, phone number and birth date for all individuals seeking membership in the club, and email address for all individuals over 18 or older. For individuals seeking membership, this information is used to obtain adequate insurance coverage for the club and events and to create a membership database so we may contact members about topics pertaining to KAR. All information is required unless otherwise stated on the membership form. This privacy policy governs both members who apply online or otherwise. Individuals that are not directly a member of the club may be required to give information such as name, address, phone number, birth date and e-mail address in registering for club events and programs. This information may be used to create a database so we may contact members about topics pertaining to KAR.

Event Registration

In order to register for an event through the KAR website, RunSignUp, affiliated website, blog, group email system or other authorized third party, an individual is required to give contact information such as name, address, phone number, and e-mail address, as well as other information about him or her, including, but not limited to age, sex, qualifying mark(s), etc. KAR uses RunSignUp.com for all event registration. You can review the RunSignUp.com privacy policy at https://runsignup.com/About-Us/Privacy-Policy.

Newsletters and Group Emails

For our members who receive our group emails and newsletter(s), print or digital, we ask for contact information such as name, address, and e-mail address. This contact information is managed by KAR according to this privacy policy. KAR uses Constant Contact to house our email list and for sending emails to our email subscribers, members, and other contacts that we have legally obtained. KAR does not sell its email list to third parties. All recipients of email communications may unsubscribe using the feature offered by our provider. Once a user unsubscribes from one KAR distribution, Constant Contact will remove you from all KAR distributions. You can review the Constant Contact privacy policy at https://www.endurance.com/privacy/privacy.

Orders

We may request information from the user on our printable mail in order forms. A user must provide contact information (such as name, phone number, email and shipping address).  This information is used to fulfill users’ orders. . If we have trouble processing an order, this contact information is used to get in touch with the customer. Customers’ names and addresses may be shared with third parties as necessary to process, fulfill, or ship orders. KAR accepts cash and check only in conjunction with printable forms and does not request information regarding credit cards or bank accounts. Financial information is never shared inside or outside our organization, except as necessary to process the order. This contact information is never shared by KAR.

Security

Sensitive information (such as credit card number) is collected from members and event participants by RunSignUp, which uses SSL and redirect technology to ensure safe collection of such information.    No sensitive information (such as credit card number and/or social security number), is collected by the KAR website, blog or group email system. All of our users’ mail-in order information, not just the sensitive information mentioned above, is restricted to use by Board Members and Board appointed representatives.  Only KAR Board Appointed representatives who need the information to perform a specific job (for example, our Treasurer or a Board appointed representative) are granted access to personally identifiable information.  If you have any questions about the security within KAR, you can send an email to the President at bonnie.sexton@kalamazooarearunners.org.  KAR does partner with reputable third-party, internet commerce sites that may collect donations, individual member data and revenue, or sell merchandise or services. These parties are solely responsible for the content and security of their site. KAR is not responsible for the security of these sites. Please review the privacy policies of these third-party providers.

Contests and Surveys

From time to time, we may request information from users via surveys or contests. Participation in these contests or surveys is completely voluntary, and thus the user has a choice about whether or not to disclose the information requested. Information requested may include contact information (such as name, address, email address), and demographic information (such as zip code, age level). Contact information will be used to notify the winners and award prizes. Survey information will be used for purposes of monitoring or improving the operations of KAR. Information from these contests and surveys may be combined with other information we have about you. Survey information, including contact information, may be shared with KAR’s event/program partners in certain circumstances solely for the purposes of monitoring or improving event/program operations.

Log Files

We use IP addresses to analyze trends, administer the site, track user’s movement, and gather broad demographic information for aggregate use (e.g. statistics). IP addresses are not linked to personally identifiable information

Cookies

The KAR website uses cookies solely for navigation control within forums, opinion polls and error reporting. No identifying data is collected through cookies.

Sharing

We will share aggregated demographic information about our website users with users, partners and advertisers. This is not linked to any personal information that can identify any individual person.

Other Collection Points

We may also collect information from people through other means such as on the telephone, by e-mail, by fax, on paper, and in person. This privacy policy governs the use and disclosure of that information as well.

With whom the information may be shared and other kinds of disclosures

KAR will occasionally share information with other KAR entities and third parties. This section describes what information we share and with whom.

Sharing with RRCA entities

RRCA Clubs receive reports about members of the organization, including name, address, phone, e-mail address, etc. This information is used to contact members about general-interest matters and specialized topics in the same manner as described above. RRCA Clubs occasionally shares aggregated demographic information with their board, members, partners and advertisers. Again, this is not linked to any personal information that can identify any individual person.  RRCA affiliated clubs, events and allied organizations utilizing the 501(c) 3 nonprofit exemption status are required to adopt and abide by the National RRCA Privacy Policy. Certain RRCA members may have their own privacy policies. These may be more restrictive, but should never be less restrictive, than the national policy. The national RRCA policy supersedes any RRCA member’s policy if the member’s policy is less restrictive. If a member’s policy is more restrictive than the national policy, then the RRCA respects the member’s policy unless it prohibits the submission of bona fide names and address for the purposes of membership. This contact information is required as a condition of membership.

Sharing with non-KAR third parties

KAR occasionally enters into partnerships with other running/track & field/ and health & fitness organizations or companies. The partnerships may be developed to receive or provide services to such organizations. When KAR provides the services or collects information for partners, this privacy statement will govern the use of such information for the partnership unless otherwise stipulated in a contractual arrangement that is more restrictive than this policy. When someone signs up for a KAR event, the necessary information (name, address, age) is shared with the event personnel. These parties are not allowed to use personally identifiable information except for the purpose of entering the person in the event. However, this information may be used to create programs and other documents which may include the individual’s name, home city and state, age, etc. KAR has advised event personnel that if they plan to use this information for purposes other than entering a person in the event, they must notify the individuals at the time of collection and the individual will have the option of being excluded from use for such other purposes.  Members may opt out of inclusion in such lists by writing or emailing to the KAR Vice President at membership@kalamazooarearunners.org.

We may use an outside shipping company to ship orders, an outside printing company to print certain publications, and a credit card processing company to bill users for goods and services. These companies are directed not to retain, share, store, or use personally identifiable information for any secondary purpose.  We occasionally share aggregated demographic information with our corporate sponsors, suppliers, partners, and advertisers. This is not linked to any personal information that can identify any individual person.

We will occasionally make our comprehensive club mailing list available to third parties through a mailing list service. KAR maintains rights over the list and has the full authority to determine who has access to the list. The mailing list only contains the postal mailing address of the members and the member’s names. It does not contain any personally identifiable information.

From time to time, we also provide or are contractually obligated to provide postal or e-mail lists to KAR corporate sponsors, suppliers, or other partners for the specific purpose of fulfilling a partnership agreement or offering discounts or perquisites which we think might be of interest to our members. These companies or organizations are contractually obligated not to use these mailing lists for any other purposes or to disclose them to any third party. Members may opt out of inclusion in such lists by writing or emailing to the KAR Vice President at membership@kalamazooarearunners.org.

We will also share information to prevent fraud, to respond to a legal process, or as otherwise required by law.

Other kinds of disclosures of personal information

KAR Elected Officers, Appointed Club Officers, as well as KAR Committee members, Sub-Committee members, and other Board appointed authorized representatives may have their name, address, fax number, phone number, and e-mail (work and/or home for each) listed on the website, group email and blogs and in print for contact purposes. Any person who accepts an official position with KAR agrees to have his/her contact information made available to KAR’s members and the public, unless requested otherwise. The KAR is required to share contact information on all KAR Officers with the internal revenue service and state agencies.  Some individuals may have their biographies posted on the KAR website or otherwise published by KAR. These people agree to have certain information about them communicated to the public, including, but not limited to, name, home city and state, age, educational background, etc.

Children

Protecting the privacy of the young is especially important. For that reason, we adhere to the 1998 Children’s Online Privacy Protection Act (COPPA). For more information on COPPA, visit the Federal Trade Commission’s COPPA site at http://www.ftc.gov/bcp/conline/edcams/kidzprivacy/adults.htm. The KAR does not collect contact information on children under the age of 18 years without parental authorization

We avoid collecting more information than necessary when offering children’s activities. KAR may maintain a database of children’s running programs, but the contact information collected will be for the adults over 18 years of age responsible for organizing said programs. We also follow strict rules when sending email to minors.

Security Procedures

KAR complies with all applicable federal and state laws and regulations governing security procedures and breach of security procedures. This website takes every reasonable precaution to protect users’ information. When users submit sensitive information via the website, the information is protected both on- and off-line. We make every reasonable effort to protect users’ information on-line and off-line. Access to users’ information is restricted in our organization. Only those employees or volunteers who need the information to perform their job are granted access to personally identifiable information. All authorized representatives are kept up-to-date on our security and privacy practices.

Choice and opting in/out

Members and participants will receive communications from the KAR and other as referenced in this privacy policy. Members may opt in or out of various communications by emailing the KAR Vice President at membership@kalamazooarearunners.org  and request non-mailing status and/or may directly opt out of Constant Contact emails using the unsubscribe feature

Correction/Updating Personal Information

If a member’s information changes (such as a zip code), or if member does not renew with KAR, we will endeavor to provide a way to correct, update or remove that member’s data provided to us. This can usually be done utilizing the online facilities provided on the KAR website or by emailing the KAR Vice President  at membership@kalamazooarearunners.org.

Notification of Changes

If KAR or RRCA changes its privacy policy, a notice of the change will appear on the homepage of the respective website for at least seven days so our users are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If at any point KAR decides to use personally identifiable information in a manner different from that stated at the time it was collected, users will have a choice whether to consent to such use. We will use information in accordance with the privacy policy under which the information was collected.  KAR will adopt any revisions to the National RRCA Privacy Policy.

A link to the privacy policy will always be posted on the homepage of the KAR website or a copy can be obtained by emailing or writing to the KAR at P.O. Box 3302, Kalamazoo, MI  49003.

Revised and Board Approved by RRCA on June 6, 2018

Board Approved by Kalamazoo Area Runners (KAR) on September 10, 2018.

Procedures

N/A