Our Commitment to Privacy

Updated February 28, 2019, by Busse Woods Running Club

Busse Woods Running Club (“BWRC”) 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. BWRC collects information from our members and website users in a variety of ways.

The BWRC website contains links to other sites. Please be aware that BWRC 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 BWRC.

What information is collected from you and how it is used

No registration is required to read the public parts of the BWRC web site. Only BWRC Leadership or a representative of BWRC may post information or materials on the BWRC public website. Only BWRC staff may post materials there. BWRC collects information from our users at several different points throughout our website and from other sources. This section describes these points of collection.

Membership Registration

In order to become a member of BWRC, interested parties must first acknowledge and complete the waiver. During registration an applicant is required to give contact information such as name, address, phone number, and e-mail address for all households involved in a club or management of an event. For members seeking club or event membership status, this information is used to verify adequate insurance coverage for clubs and events and to create a membership database so we may contact members about topics pertaining to BWRC. All information is required unless otherwise stated on the waiver form. This privacy policy governs both members who apply online or otherwise. Individual members that are not directly a member of a club or event are required to give information such as name, address, phone number, and e-mail address. This information is used to create our membership database so we may contact members about topics pertaining to BWRC. 

Individuals that are no longer the official representative of their organization, may request to be permanently deleted from BWRC database by emailing membership@busserunners.org.

Event Registration

In order to register for an event hosted by BWRC through the BWRC website, 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.  BWRC uses a form through SquareSpace that ties into Mailchimp for most event registration.  You can review the SquareSpace privacy policy and Mailchimp privacy policy here. Some events are also managed through Eventbrite. You can review the Eventbrite privacy policy here.

Donations

BWRC is committed to protecting our donors’ privacy. Our donors expect that we will use their support wisely. We value our donors’ trust, and we recognize that maintaining this trust requires us to be transparent and accountable to our supporters and the public at all times.  BWRC collects, uses, and discloses personal information only for certain purposes that are identified to the donor. We may use information to establish and manage our relationship with a donor.  We obtain relevant personal information about donors lawfully and fairly.  The main uses for this information involves raising money to reach our goals, to process gifts, and return appropriate receipts and thank you letters in accordance with IRS regulations.

BWRC does not sell, trade, or rent the information and contents of active donor files to others. BWRC does not share donor e-mail addresses to third parties.  BWRC only uses and discloses personal information with donor permission. Donor permission can be in writing or implied, either verbally and/or electronically. A donor may withdraw permission to collect, use, and disclose personal information at any time by giving BWRC reasonable notice, subject to legal or contractual obligations. A donor may opt out of sharing of any information, including name and address, by emailing the Executive Director at accounting@busserunners.org.  When a donor has communicated a desire to opt out of the disclosure of his or her information, BWRC will not include the donor’s data to another organization or third party.

The personal information in our possession shall be kept accurate and up-to-date. Donors may always correct their personal information if they believe that our records are not correct. If a donor feels that any of our information about them is inaccurate or incomplete, the donor has the right to ask us to change it or delete it. If a donor’s personal information is wrong in any way, BWRC will make the required changes.

BWRC uses Stripe to process all credit card donations including donations received via the online membership system on our website and through the Donate button located on our website.  BWRC is an approved nonprofit client of Stripe with all required documentation on file with their company. Review the Stripe privacy policy.

Newsletters

All new BWRC members are automatically subscribed to our email list. We ask for contact information such as name, address, and e-mail address. This contact information is managed by BWRC according to this privacy policy.  BWRC uses MailChimp to house our email list and for sending emails to our email subscribers, members, and other contacts that we have legally obtained.  BWRC does not sell its email list to third parties.  All recipients of the emailed newsletter may unsubscribe using the feature offered by our provider.  Review the MailChimp privacy policy.

Security

No sensitive information (such as credit card number and/or social security number), is directly collected by the BWRC website. As outlined above, BWRC does partner with reputable third-party, internet commerce sites that may collect donations, individual member data, revenue, or sell merchandize or services. These parties are solely responsible for the content and security of their site. The BWRC is not responsible for the security of these sites, however the BWRC makes every effort to select reputable service provides.. Please review the privacy policies of these third-party providers as outlined above. Only employees who need the information to perform a specific job (for example, our accountant or a customer service representative) are granted access to personally identifiable information.

If you have any questions about the security, you can send an email to BWRC at accounting@busserunners.org.

Surveys

From time to time, we may request information from users via surveys. Participation in these 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 and 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 the BWRC. Information from these contests and surveys may be combined with other information we have about you.

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 BWRC 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

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

Sharing with BWRC entities

BWRC Members 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. BWRC Members 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.

Sharing with non-BWRC third parties

BWRC occasionally enters into partnerships with other organizations 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 BWRC 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 an event of an BWRC member, 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. BWRC 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.

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 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

BWRC Leadership Team and Board of Directors may have their name, address, fax number, phone number, and e-mail (work and/or home for each) listed both on the website and in print for contact purposes. Any person who accepts an official position with BWRC agrees to have his/her contact information made available to BWRC’s members and the public, unless requested otherwise.

Some individuals may have their biographies posted on the BWRC website or otherwise published by the BWRC. 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). The BWRC does not collect contact information on children under the age of 18 years without written parental consent.

We avoid collecting more information than necessary when offering children’s activities. The BWRC 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

BWRC complies will 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 who need the information to perform their job are granted access to personally identifiable information. All employees are kept up-to-date on our security and privacy practices.

Choice and opting in/out

Members will receive communications from BWRC and other as referenced in this privacy policy. Members may opt in or out of various communications by emailing membership@busserunners.org and request non-mailing status.

Correction/Updating Personal Information

If a member’s information changes (such as a zip code), or if clubs withdraw from the BWRC, we will endeavor to provide a way to correct, update or remove that club’s data provided to us. This can usually be done utilizing the online information update form provided on the BWRC website.

Notification of Changes

If BWRC changes its privacy policy, we will post any updates on this page. If at any point BWRC 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. A link to the privacy policy will always be posted in the footer of the BWRC website.