Privacy Policy

Our Commitment to Privacy

Katy Area Running Club (KARC) is the sole owner of the information collected on its websites, application forms, 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. KARC collects information from our members and website users in a variety of ways. The KARC website may contain links to other sites. Please be aware that KARC is not responsible for the privacy practices of other websites or organizations. 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 KARC.

What information is collected from you and how it is used

No registration is required to read the public parts of KARC website. Only duly authorized staff or a representative of KARC may post information or materials on KARC public website. Only authorized staff, volunteers, and dues paying members may access any private sections of the KARC website. Only KARC staff may post materials in the private sections. KARC collects information from our members and 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 KARC, interested persons must first complete a membership registration form. 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 KARC. 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 a club or an 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 KARC. Any credit card payments processed through the membership or event management systems are done by KARC Board approved third parties. KARC will provide information regarding such approved third parties and any persons providing credit card information should review the privacy policies of such approved third parties. KARC does not retain, distribute, or use credit card information for any means or by any method. KARC is not responsible for credit card information of any person.

Facebook

KARC administers a Facebook page for communication to and among KARC membership. The KARC Facebook page is administered as a closed group and only registered members are allowed access to that FB page. KARC is not responsible for any information posted to Facebook by its membership and does not further distribute that information. Any member posting information to the KARC Facebook page should be aware of the Facebook privacy policy. Facebook is solely responsible for its use of any and all information including, but not limited to, comments, photos, addresses (physical or email), telephone numbers, ages, and genders relating to membership or any other person identified in such postings.

Event Registration

In order to register for any possible event hosted by KARC through the KARC website or by paper form, an individual may be 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.

Donations

KARC 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. KARC 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. We will occasionally release a list of our donors in order to publicly recognize and thank them for support of our organization. In such cases, other organizations and third parties will have access to our donor names and in some cases donation amounts.

KARC does not sell, trade, or rent the information and contents of active donor files to others. KARC does not share donor e-mail addresses to third parties. KARC 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 KARC reasonable notice, subject to legal or contractual obligations. A donor may opt out of sharing of any information, including name and address, by contacting any KARC Officer. When a donor has communicated a desire to opt out of the disclosure of his or her information, KARC 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, KARC will make the required changes.

Newsletters

If a user subscribes to our newsletter(s), print or digital, we ask for contact information such as name, address, and e-mail address. This contact information is managed by KARC according to this privacy policy. KARC does not sell, lease, rent, or license its email list to third parties. All recipients of the emailed newsletter may unsubscribe by contacting any of the KARC Officers.

Security

No sensitive information (such as credit card number and/or social security number), is collected by the KARC website. As outlined above, KARC 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. KARC is not responsible for the security of these sites, however KARC makes every effort to select reputable service provides.

Cookies

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

Sharing

KARC may share aggregated demographic information about our website users and membership with users, sponsors, 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

KARC may occasionally share information with third parties. This section describes what information we share and with whom.

Sharing with Affiliate Organizations

KARC necessarily shares membership information with the Road Runners Club of America (RRCA) for maintaining membership lists in RRCA, mailing addresses for printed communications from RRCA, and insurance purposes. KARC may also share membership information with the Houston Area Road Runners Association (HARRA) for the purposes of providing demographic information, and names and addresses for printed communications among other things. Once transmitted to RRCA or HARRA, those organizations are responsible for maintaining the privacy of KARC members’ information in their possession. Persons interested in how either of these organizations maintain or use personal information obtained from KARC should contact RRCA or HARRA directly.

Sharing with third parties

KARC may occasionally enter into relationships with other running/track & field/ and/or health & fitness organizations or companies. These relationships may be developed to receive or provide services to such organizations. When KARC provides the services or collects information for partners, this privacy statement will govern the use of such information for the relationship unless otherwise stipulated in a contractual arrangement that is more restrictive than this policy.

In the event that KARC uses an outside shipping company to ship orders, an outside printing company to print certain publications, or a credit card processing company to bill users for goods and services, these companies will be directed not to retain, share, store, or use personally identifiable information for any secondary purpose.

We may 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. KARC 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 may also provide, or be contractually obligated to provide, postal or e-mail lists to KARC 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 any KARC Offier.

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

KARC Club Officers, as well as KARC Committee members, Sub-Committee members, and KARC Board members, 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 KARC agrees to have his/her contact information made available to KARC’s members and the public, unless requested otherwise. KARC is required to share contact information on all KARC Officers with the Internal Revenue Service.

Some individuals may have their biographies posted on KARC website or otherwise published by KARC. 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.

Minors

Protecting the privacy of the young is especially important. For that reason, we adhere to the 1998 Children’s Online Privacy Protection Act (COPPA). KARC does not collect contact information on children under the age of 18 years.

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

KARC complies with all applicable federal and state laws and regulations governing security procedures and breach of security procedures. KARC 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 have a need to know the information to perform their club function are granted access to personally identifiable information. All KARC Officers, Board Members, and those otherwise responsible for possessing and using membership and user personal information are kept up-to-date on our security and privacy practices.

Choice and opting in/out

Members will receive communications from KARC and others as referenced in this privacy policy. Members may opt in or out of various communications by contacting any one of the KARC Officers and requesting non-mailing status.

Correction/Updating Personal Information

If a member’s information changes (such as a zip code we will endeavor to provide a way to correct, update or remove that member’s information, as appropriate. This can usually be done by emailing any one of the KARC Officers.

Notification of Changes

If KARC changes its privacy policy, we will post a notice of the change on the homepage of our 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 KARC 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 on the homepage of KARC website or a copy can be obtained by emailing or writing to any one of the KARC Officers.

Revised January 21, 2016