Updated June 6, 2018 by the RRCA Board of Directors
Road Runners Club of America (RRCA) 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. RRCA collects information from our members and website users in a variety of ways.
The RRCA website contains links to other sites. Please be aware that RRCA 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 the RRCA.
What information is collected from you and how it is used
No registration is required to read the public parts of the RRCA web site. Only duly authorized staff or a representative of the RRCA may post information or materials on the RRCA public website. Only authorized staff,volunteers, and dues paying members may access the private RRCA sections of the website. Only RRCA staff may post materials there. RRCA collects information from our users at several different points throughout our website and from other sources. This section describes these points of collection.
Individuals that are no longer the official representative of their organization, may request to be permanently deleted from the RRCA database by providing a signed affidavit verifying their identity and requesting that their personal information be permanently deleted from the RRCA’s membership database and Constant Contact account or any other online accounts the RRCA may use to contact or store specific information about the individual. The request and affidavit verifying identity should be mailed or email to firstname.lastname@example.org.
The RRCA 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. The RRCA 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.
The RRCA does not sell, trade, or rent the information and contents of active donor files to others. The RRCA does not share donor e-mail addresses to third parties. The RRCA 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 the RRCA 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 email@example.com. When a donor has communicated a desire to opt out of the disclosure of his or her information, the RRCA 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, the RRCA will make the required changes.
We request information from the user on our printable mail in order forms. A user must provide contact information (such as name and shipping address) and financial information (such as credit card number and expiration date). This information is used to fulfill users’ orders and process payment. 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. Financial information is never shared inside or outside our organization, except as necessary to process the order. This contact information is never shared by the RRCA.
No sensitive information (such as credit card number and/or social security number), is collected by the RRCA website. As outlined above, the RRCA 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 RRCA is not responsible for the security of these sites, however the RRCA makes every effort to select reputable service provides.. Please review the privacy policies of these third-party providers as outlined above. All of our users’ information is restricted in our national office. 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 at the national office, you can send an email to the RRCA office at firstname.lastname@example.org.
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 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 RRCA. Information from these contests and surveys may be combined with other information we have about you.
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
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
With whom the information may be shared and other kinds of disclosures
The RRCA will occasionally share information with other RRCA entities and third parties. This section describes what information we share and with whom.
Sharing with RRCA entities
RRCA 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. RRCA 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-RRCA third parties
RRCA 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 RRCA 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 RRCA 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. RRCA 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 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. The RRCA 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. It does not contain emails.
From time to time, we also provide or are contractually obligated to provide postal or e-mail lists to RRCA 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 RRCA National Office.
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
RRCA Officers, employees, Club Officers, as well as RRCA Committee members, Sub-Committee members, and RRCA 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 RRCA agrees to have his/her contact information made available to RRCA’s members and the public, unless requested otherwise. The RRCA is required to share contact information on all RRCA officers and RRCA affiliate club officers with the internal revenue service.
Some individuals may have their biographies posted on the RRCA website or otherwise published by the RRCA. 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.
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 RRCA 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. The RRCA 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.
RRCA 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
Correction/Updating Personal Information
If a member’s information changes (such as a zip code), or if clubs withdraw from the RRCA, 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 facilities provided on the RRCA website or by emailing the RRCA office.
Notification of Changes