Our goal with this privacy notice is to provide transparency into the data-related aspects of FLRC operations. If you have any questions about this notice, please contact the FLRC Compliance Officer. This document was last updated on February 10th, 2021.
The main sections of this document are:
- What Data We Collect, Why We Collect It, and How We Use It
- Use by Minors
- How We Store and Protect Your Data
- Transfer of Data
- How Long We Retain Your Data
- Whom We Share Your Data With
- When We Disclose Data
- Links to Other Sites
- Your Data Protection Rights
- Changes to This Privacy Notice
What Data We Collect, Why We Collect It, and How We Use It
We collect certain data about you when you use our services or provide information to us directly. In general, we use your data to:
- Provide and maintain our services
- Notify you about changes to our services
- Allow you to participate in interactive features of our services
- Allow you to register for and participate in our in-person events
- Provide technical support
- Provide analysis or information that will help us improve our services
- Monitor the usage of our services
- Detect, prevent, and address technical issues
The data we collect falls into three categories: personal data, usage data, and tracking and cookie data.
Personal data includes a wide variety of information about you as an individual. In nearly all cases, you provide this information to us while signing up for club membership, registering for a race or other event, participating in the FLRC Forum, purchasing club merchandise, or by being present at an FLRC event.
First and Last Name
We collect your first and last name when you join the club via RunSignUp and when you sign up for any FLRC race or other event using Webscorer, DirectAthletics, RunSignUp, or UltraSignup. Although the FLRC Forum does not require that you provide your real name when you sign up for an account, it does attempt to collect that information. If you purchase merchandise from us using Square, we may also collect your name as part of that transaction.
Nothing prevents you from providing a pseudonym in most of these situations, but we cannot guarantee that your real name will not end up in our records if it is connected to an account at one of these sites.
Do note that if you use a pseudonym when registering for races, your race results will appear under that pseudonym instead of your real name. That may be unacceptable should you wish to use them as proof of qualification for a higher level race or team membership.
Date of Birth and Age
We collect your date of birth or age (or we calculate your age from the date of birth) when you join the club via RunSignUp and when you sign up for any FLRC race using Webscorer, DirectAthletics, RunSignUp, or UltraSignup.
Age-related information is necessary in our competitive events where we award prizes based on age group. If you do not wish to share your date of birth or age, you may enter incorrect data; however, you must inform the race director that you are therefore ineligible for any age-based prizes.
We also use date of birth to assign people to age-based teams in certain competitive events, such as the Pete Glavin Cross Country Series. If you wish to compete in such events, you must provide an age that’s accurate to within a 10-year age group.
Sex or Gender
We collect your sex or gender when you join the club via RunSignUp and when you sign up for any FLRC race using Webscorer, DirectAthletics, RunSignUp, or UltraSignup. When signing up for races in Webscorer and RunSignUp, you may opt for “Other.” At the moment, you can merely opt out of the question when signing up for the club in RunSignUp, and UltraSignup does not currently provide options beyond Male and Female or let you opt out of the question.
As with age, sex or gender is required to identify individuals who are eligible for prizes. Those who opt out of the question or choose “Other” will not be eligible for prizes, and if it’s a concern to that individual, they should alert the race director to the possibility before the race to avoid public notification.
Photos and Videos
For some of our events, FLRC arranges for a photographer or videographer to be present and take photos and videos of the event. When you register for an event, you agree to the waiver that includes this text: “I further grant permission to all of the foregoing to use any photographs, motion pictures, recordings or other record of this event for any legitimate purpose.”
We may use such photos and videos to document the event, promote future versions of the event, or in club communications and publications.
If a photo or video of you or your child is used on an FLRC site, we will remove it at your request.
When you purchase items of clothing or sign up for clothing that’s included in a race or event registration, you must provide us with your clothing size. We need this information to provide you with items that fit.
If you don’t wish to provide this information, don’t purchase or sign up for clothing through online registration forms. Some FLRC clothing may be available for purchase in person at club events, where your choice of size would not be connected with your name in our records.
Our timing systems are designed to generate results from running events, associating event times with people, generally including name and age, and sometimes hometown. This information is usually considered to be essential to the running of a race in that all participants should be able to see how they performed in comparison to all other participants.
We may publish this information on paper at races, on the FLRC website after the race, on social media, and in submissions to local and industry news outlets and publications. Results also often appear on the site associated with the timing system we use, be it Webscorer, RunSignUp, or UltraSignup, along with various result aggregation sites like Athlinks.
In unusual circumstances made upon direct request, we will anonymize or remove the results for a runner from the FLRC website, although our ability to do that on the timing system sites may be limited. In general, if you don’t want your race results to be public, don’t run public races.
We collect your email address when you join the club via RunSignUp and when you sign up for any FLRC race using Webscorer, DirectAthletics, RunSignUp, or UltraSignup. Although the FLRC Forum does not require that you provide an email address to read posts, it does request your email address when you sign up for an account. If you purchase merchandise from us using Square, we may also collect your email address as part of that transaction.
In each of these cases, we collect your email address to make it possible to communicate with you about club business, race and event details, and to enable email notifications of FLRC Forum posts. The email address may also serve as your username when logging into any of these sites.
You can unsubscribe from any list-based mailings using an Unsubscribe link at the bottom of the message.
Mailing Address and Phone Number
We collect your mailing and address and phone number when you join the club via RunSignUp and sometimes when you sign up for FLRC races using Webscorer, DirectAthletics, RunSignUp, or UltraSignup.
We use this information in the event that we need to contact you before or after the race, such as to verify your location if you left a course without checking in, to mail a prize, or in the event of COVID-19 contact tracing.
Emergency Contact and Phone Number
We collect the name and phone number of your emergency contact when you sign up for any FLRC race using Webscorer, DirectAthletics, RunSignUp, or UltraSignup.
We use this information in the unlikely event that something happens to you during an FLRC race such that we need to get in touch with your emergency contact.
Credit Card Data
When you join the club via RunSignUp or sign up for a race or other event requiring payment via Webscorer, DirectAthletics, RunSignUp, UltraSignup, you must provide your credit card billing details for payment. Similarly, if you purchase merchandise from FLRC via Square, you may need to provide credit card details.
In no case does FLRC know or maintain your full credit card number, just the last four digits in some cases.
Although paying for race and event registration via credit card is usually not optional, on occasion a race director may allow payment by cash or check at bib pickup. All in-person merchandise purchases may also be made using cash or check. Donations made to FLRC may also be made using cash or check, and the associate information will be treated in the same way as race registration details unless you request otherwise.
Membership Status and History
By virtue of being an FLRC member, RunSignUp records the current status and length of your membership.
We use this information when sending email to club members via RunSignUp.
Profile Picture, Email Address, Bio, Hometown, Home Page, Posting History
When you create an optional account on the FLRC Forum, the Discourse software provides the opportunity for you to enter personally identifying information in your account. This information is not required, and you may remain as anonymous or pseudonymous as you like. When you create posts on the FLRC Forum, all this information is linked to the post (and vice versa).
If you choose to provide this personal information, Discourse uses it to create a publicly accessible profile page for you. Similarly, Discourse maintains a complete list of everything you’ve posted on the forum.
Surveys and Contests
We may give FLRC members and other local runners the opportunity to participate in surveys or contests on occasion. In all cases, participation will be voluntary. If a survey asks for personal information, answering those questions will be optional. For contests, contact information is necessary to notify winners and award prizes.
Members of the FLRC Board of Directors, race directors, key persons, and some volunteers may have their name, address, fax number, phone number, and email address listed both on the FLRC website and in print for contact purposes. These people agree to have their contact information made available in this way, unless requested otherwise. FLRC is required to share contact information on all FLRC officers with the Internal Revenue Service.
Some individuals may have their biographies posted on the FLRC website or otherwise published by FLRC. 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.
We collect access log information to prevent fraud and potential unauthorized access to your personal information, ensuring the technical availability and security of our services. The servers that host our services may record requests your device makes, the details on which device and browser you use, your IP address, date and time of access, and operating system. This data is used only to ensure the proper functioning and security of our services and to investigate possible security incidents. For more details on how we manage this data, see “How We Store and Protect Your Data” below.
We also record but do not share information about search queries on the FLRC Forum to better understand how people use our search features. This data cannot be associated with any particular user unless the query terms themselves include personally identifiable information.
Tracking and Cookie Data
The WordPress content management system that we use for the FLRC website sets several cookies for the small number of volunteers who need accounts to help manage the site. If you visit our login page, we set a temporary cookie to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for 2 days, and screen display cookies last for 1 year. If you select the Remember Me checkbox, your login will persist for 2 weeks. If you log out of your account, the login cookies will be removed. WordPress provides more information about its cookies.
The Discourse software we use for the FLRC Forum relies on cookies to provide the service. A full list of cookies used by Discourse is available, complete with what each cookie does and when it expires.
Use by Minors
We do not allow individuals under the age of 18 to register for or participate in our events without the approval of a parent or guardian. We do not knowingly solicit or attempt to collect information from any children 13 and under. However, parents or guardians who are maintaining FLRC family memberships or registering their children for races may be providing information about children under 13.
Parents or guardians who believe that we hold information about their children aged 13 and under may contact the FLRC Compliance Officer if they wish to have it anonymized or removed.
How We Store and Protect Your Data
Our member, user, and runner databases can be accessed by only a few key FLRC staff and are well protected against theft, tampering, and misuse (electronic or otherwise).
Participating in discussions in our Discourse-based discussion system for the FLRC Forum may reveal information such as your name and email address, along with any other information you include in posts. This information could be collected by a third party. You should consider any discussion list to be a public forum and exercise caution in disclosing any personal information.
All communication with our website is secured with HTTPS, which is currently industry best-practice against eavesdropping by third parties. Your passwords are stored using asymmetric encryption so they cannot be read by FLRC volunteers or anyone else.
For the most part, however, we store your data on secure cloud-based servers run by other companies.
- The main FLRC website is hosted at WPEngine.
- The FLRC Forum is hosted at DigitalOcean, with backups stored at Amazon S3. The FLRC Challenge leaderboard is also hosted at DigitalOcean.
- All fingerlakesrunners.org DNS traffic and email goes through DreamHost.
- The FLRC membership database is hosted at RunSignUp, and membership payments go through RunSignUp.
- Race registrations are managed by Webscorer, Direct Athletics, RunSignUp, and UltraSignup.
- For some merchandise sales, we rely on Square. RunSignUp and UltraSignup manage payments internally; Webscorer payments are handled through Stripe.
Refer to those companies’ privacy policies for how they protect access information that’s available to their support staff.
Transfer of Data
In the course of normal operations, your information, including personal data, will be transferred to—and maintained on—our servers. Those servers may be located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.
If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including personal data, to the United States and process it there. Your submission of such information represents your agreement to that transfer.
FLRC will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice, and no transfer of your personal data will take place to an organization or a country unless there are adequate controls in place to protect the security of your data and other personal information.
How Long We Retain Your Data
The majority of the cookies we use are session cookies, which are deleted at the end of your session. Some cookies have a longer expiration time (see “Tracking and Cookie Data,” above).
If you register an account on the FLRC Forum, we store the personal information you provide in your user profile indefinitely. All users can see, edit, or delete their personal information at any time. Similarly, if you create a post on the FLRC Forum, it is retained indefinitely.
You may delete your FLRC Forum account and posts at any time, or ask us to do so. However, usage data such as Web logs may persist for an indefinite time, and payment data stored at other sites may be retained longer in accordance with the privacy policies of those sites.
Data transferred to third-parties such as Webscrorer, DirectAthletics, RunSignup, UltraSignup, and Square may be retained after you delete your FLRC Forum account.
Whom We Share Your Data With
As previously noted, we share data with Webscorer, DirectAthletics, RunSignUp, UltraSignup for club membership, race registration, and membership and registration payments. We also share data with Square for merchandise sales.
We don’t share any other data with anyone. In particular, we never share our club membership list with any other organization.
When We Disclose Data
FLRC may disclose your personal data in the good faith belief that such action is necessary to:
- Comply with a legal obligation
- Protect and defend the rights or property of FLRC
- Prevent or investigate possible wrongdoing in connection with our services
- Protect the personal safety of users of our services or the public
- Protect against legal liability
Aggregate information (such as the total number of subscribers) may be discussed in FLRC publications, used to promote FLRC, or disclosed to FLRC sponsors.
Links to Other Sites
Our services contain links to many other sites that we don’t operate. If you click a third-party link, you will be directed to that third party’s site. If you are concerned about what those sites may do with your information, we advise you to review their privacy policies. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
Your Data Protection Rights
If you have an account on the FLRC Forum, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
If you are a resident of the European Economic Area, you have the following data protection rights under the General Data Protection Regulation (GDPR):
- If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by emailing the FLRC Compliance Officer.
- You can object to the processing of your personal information, ask us to restrict the processing of your personal information, or request portability of your personal information. Again, you can exercise these rights by emailing the FLRC Compliance Officer.
- You have the right to opt-out of email communications we send you at any time. You can exercise this right by clicking the Unsubscribe link in the email we send you.
- We only collect and process your personal information with your consent and you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
- You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
Changes to This Privacy Notice
We may modify this privacy notice from time to time. If we believe the changes materially impact the privacy of your personal data, we will alert you via email and/or a prominent notice on our website. We encourage you to review this privacy notice periodically for any changes.