Privacy Policy
What we collect, why we collect it, and how to ask us to delete it.
Last updated: May 17, 2026.
1. Who we are
Whitewater Run Club (“WRC”, “we”, “us”) is a USATF-registered community running club based in Whitewater, Wisconsin. We are in the process of planning to register as a Wisconsin nonstock corporation and apply for federal 501(c)(3) recognition. Contact: [email protected].
2. What we collect
We collect only what we need to run the club. In plain language:
| When you… | We collect | Why |
|---|---|---|
| Use the website | Standard server logs (IP address, user agent, page visited, timestamp), kept ≤90 days | Security, abuse prevention, basic analytics |
| Sign up for a meetup via the join form | Your name, email, ZIP code, phone (optional), the role you selected (parent / runner / coach / etc.), interests, and anything you typed into the notes field | To send the meetup info, training plan, or coaching/volunteer details you asked for. Submitted through Web3Forms (see §3.1). |
| Submit the newsletter form in the footer | Currently nothing — the form redirects to a “Newsletter coming soon” page and does not capture your address. When the newsletter launches, this row will be updated. | n/a until launch |
| Sign a youth runner up | The parent or guardian’s name, email, phone, and the runner’s first name + age (no last name, no school by default) | So we can contact the responsible adult — never the minor directly |
| Sign a waiver / consent form | Whatever the form asks for (name, signature, emergency contact, medical alerts, photo-release preference) | Required by USATF and our insurance carrier for participation |
| Pay a future membership due | Payment processor pending | To process the payment and email you a receipt |
We do not collect: government identifiers (SSN, driver’s license), medical or genetic information beyond what a parent voluntarily lists on a participation form, or anything from third-party data brokers.
3. What we do with it
- Send you the meetup info, training plans, or newsletter you signed up for.
- Operate club programs (USATF event registrations, meetup rosters, attendance).
- Process payments (when paid membership launches) through our chosen payment processor.
- Run aggregate, anonymous analytics on website traffic.
- Respond when you email us.
We do not sell, rent, or trade your information. We do not share it with sponsors, advertisers, or other clubs without your consent, with two exceptions:
- USATF, when the runner is registered as a USATF member or competes in a sanctioned event (required).
- Law enforcement or court order, if we are legally required to comply.
3.1 Third-party services that process your data
To operate the website, we rely on the following named third parties. Each receives only the data needed for the function it performs. We do not authorize them to use your data for their own marketing.
| Service | What it does for us | What data it receives | Their privacy policy |
|---|---|---|---|
| Web3Forms (a service of Web3Forms, operated by Statichunt LLC) | Processes submissions from the join form at /join/. When you submit, the form posts to Web3Forms’ servers; Web3Forms emails the submission to [email protected] and redirects you to the thank-you page. |
Everything you typed into the join form: name, email, ZIP, phone, role, interests, child name/age/school (if a parent signup), notes, consent acknowledgement, and standard request metadata (IP address, user agent, timestamp). | web3forms.com/privacy |
| Cloudflare, Inc. | Manages DNS for whitewaterrunclub.com and forwards email sent to club addresses (info@, safety@, coach@, etc.) to the responsible board member’s real inbox. May also serve as our CDN (caching layer in front of the website). |
Standard request metadata (IP, user agent, page visited, timestamp) for website traffic; sender + recipient + body for emails routed through Email Routing. | cloudflare.com/privacypolicy |
We do not currently use a separate email service provider for newsletters. When we do, this section will be updated before the form starts capturing addresses.
We do not currently use a web analytics service. If we add one (e.g., Plausible, GA4), we will update this section and §4 first.
4. Cookies and tracking
The website uses a single first-party cookie (wrc_session) for form anti-spam purposes. We do not use third-party advertising cookies, retargeting pixels, or social-media tracking widgets.
If we later add web analytics (e.g., Plausible or Google Analytics 4), we will update this page first. The current default will be analytics that do not require a cookie banner under EU/UK rules.
5. Youth runners (under 13) — COPPA
We do not knowingly collect any personal information from a child under 13 without verifiable parental consent. The signup forms on this site are addressed to the parent or guardian; minors should never sign themselves up.
If you believe a child under 13 has submitted information to us without your consent, email [email protected] and we will delete it within 7 days.
6. Your rights
You can email [email protected] at any time to:
- See what we have on file about you or your runner
- Correct anything that’s wrong
- Have your record deleted (subject to records we must keep — e.g., signed waivers for the duration of any insurance look-back period)
- Unsubscribe from any email list (one click in any newsletter footer)
We will respond within 30 days.
7. Photo and video at events
We sometimes photograph or video club events for social media, the website, fundraising materials, and press. For runners under 18, no photo is published without an opt-in checkbox signed by the parent on the participation form. Adults are deemed to consent unless they tell us otherwise in writing.
To request that a specific photo or video be removed, email [email protected] with the URL or description; we’ll honor reasonable removal requests within 14 days.
8. Security
We store records in commercial cloud services (currently Google Workspace for documents, when applicable). We do not run our own servers. We follow each provider’s recommended security defaults. No system is perfectly secure; if a breach affecting you occurs, we will notify you by email within 72 hours of discovery, in accordance with Wisconsin Statute § 134.98.
9. Out-of-state and out-of-country residents
We are a small Wisconsin running club. We do not target visitors outside the United States and have not designed our operations for GDPR (EU/UK), CCPA/CPRA (California), or similar laws. If you are a resident of one of those jurisdictions and need accommodation under your local law, email us and we’ll do what’s reasonable.
10. Changes
If we change this policy in a way that materially expands what we collect or what we do with it, we will email anyone on our mailing list at least 14 days before the change takes effect.
11. Contact
Whitewater Run Club [email protected] Mailing address to be added after incorporation.