PRIVACY POLICY

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Name, email address, phone number, and postal address
• Payment and billing information for memberships, sponsorships, and event tickets
• Photos and videos taken at club events and matches
• Emergency contact information for participants and members
• Information about your interests and preferences related to club activities

1.2 Event and Artist Information

• Registration details for RoarFest '26 and other events
• Artist and performer contact details and performance information
• Vendor and stallholder business information
• Sponsorship details and promotional materials

1.3 Automatically Collected Information

• Website usage data and analytics
• IP addresses and browser information
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

• Club Operations: Managing memberships, organizing matches, and communicating with members
• Event Management: Processing registrations, ticket sales, and coordinating RoarFest '26 and other events
• Sponsorship & Partnerships: Managing sponsor relationships and fulfilling sponsorship benefits
• Marketing & Communications: Sending newsletters, event updates, and promotional materials (with your consent)
• Artist Coordination: Communicating with performers, managing schedules, and processing payments
• Safety & Security: Ensuring the safety of participants and complying with legal requirements
• Photography & Media: Creating promotional materials and sharing event highlights on social media and our website

3. Photography and Media Consent

By attending our events, you acknowledge that:

• Photos and videos may be taken during club activities and events
• These images may be used for promotional purposes on our website, social media, and marketing materials
• If you do not wish to be photographed, please inform our event staff
• Parents/guardians must provide consent for minors to be photographed

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Event Partners: Venues, artists, vendors, and service providers necessary for event operations
• Sponsors: Limited information as required to fulfill sponsorship agreements
• Payment Processors: Secure third-party payment services for transactions
• Legal Authorities: When required by law or to protect our legal rights
• Emergency Services: In case of medical emergencies or safety concerns

5. Data Security

We implement appropriate security measures to protect your personal information:

• Secure storage of physical and digital records
• Encrypted transmission of sensitive data
• Limited access to personal information by authorized personnel only
• Regular review and update of security practices

While we take reasonable precautions, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your information.

6. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Opt-Out: Unsubscribe from marketing communications at any time
• Object: Object to certain uses of your information
• Data Portability: Request transfer of your data to another organization

To exercise any of these rights, please contact us using the information below.

7. Cookies and Tracking

Our website uses cookies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember your preferences and settings

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

8. Children's Privacy

We take special care to protect children's privacy:

• Parental/guardian consent is required for children under 16
• We collect only necessary information for youth programs and events
• Special safeguarding measures are in place for youth activities
• Children's photos require explicit parental consent

9. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal, accounting, or reporting requirements
• Resolve disputes and enforce our agreements

After the retention period, we will securely delete or anonymize your information.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., social media, payment processors, ticketing platforms). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending an email notification to registered members
• Announcing changes at club events

The updated policy will include the effective date of changes.

12. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or your personal information, please contact us:

13. Consent

By using our website, registering for events, or participating in club activities, you consent to the collection and use of your information as described in this privacy policy.

For specific consents (e.g., marketing communications, photography), you will be asked to provide explicit opt-in consent.