Rotary Club of Hanover Privacy Policy

Rotary Club of Hanover – Privacy Policy

Last Updated: March 10, 2026

The Rotary Club of Hanover (“the Club”) is committed to protecting the privacy of our members, volunteers, donors, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information through our website and membership management system, which is hosted on ClubRunner.

This policy applies only to information collected and managed by the Club through our ClubRunner website and related services. It does not apply to external websites linked from our site, which maintain their own privacy practices.

🌐 1. Platform Provider: ClubRunner

Our Club uses ClubRunner to manage membership information, publish our website, maintain our database, and send email communications. ClubRunner processes personal information on our behalf in accordance with its own Privacy and Security Policies.

For details about ClubRunner’s privacy practices, you may contact them at support@clubrunner.ca.

🧾 2. Information We Collect

Information You Provide Directly

You may choose to provide personal information when you:

  • Fill out forms
  • Register for events
  • Subscribe to bulletins
  • Request support or information
  • Update your member profile

This information may include your name, email address, mailing address, phone number, and any other details you choose to share. Payment information for event fees or donations may be collected by ClubRunner or its designated third‑party processors.

Information Collected Automatically

When you visit our website or use ClubRunner services, certain information may be collected automatically, including:

  • Browser type and version
  • IP address and general location
  • Pages visited and access times
  • Device type and operating system

Cookies and Tracking Technologies

Our website uses cookies to:

  • Maintain login sessions
  • Improve navigation
  • Support analytics and site performance

We also use Google Analytics to understand how visitors interact with our website. Third‑party advertising platforms (e.g., Google, Facebook) may use cookies to display tailored messages. These cookies do not personally identify you and can be disabled through your browser settings.

Social media platforms may also set cookies when you use share buttons. These platforms operate under their own privacy policies.

🔧 3. How We Use Personal Information

We may use your information to:

  • Operate and improve our website and services
  • Process registrations, payments, and event participation
  • Send confirmations, updates, and administrative notices
  • Respond to inquiries and provide support
  • Share club news, bulletins, and Rotary‑related information
  • Analyze website usage and engagement
  • Carry out any purpose for which the information was provided

You may receive automated emails from ClubRunner when performing certain actions (e.g., event registration, password reset). You may also receive emails from other club members. You can update your communication preferences within your profile.

🔐 4. How We Protect Your Information

The Club and ClubRunner use reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, misuse, or disclosure. While no system can guarantee absolute security, we are committed to maintaining industry‑appropriate protections.

🔄 5. How We Share Information

The Club does not sell, rent, or trade your personal information.

We may share information:

  • With service providers who support our operations (e.g., email delivery, payment processing)
  • When required by law, regulation, or legal process
  • To protect the rights, property, or safety of the Club, ClubRunner, or others
  • With your consent or at your direction

We may also share aggregated or de‑identified data that cannot reasonably identify an individual.

Sub‑Processors

ClubRunner may use approved sub‑processors to support its services (e.g., email systems, payment processors). For an up‑to‑date list, contact support@clubrunner.ca.

🗄️ 6. Data Retention

We retain personal information only as long as necessary to support club operations, fulfill legal obligations, resolve disputes, and maintain accurate membership records. Retention periods may vary depending on the type of information and applicable laws.

✏️ 7. Accessing, Updating, or Deleting Your Information

You have the right to:

  • View the personal information we hold about you
  • Request corrections to inaccurate or outdated information
  • Update your communication preferences
  • Request permanent deletion of your personal information

Members with administrative access may update their own profiles directly. You may also contact ClubRunner at support@clubrunner.ca for assistance. We will respond within a reasonable timeframe.

📬 8. Questions or Concerns

For questions about this Privacy Policy or how your information is handled, please contact:

Rotary Club of Hanover

info@rotaryclubofhanoverpa.org

For platform‑related privacy questions, contact:
ClubRunner
2010 Winston Park Drive, Suite 200
Oakville, Ontario L6H 5R7
Phone: (647) 490‑5878
Email: support@clubrunner.ca