Our Commitment to Privacy - ERC Privacy Policy
Approved May 8, 2019 by the ERC Board of Directors
Evanston Running Club (ERC) is the sole owner of the information that it collects. We will not disclose your information other than as stated here.
Our website contains links to other sites. ERC is not responsible for the practices of others. We encourage you to take precautions when leaving our website. This privacy statement applies solely to information collected by ERC.
Club Express (CE) operates our website and secures your private information. ERC is an approved nonprofit client of CE. CE is also committed to your privacy and their privacy policy can be found on the ERC home page.
If you have questions about our privacy policy, our contact information is on the ERC website home page (www.evanstonrunningclub.org). ERC is also registered as a not for profit corporation with the Illinois Secretary of State and our contact information is on file.
What information is collected from you and how it is used
Only authorized ERC representatives may post materials on our website. Only dues-paying members may access the private sections of the website. ERC collects information from you at several points on our website and from other sources. This section describes these points of collection.
Membership Registration
To become a member of the ERC, you must register with us. You are asked to give contact information and other personal information. This privacy policy governs whether you apply online or otherwise. Your information is used to populate our membership database so we may contact you about topics pertaining to the ERC. Your information may also be used to compile and publish club member race results.
Event Registration
In order to register for an event hosted by ERC through the ERC website, you are required to provide contact information. For racing event registration ERC may need other information including age, and gender. ERC may also use a reputable third-party website.
Donations
ERC is primarily funded by member dues but does accept donations. Individual donors are typically ERC members. ERC does not have a separate donor list. The main use of donor information is to process gifts and return appropriate receipts and thank you letters in accordance with IRS regulations. We may also privately or publicly recognize donors.
Newsletters
Our newsletter is emailed to current and former ERC members only. All recipients of our newsletter can opt out.
Orders
We collect information on the web and printable mail in order forms. You must provide contact information and financial information (such as credit card) so that we can fulfill orders and process payment. If we have trouble, we will contact you. Your information is shared with third parties only as necessary to fulfill your order.
Security
Currently, no sensitive information (e.g. credit card number, social security number) is stored for future use. If ERC offers an auto-renew membership then credit card and other information necessary to facilitate renewal will be stored. As outlined above, the ERC may partner with reputable third-party, internet commerce sites. Only individuals who need the information to perform a specific job have access to your information.
Contests and Surveys
We may request information from you via surveys or contests. Your participation and disclosure of information is voluntary. The information will be used to notify the winners and award prizes and for monitoring or improving our operations.
Log Files, Cookies and Internet Technologies
CE collects information using standard Internet technologies (e.g. IP addresses, log files, session cookies, etc.) This information is used to manage multiple aspects of the website. Refer to the CE Privacy Policy for details.
Sharing
We may share aggregated demographic information about our members or non-members. This is not linked to any personal information that can identify any individual person.
Other Collection Points
We may also collect information from people through other means such as on the telephone, by e-mail, by fax, on paper, and in person. This privacy policy governs the use and disclosure of that information as well.
With whom the information may be shared and other kinds of disclosures
ERC may occasionally share your information.
Sharing with ERC-related parties
ERC is an affiliate of Road Runners Club of America (RRCA) and a member Club of United States Track and Field (USATF). We will share information required by these organizations and their insurance program administrators. This information is normally limited to aggregate club information and information about our directors, officers and club administrators. In the event of an insurance claim the club may be required to provide your specific information.
Sharing with non-ERC related third parties
Each year ERC enters a team that competes on the Chicago Area Running Club (CARA) Race Circuit. ERC provides CARA with information necessary to score and administer the Circuit. CARA asks that our roster information include member names along with their city, state, gender and date of birth (DOB) and email. You may be contacted by CARA.
ERC may partner with other organizations. When ERC provides 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.
We may use third parties to facilitate club operations such as gear sales. Other parties are not permitted to disclose or use your information for any other purpose.
We may occasionally share aggregated demographic information with others. This information is not linked to any personal information that can identify any individual person.
We will also share information to prevent fraud, to respond to a legal process, or as otherwise required by law. We routinely file annual reports with the state of Illinois. We also make annual (form 990) information filings with the IRS. These filings are public and contain aggregate statistical information. They may also contain information about significant individuals such as officers and directors.
Other kinds of disclosures of personal information
ERC Officers, Committee members and Board members, may have their name and contact information on our website and elsewhere for contact purposes. Any person who accepts an official position with ERC agrees to have his/her contact information made available to ERC’s members and the public and as required by law or regulation.
Some individuals may have their biographies posted on the ERC website or otherwise published by the ERC. These people agree to have certain information about them communicated to the public, including name, home city and state, age, educational background, etc.
Children
ERC is an adult club and primary membership is restricted to persons age 18 and older. Children are members through family memberships. Children do not have log-in access and therefore are not allowed to enter information about themselves. Children do participate in our programs, but the information collected is from responsible adults.
Security Procedures
ERC takes security seriously and has chosen CE to operate and secure our website. We protect your information on-line and off-line. Access to your information is restricted. Only those who need the information to perform their duties are granted access to personally identifiable information.
Choice and opting in/out
You will receive communications from ERC and others as referenced in this privacy policy. You may opt in or out of the various email lists.
Correction/Updating Personal Information
Correcting your information can usually be done utilizing the online facilities provided on the ERC website. You can also contact us directly.
Notification of Changes
If ERC changes its privacy policy, we will post a notice of the change on the homepage of our website for at least seven days so you are aware of what information we collect, how we use it, and under what circumstances we may disclose it. If at any point ERC decides to use personally identifiable information in a manner different from that stated at the time it was collected, users will have a choice whether to consent to such use. We will use information in accordance with the privacy policy under which the information was collected.
A link to the privacy policy will always be posted on the homepage of the ERC website or a copy can be obtained by directly contacting ERC.