Effective Date: August 7, 2025
This Privacy Policy explains how Serve It Up for Life (referred to as “we”, “us”, or “our”) gathers, uses, stores, and protects personal data collected during registration and participation in the annual charity CRC Memorial Tennis Tournament (the “Event”). The privacy of all participants, volunteers, donors, and others who interact with the Event is protected.
1. Information collected
Personal information is collected voluntarily through online forms and when registering for the Event, making a donation, volunteering, or interacting with the organizers. This information can include:
- Contact Information: Name, address, email address, phone number.
- Participation Information: Tournament division, tennis skill level (if applicable).
- Payment Information: Credit card details (processed securely through a third-party payment processor).
- Donation Information: Donation amount, contact information for donation receipts.
- Health and Dietary Information: (Collected only if explicitly needed and with consent, e.g., for dietary restrictions or accessibility needs).
- Photographs and Video Footage: (May be captured during the event for promotional purposes, with clear notice provided).
2. How information is used
The collected information is used for the following:
- Event Administration: Processing registrations, managing tournament brackets, and communicating important updates.
- Fundraising and Donation Processing: Processing donations, issuing receipts, and acknowledging contributions (with permission).
- Communication: Sending event-related announcements, updates, and post-event information.
- Event Experience Improvement: Analyzing registration data to improve future events and programming.
- Safety and Security: Ensuring the safety and well-being of participants and volunteers.
- Promotional Purposes: Utilizing photographs and video footage (captured with notice) to promote the Event and its charitable mission.
3. Sharing of information
Personal information will not be sold or rented to third parties. Information may be shared with the following parties, but only when necessary to operate the event or with explicit consent:
- Third-Party Service Providers: Vendors who assist with event management, registration, payment processing, or other necessary functions.
- Event Partners: (Only if explicit consent is provided during registration, e.g., for sponsors whose interests align with the event).
- Legal Requirements: If required by law, court order, or governmental authorities.
4. Your rights
The following rights regarding personal information are available:
- Right to Access: Request a copy of the personal information held.
- Right to Rectification: Request correction of any inaccurate or incomplete personal information.
- Right to Erasure (Right to Be Forgotten): Request deletion of personal information, subject to legal and contractual obligations.
- Right to Restrict Processing: Request to limit the processing of personal data under certain circumstances.
- Right to Object to Processing: Object to the processing of personal data, particularly for direct marketing purposes.
- Right to Data Portability: Request personal data in a structured, commonly used, and machine-readable format.
- Right to Withdraw Consent: Consent for data processing can be withdrawn at any time, where consent was the legal basis for processing.
5. Data security
Appropriate technical and organizational measures are implemented to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:
- Encryption: Protecting sensitive data in transit and at rest.
- Access Controls: Restricting access to personal data to authorized personnel only.
- Data Minimization: Collecting only the minimum data necessary for the intended purpose.
- Secure Storage: Using secure platforms and practices for storing data.
6. Data retention
Personal data will be kept only as long as necessary to fulfill the purposes for which it was collected, and to comply with legal or contractual obligations.
7. Changes to this privacy policy
This Privacy Policy may be updated from time to time. Notification of significant changes will be made by posting the updated policy on the website or through other appropriate communication channels.
8. Contact information
For any questions or concerns about this Privacy Policy or data practices, contact: [Email Address] or [Mailing Address].