Effective Date: [Date of Publication, e.g., June 24, 2025]

1. Introduction

CWU Rugby ("we," "us," or "our") operates the website located at https://www.cwurugby.org/ (the "Website"). This Privacy Policy explains how we collect, use, and protect your personal information when you visit our Website.

By using our Website, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We may collect several types of information from and about you, including:

• Personal Information: This is information that can identify you as an individual. We only collect this information when you voluntarily provide it to us, such as:
  • Contact Information: Name, email address, phone number, and postal address when you fill out a contact form, sign up for a newsletter, or register for an event.
  • Membership Information: If you become a member, we may collect information such as your date of birth, contact details, and any other information required for club membership.
  • Payment Information: We do not directly collect or store payment information. All payment transactions are handled by a third-party payment processor, [e.g., Stripe, PayPal]. We do not have access to your credit card details.
• Non-Personal Information (Usage Data): We automatically collect certain information when you visit our Website. This information does not identify you personally and helps us analyze how the Website is used. This may include:
  • IP address
  • Browser type and version
  • Pages you visit on our Website
  • Time and date of your visit
  • Time spent on those pages
  • Referring website address
  • Device type and operating system

3. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide Services: To respond to your inquiries, provide information about our club, and manage your membership.
• To Improve Our Website: To understand how users interact with our Website, improve functionality, and create a better user experience.
• To Send Communications: To send you newsletters, updates, and information about news, events, and matches, but only if you have opted in to receive these communications.
• To Support Club Operations: To manage our membership records and communicate with our members.
• For Legal and Security Purposes: To protect our rights, prevent fraud, and comply with legal obligations.

4. Cookies and Tracking Technologies

Our Website uses cookies and similar tracking technologies to track activity and hold certain information. Cookies are small files stored on your device. We use them for:

• Essential functionality (e.g., to make forms work).
• Analytics (e.g., using Google Analytics to understand traffic and user behavior).
• [Add if you use any other specific cookies, e.g., marketing, social media]

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. However, if you disable or refuse cookies, some parts of the Website may become inaccessible or not function properly.

5. Sharing Your Information

We do not sell, trade, or otherwise transfer your personal information to outside parties. We may share your information in the following limited circumstances:

• With Service Providers: We may share your information with trusted third-party service providers who assist us in operating our Website and conducting our business (e.g., Webflow hosting, email marketing services like Mailchimp, analytics providers like Google Analytics). These parties are contractually obligated to keep your information confidential.
• For Legal Reasons: If required by law, court order, or government request.
• To Protect Our Rights: To enforce our site policies, or protect our or others' rights, property, or safety.

6. Data Security

We take reasonable measures to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

7. Your Rights

You have the right to:

• Access your personal data that we hold.
• Correct any inaccurate information we have about you.
• Request deletion of your personal data, subject to legal requirements.
• Opt-out of receiving marketing communications from us at any time by following the unsubscribe link in the emails.
• [Add other rights based on relevant regulations, e.g., GDPR rights like data portability]

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

8. Third-Party Links

Our Website may contain links to other websites, such as social media pages or rugby organizations. We are not responsible for the privacy practices of these third-party sites. We encourage you to read the privacy policies of any website you visit.

9. Children's Privacy

Our Website is intended for a general audience. We do not knowingly collect personal information from children under the age of 13 without verifiable parental consent. If you are a parent or guardian and believe we have collected information from your child, please contact us.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• By Email: [Your Club's Contact Email Address]
• By Mail: [Your Club's Postal Address]
• Through our Website: [Link to your contact form]

‍