Punishers — Privacy policy

ABOUT THIS POLICY This page explains what personal information Punishers keeps about its members, why it is kept, and the choices every member has. (This text is an editable template provided by the software, not legal advice — the club's board should review and adapt it.) WHAT WE COLLECT - Your name and road name. - Contact details: email address and phone number. - Optional details you choose to provide: home address, date of birth, and a member photo. - An emergency contact (name and phone) you provide for safety on rides and events. - Membership records: chapter, roles held, join date, awards, event attendance and RSVPs. HOW IT IS USED Your information is used only to run the club: maintaining the member roster, organising chapters, rides and events, recognising milestones and awards, and letting officers reach you (or your emergency contact) when needed. It is never sold or shared outside the club. COOKIES This site uses ONE strictly-necessary cookie — a sign-in session cookie that keeps you logged in. It is essential to use the site and carries no tracking identifier. Your display preferences (such as light/dark theme) are stored only in your own browser. There are NO advertising, analytics, or third-party tracking cookies, and nothing is shared with outside advertisers or data brokers. Because we use only a strictly-necessary cookie, no cookie-consent banner is required. YOUR SHARING CHOICES (CONSENT) Sensitive fields are private by default. You decide, field by field, whether fellow members may see your photo, birthday, phone, email, or home address — and you can change those choices at any time from your profile's Privacy settings. Officers of your chapter may access contact details for operational reasons; every such access is logged and visible to you. EMAILS AND NOTIFICATIONS You control the NON-ESSENTIAL emails you receive. From your profile's Privacy settings you can switch off chapter announcements, event reminders, post-event follow-ups, milestone notices, and (for officers) the weekly officer digest — independently, at any time, with no effect on anyone else. Account and security emails are ALWAYS sent and cannot be turned off, because they protect your account or are part of running the club: new-sign-in alerts, verification (one-time) codes, approval decisions on changes you submitted, invitations and account-claim links, and acknowledgements of data-export or erasure requests. RETENTION AND ERASURE You may ask for a copy of everything the club holds about you (data export) and you may ask to be erased (right to be forgotten) — both are self-service from your profile's Security settings: download your data as a JSON file at any time, or send an erasure request that an administrator reviews and actions. Erasure removes your personal details, login, photos and emergency contact while keeping the club's anonymised records intact. Where the club has enabled its retention policy, records of departed members are automatically cleaned up after the configured period. AUDIT LOG For accountability and security, the club keeps a tamper-evident audit log of administrative and security-relevant actions (for example: who viewed or changed a member record, and when). This log is visible only to administrators, is protected against alteration, and is retained permanently — it is deliberately NOT erased or redacted, because its purpose is an accurate, unbroken historical record. Minimisation of your personal information happens through erasure and the retention clean-up described above, not by editing this log. QUESTIONS Contact a chapter officer or the club secretary with any question about your data.