Privacy Policy
Rainbow Warrior Roundup of Texas
Effective Date: September 17, 2026
Rainbow Warrior Roundup of Texas ("RWR," "we," "us," or "our") respects the privacy of our attendees, members, volunteers, event leaders, website visitors, and community.
This Privacy Policy explains how we collect, use, store, and disclose information through the Rainbow Warrior Roundup website, attendee/member portal, event registration systems, and related online services (collectively, the "Services").
Because participation in Rainbow Warrior Roundup and access to our member portal may reveal personal information about an individual's community affiliations or identity, we treat membership, eligibility, attendee status, and related non-public information with particular care.
1. Information We Collect
We may collect information in the following categories.
Information You Provide Directly
Depending on how you use the Services, you may provide:
- name;
- email address;
- telephone number;
- mailing address;
- account username or login credentials;
- profile information;
- event registration information;
- information necessary to determine eligibility to participate in Rainbow Warrior Roundup;
- payment and transaction information;
- emergency contact information;
- dietary, accessibility, lodging, transportation, or other event-related information;
- volunteer interests, event roles, committee assignments, or leadership information;
- scholarship or financial-assistance information;
- responses to event forms, surveys, questionnaires, or applications;
- communications sent to RWR or its event leaders;
- content you choose to post or share through the member portal; and
- any other information you voluntarily provide.
Some of this information may be sensitive or may indirectly reveal sensitive facts about you. We ask members and attendees to provide only information reasonably necessary for participation in the organization or event.
Payment Information
Registration fees, dues, merchandise purchases, donations or contributions, and other payments may be processed through third-party payment processors.
We generally do not receive or store your complete payment-card number. Payment processors may collect and process payment information according to their own privacy policies and security practices.
We may retain transaction records such as your name, payment amount, payment date, registration or order information, payment status, and transaction identifier for accounting and organizational purposes.
Information Collected Automatically
When you use our website or portal, our systems and service providers may automatically collect limited technical information such as:
- IP address;
- browser type;
- device type;
- operating system;
- pages or features accessed;
- date and time of access;
- referring website;
- session and authentication information; and
- security, error, and diagnostic logs.
We may use cookies, local storage, or similar technologies that are necessary to operate the website and member portal, maintain login sessions, protect accounts, remember preferences, and understand basic site usage.
We do not use information collected through the RWR member portal for behavioral advertising.
2. How We Use Information
We may use personal information to:
- create and administer member or attendee accounts;
- determine eligibility for participation;
- process event registrations and payments;
- plan and operate Rainbow Warrior Roundup events;
- coordinate lodging, meals, accessibility, transportation, programming, and other event logistics;
- communicate with members, attendees, volunteers, leaders, and applicants;
- administer scholarships or financial assistance;
- manage volunteer and leadership assignments;
- maintain organizational and financial records;
- provide member-portal features;
- respond to questions or requests;
- send event announcements and organizational communications;
- enforce event policies, community standards, and terms of use;
- protect the safety and security of attendees and the organization;
- investigate suspected fraud, misuse, unauthorized access, or security incidents;
- satisfy legal, tax, accounting, insurance, or regulatory obligations; and
- improve our website, portal, events, and organizational operations.
We do not use membership or attendee information to build advertising profiles or sell marketing audiences.
3. Sensitive Membership and Attendee Information
RWR recognizes that participation in Rainbow Warrior Roundup, eligibility for participation, or membership in the attendee portal may reveal information that individuals reasonably consider private.
Accordingly:
- attendee and membership lists are not public by default;
- eligibility records are used only for legitimate organizational and event purposes;
- RWR does not sell eligibility, membership, or attendee information;
- RWR does not provide attendee lists to outside marketers;
- access to non-public attendee information should be limited to directors, event leaders, volunteers, contractors, or service providers who reasonably need the information to perform their responsibilities; and
- individuals handling attendee information are expected to respect its confidential nature.
Information should not be publicly associated with an individual's participation in Rainbow Warrior Roundup without that individual's consent, except when disclosure is reasonably necessary for the operation or safety of the event or required by law.
4. Member Portal
The attendee/member portal is a private community service intended for authorized users.
Information you place in portions of the portal designed for interaction with other members may be visible to other authenticated portal users. This may include information such as your display name, profile information, event roles, posts, comments, messages, or other information you intentionally share.
Information submitted through administrative forms, registration forms, scholarship forms, safety reports, or similar non-public features is not intended to be displayed to the general membership unless the form or feature clearly indicates otherwise.
Members should respect the privacy of other members and should not copy, publish, scrape, distribute, or use information obtained through the portal for unrelated commercial, marketing, harassment, or other unauthorized purposes.
5. How We Share Information
We may disclose personal information when reasonably necessary for the purposes described in this policy.
Within Rainbow Warrior Roundup
Information may be provided to directors, officers, Annual Event Directors/Sovereigns, event organizers, committee members, or volunteers who require it to perform organizational or event responsibilities.
Access should be limited to information reasonably necessary for the person's role.
Service Providers
We may use third-party companies to provide services such as:
- website hosting;
- member-portal hosting;
- email delivery;
- event registration;
- payment processing;
- accounting;
- cloud storage;
- communications;
- analytics;
- technical support; and
- security.
These providers may process information on our behalf or receive information necessary to provide their services.
Their handling of information may also be governed by their own privacy policies and contractual obligations.
Legal, Safety, and Organizational Protection
We may disclose information when we reasonably believe disclosure is necessary to:
- comply with applicable law, subpoena, court order, or legal process;
- respond to an emergency involving health or safety;
- protect an attendee, member, volunteer, or other person from serious harm;
- investigate fraud, abuse, harassment, unauthorized access, or violations of organizational policies;
- enforce agreements or protect RWR's legal rights; or
- cooperate with insurers, attorneys, accountants, or other professional advisers.
Organizational Changes
If RWR reorganizes, combines with another nonprofit organization, transfers responsibility for the event, or undergoes another organizational restructuring, relevant records may be transferred as part of that process subject to appropriate confidentiality protections.
6. We Do Not Sell Personal Information
Rainbow Warrior Roundup of Texas does not sell personal information.
We do not sell or rent attendee lists, member lists, eligibility information, email addresses, telephone numbers, portal profiles, or registration information to marketers or data brokers.
We also do not use the private member portal to provide targeted behavioral advertising based on members' activities or personal characteristics.
7. Photographs, Video, and Event Media
Photography and video at an in-person event involve considerations different from information submitted through the website or portal.
RWR may maintain a separate photography, recording, media-release, or event-media policy describing when photographs or recordings may be taken or published.
Where practical, RWR will respect clearly communicated requests concerning the public use of an attendee's image.
Nothing in this Privacy Policy should be interpreted as replacing a separate photo or media consent policy.
8. Email and Communications
If you register for an event, create a portal account, volunteer, serve in leadership, or otherwise participate in RWR, we may send you operational communications concerning your account, registration, the organization, or upcoming events.
We may also send community announcements or information about future Rainbow Warrior Roundup activities.
You may ask us to stop sending non-essential promotional or community communications. We may continue sending messages that are reasonably necessary to administer your account, registration, payment, event participation, or organizational responsibilities.
9. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including event administration, organizational continuity, accounting, tax, insurance, dispute resolution, safety, and legal obligations.
Different categories of records may be retained for different periods.
For example, organizational and financial records may need to be retained longer than temporary event-planning information.
When information is no longer reasonably needed, we may delete, anonymize, or securely archive it as appropriate.
10. Security
We use reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, or destruction.
These measures may include access controls, authentication, encrypted network connections, restricted administrative access, backups, security monitoring, and use of reputable hosting and payment providers.
No website, database, transmission method, or storage system can be guaranteed to be completely secure.
Members are responsible for protecting their account credentials and should notify us promptly if they believe their account has been compromised.
11. Your Information and Account
You may contact us to request that we:
- correct inaccurate account or profile information;
- update your contact information;
- close your portal account;
- remove information that you have posted where reasonably possible;
- explain what information we maintain about you; or
- address a privacy concern.
Certain information may need to be retained even after an account is closed, including financial records, organizational records, incident records, or information necessary to satisfy legal obligations or protect legitimate organizational interests.
Removal from the portal does not necessarily require deletion of historical organizational records in which a person legitimately appears.
12. Third-Party Websites and Services
The Services may contain links to or integrations with third-party websites, payment processors, event platforms, social networks, maps, video services, or other online services.
RWR does not control the privacy practices of independent third parties. Information you provide directly to those services is subject to their privacy policies.
We encourage users to review the privacy practices of services they choose to use.
13. Children's Privacy
The Rainbow Warrior Roundup website and member portal are not designed to collect personal information from children under 18.
If we learn that we have collected personal information directly from a child under 13 without appropriate authorization, we will take reasonable steps to delete it.
14. Legal Requirements
Rainbow Warrior Roundup of Texas is organized as a Texas nonprofit organization.
We maintain this Privacy Policy as part of our commitment to responsible stewardship of attendee and member information regardless of whether a particular state privacy statute applies to the organization.
Nothing in this Privacy Policy creates rights beyond those provided by applicable law or contractual commitments made by RWR.
15. Changes to This Privacy Policy
We may update this Privacy Policy as our organization, website, portal, technology, or legal obligations change.
When we make material changes, we will update the effective date and may provide notice through the website, member portal, or email.
Continued use of the Services after an updated policy becomes effective constitutes acknowledgment of the revised policy to the extent permitted by law.
16. Contact Us
Questions, correction requests, account requests, or privacy concerns may be directed to:
Rainbow Warrior Roundup of Texas
Email: info@rainbowwarriorroundup.org
Mailing Address: [ORGANIZATION MAILING ADDRESS]
Please do not send highly sensitive personal, financial, or medical information through ordinary email unless requested and an appropriate method of transmission has been provided.