Effective Date: 11/14/2025
Last Updated: 11/14/2025

Out of Staters (OOS) Bicycle Club is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you register for our events or interact with our website.

Information We Collect

Personal Information You Provide

When you register for an OOS Bicycle Club event, we collect:

• Contact Information: Name, email address, phone number, and mailing address
• Payment Information: Credit card details, billing address (processed securely through Stripe, our payment processor)
• Emergency Contact Information: Name and phone number of emergency contacts
• Health Information: Medical conditions, allergies, medications, or special dietary needs that may affect your participation
• Travel Information: Flight details, accommodation preferences, bicycle rental needs
• Demographic Information: Age, gender (when required for accommodation arrangements)
• Photo Release Preferences: Your consent or objection to being featured in promotional materials

Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical Information: IP address, browser type, operating system, device information
• Usage Data: Pages visited, time spent on pages, links clicked, referring website
• Cookies and Tracking Technologies: Small files stored on your device to enhance user experience and analyze site traffic

How We Use Your Information

We use your personal information to:

• Process event registrations and payments
• Communicate with you about upcoming events, schedule changes, or important updates
• Arrange accommodations, transportation, and meals for your tour
• Provide necessary information to emergency contacts if needed
• Ensure participant safety and appropriate medical care during events
• Improve our services and understand participant preferences
• Send promotional materials about future events (with your consent)
• Comply with legal obligations and enforce our terms and conditions
• Respond to inquiries and provide customer support

How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We share your information only when necessary to provide our services and only with the following trusted partners:

Service Providers

We share only the minimum necessary information with trusted third-party service providers who assist us with:

• Payment processing (Stripe for credit card transactions)
• Accommodation bookings (hotels, lodges)
• Transportation arrangements (charter bus companies, shuttle services)
• Meal planning (restaurants, caterers)
• Travel insurance providers (McKay Insurance Agency)
• Email communication services
• Website hosting

These providers are contractually obligated to protect your information and use it only for the specific services they provide to us. We never share your information beyond what is required to deliver these essential services.

Emergency Situations

We may share your health information and emergency contact details with medical professionals or emergency responders if you require medical attention during an event.

Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or when we believe disclosure is necessary to:

• Comply with legal obligations
• Protect the rights, property, or safety of OOS Bicycle Club, our participants, or others
• Investigate fraud or security issues
• Enforce our terms and conditions

Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity. You will be notified of any such change via email or prominent notice on our website.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

• Active Participants: Information is retained while you remain an active participant and for up to seven years following your last event for legal and tax purposes
• Marketing Communications: Contact information for marketing purposes is retained until you unsubscribe
• Financial Records: Payment and billing information is retained for seven years to comply with tax and accounting regulations

Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Restriction: Request that we limit how we use your information
• Objection: Object to our processing of your information for marketing purposes
• Data Portability: Request a copy of your information in a machine-readable format
• Withdraw Consent: Withdraw consent for marketing communications at any time

To exercise any of these rights, contact us at oosbicycleclub@gmail.com. We will respond to your request within 30 days.

Marketing Communications

You may receive promotional emails about upcoming events and club news if you have:

• Registered for a previous event, or
• Opted in to receive marketing communications

You can unsubscribe from marketing emails at any time by:

• Clicking the “unsubscribe” link in any promotional email
• Contacting us directly at oosbicycleclub@gmail.com
• Updating your preferences in your account settings (if applicable)

Unsubscribing from marketing emails will not affect transactional emails related to events you have registered for.

Security Measures

We take reasonable precautions to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure payment processing through PCI-compliant payment processors
• Password-protected databases and restricted access to personal information
• Regular security assessments and updates

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

Children’s Privacy

Our events and services are intended for adults aged 18 and older. We do not knowingly collect personal information from children under 18 without parental consent. If we become aware that we have collected information from a child without proper consent, we will delete that information promptly.

Minors participating in events must have written parental consent, and their information is collected and managed through their parent or legal guardian.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website traffic and user behavior
• Improve site functionality and user experience
• Deliver relevant advertisements (if applicable)

You can control cookie settings through your browser preferences. Disabling cookies may limit your ability to use certain features of our website.

Types of Cookies We Use:

• Essential Cookies: Required for basic site functionality
• Analytics Cookies: Help us understand how visitors use our site (e.g., Google Analytics)
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track your browsing to deliver relevant advertisements (if applicable)

Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

International Data Transfers

If you are located outside of the United States, your information may be transferred to and processed in the United States where our servers are located. By using our services, you consent to the transfer of your information to the United States.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make changes, we will:

• Update the “Last Updated” date at the top of this policy
• Notify you via email if changes are significant
• Post a notice on our website homepage for 30 days

Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us:

Out of Staters Bicycle Club
oosbicycleclub@gmail.com
319.572.6870
101 N. Hyland Cir.
Mount Pleasant, IA 52641

For privacy-specific inquiries or to exercise your privacy rights, email: oosbicycleclub@gmail.com

State-Specific Privacy Rights

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected and how it is used
• Right to request deletion of personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

To exercise these rights, contact us at oosbicycleclub@gmail.com.

European Union Residents (GDPR)

If you are located in the European Union, you have rights under the General Data Protection Regulation (GDPR), including the rights listed in the “Your Privacy Rights” section above. Our legal basis for processing your information includes:

• Contract Performance: Processing necessary to fulfill our services to you
• Legitimate Interest: Processing necessary for our business operations
• Consent: Processing based on your explicit consent
• Legal Obligation: Processing required by law

You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.