Rotary Club of World Disability Advocacy Privacy Policy

Last updated: November 27, 2025.

1. Who we are

The Rotary Club of World Disability Advocacy (RCWDA) is a global, online Rotary club focused on disability rights, accessibility, and inclusion. Our public website and membership database are hosted and operated on the ClubRunner platform, which is provided by a third-party company (ClubRunner, Oakville, Ontario, Canada).

This Privacy Policy explains how:

  • RCWDA collects, uses, and protects personal information that you provide directly to the club (for example, through contact forms, membership inquiries, and content curation requests).
  • ClubRunner collects, uses, and protects information through its platform and services (for example, cookies, login data, and technical logs).

RCWDA manages the content of the website and the information submitted through forms we create. ClubRunner manages the underlying platform, hosting, and certain technical and analytics features.

2. How RCWDA handles your data

2.1 Information we collect directly from you

When you interact with RCWDA through this website or by email, you may choose to share personal information with us. This includes, for example:

  • Name and contact details (such as email address and, optionally, country or city).
  • Details you provide in our contact form, membership inquiries, volunteer forms, or similar forms hosted on this site.
  • Information included in messages you send to us about projects, events, stories, or resources.

You are under no obligation to provide personal information, but some details may be necessary for us to respond to your request, process a membership inquiry, or follow up about a project or event.

2.2 Traffic data and analytics (Google Analytics)

In addition to the analytics used by ClubRunner, RCWDA may use Google Analytics or similar tools to better understand how visitors use our website and to improve our content. These tools can collect information such as:

  • Pages visited and time spent on each page.
  • General location (country or region), browser type, and device type.
  • How you arrived at our website (for example, via a search engine or social media link).

This information is used in aggregate to help us plan and improve our content and outreach. We do not use analytics to identify individuals. You can manage cookies and tracking technologies through your browser settings or by using tools provided by Google to opt out of Google Analytics where available.

2.3 How we use the information you provide

RCWDA may use the personal information you choose to share with us in order to:

  • Respond to your questions, comments, or requests.
  • Process membership inquiries, volunteer offers, or collaboration proposals.
  • Communicate with you about club meetings, events, and opportunities to get involved, when you have asked for this or clearly expect it as part of your contact with us.
  • Review and curate stories, resources, and project ideas submitted for publication or sharing on our website and communication channels.
  • Honor requests for content curation, correction, or removal of posts, images, or names from our site.

2.4 How we share information

RCWDA is a volunteer-led club. We limit access to personal information to those club officers and volunteers who need it to carry out their responsibilities (for example, membership, communications, or event coordination).

We may share your information:

  • With Rotary International or Rotary district structures when necessary for official Rotary membership processes, in line with Rotary’s own privacy practices.
  • With trusted partners or collaborators only when it is necessary to organize a joint event or project and when this has been clearly communicated to you.

We do not sell or rent your personal information. We also do not use your data for commercial advertising or unrelated marketing.

2.5 How long we keep your information

We keep personal information only for as long as it is reasonably necessary for the purposes described above, unless a longer retention period is required or permitted by law or Rotary rules. For example:

  • Contact messages and correspondence may be kept for a period that allows us to follow up on your request and maintain a record of our activities.
  • Membership-related information may be kept while you are a member and for a reasonable period after you leave the club, in line with Rotary requirements and good record-keeping practices.

2.6 Your rights and how to contact RCWDA

If you have shared personal information with RCWDA, you have the right to:

  • Request access to the personal information we hold about you.
  • Ask us to correct or update inaccurate or incomplete information.
  • Request that we stop sending you non-essential communications.
  • Request that we remove or anonymize your information from our lists and, where possible, from content published on this site.

You can also contact us regarding:

  • Curatorial questions about stories, images, or resources published on our website.
  • Requests to remove your name, image, or other personal data from a story, list, or resource.
  • Concerns or suggestions about how we handle privacy and data protection.

To exercise any of these rights or to raise a concern, please email: rotarywda@gmail.com. We will do our best to respond within a reasonable time and to handle your request carefully and respectfully.

If you require this Privacy Policy in another language, please contact us at rotarywda@gmail.com and we will provide a translated version upon request.

3. ClubRunner Privacy Policy (hosting provider)

The following information is provided directly by ClubRunner, the company that hosts and operates this website and membership management platform. ClubRunner is responsible for the accuracy and updates of this section. RCWDA does not control or routinely edit the content of the ClubRunner Privacy Policy, and any changes to their practices will be reflected by them.

Rotary Club of World Disability Advocacy

This organization uses ClubRunner for its membership management software and to publish its website, maintain its database, and send email communications.

ClubRunner

At ClubRunner, we're committed to protecting your privacy. This Privacy Policy explains how we collect, use, and disclose information processed through this website, and our online subscription service (the "Services").

This page sets out our privacy policy and describes why and how we collect, use and disclose personal information which you choose to provide to us on our website, as well as how to access, modify, or delete your personal information. This policy doesn't apply to anyone who isn't under our control or management, such as the operators of other websites that you might link to from our website. Such operators may have their own privacy policies, which might differ from ours.

How Will We Collect Personal Information?

You are under no obligation to disclose any personal information to us at any time. We collect information you provide directly to us. For example, whenever you participate in any interactive features of the Services such as filling out a form, requesting customer support, sending us an email, or calling us. In the process you may be asked to give your name, e-mail address, mailing address, and any other information you choose to provide for the purpose of these Services. We or a designated third party may collect payment and credit card information when you subscribe to our paid Services or purchase additional services.

Information We Collect Automatically When You Use Our Services

When you access or use our Services, we may automatically collect information about you, including:

  • Log Information: We log information about your use of the Services, including the type of browser you use, access times, pages viewed, your IP address, your general location, and the page you visited before navigating to our Services.
  • Device Information: We collect information about the computer or mobile device you use to access our Services, including the hardware model, operating system and version.
  • Cookies: We use cookies to store your login session and other information to make your navigation of our Services easier. More information on cookies is available below.

Use of Cookies and Other Tracking Technologies

Our site uses "cookies" which are small files containing pieces of information that are stored by your browser on your computer's hard drive. Most Web browsers automatically accept cookies, but if you prefer, you can set your browser to block them. Our cookies can contain information such as your user ID that our website uses to recognize you. Our cookies can't read data off your hard disk or read cookie files created by other sites. The only personal information our cookies contain is the information you provide yourself. When you enter personal information on our website, your personal information will be linked to the cookie we save on your computer. If you do choose to delete your cookie, you may not be able to use the administrative features of the website.

We use Google Analytics to track how visitors interact with our website, analyze where traffic is generated from and collect information related to general site engagement.

Third party advertising management services such as Google and Facebook may display tailored messages upon you interacting with our website through the use of cookies. You can opt out of these ads at any time when displayed. For more information on Google Ads, click here . For more information on opting out of ads on Facebook, click here . Should you delete your cookies, please note, you will need to opt out of seeing these messages again. These cookies cannot personally identify you and expire after 180 days or until you clear your cookies.

On customer websites, where you engage with social share buttons (ex: Facebook Like Button or the share content buttons), the services that manage the social platform you get directed to may use cookies. ClubRunner is not affiliated with any of these services and all legalities surrounding the use of cookies are thus under the policies set by the social media platforms.

How Do We Use Personal Information?

We may use information about you for various purposes, including to:

  • Provide, maintain, customize, and improve our Services;
  • Provide and deliver the products and services you request, process transactions and send you related information, including confirmations and invoices,
  • Send you technical notices, updates, security alerts and support and administrative messages;
  • Respond to your comments, questions and requests and provide customer service;
  • Communicate with you about products, services, offers, promotions, and events offered by ClubRunner and others, and provide news and information we think will be of interest to you;
  • Monitor and analyze trends, usage and activities in connection with our Services; and
  • Carry out any other purpose for which the information was collected.

You may receive automatically-generated emails from ClubRunner that are triggered when you perform certain tasks such as registering for an event, volunteering for a task, subscribing to a bulletin, or requesting a forgotten password.

You may also receive emails from other club members. ClubRunner does not control the frequency or content of member-generated emails. You have the option to unsubscribe from receiving these emails by either updating your communication preferences from within your profile, or removing your email address entirely.

How Is Your Personal Information Protected?

ClubRunner is committed to protecting your personal information and has developed policies and procedures to ensure our compliance with our own Security and Privacy Policy and with applicable International laws.

We also understand your concerns about online security and take reasonable measures to help protect information about you from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction.

How Do We Disclose or Share Your Information?

When you voluntarily provide ClubRunner with personally identifiable information online, that information is kept within the ClubRunner family of web site(s) and will not be sold, rented or otherwise traded to any third party.

We may share your information as follows or as otherwise described in this Privacy Policy:

  • With vendors, consultants, and other service providers who need access to such information to carry out work on our behalf;
  • In response to a request for information if we believe disclosure is in accordance with any applicable law, rule or regulation;
  • If we believe your actions are inconsistent with the spirit or language of our user agreements or policies, or to protect the rights, property and safety of ClubRunner or others;
  • With your consent or at your direction.

We may also share aggregated or de-identified information, which cannot reasonably be used to identify you.

Sub-Processors

ClubRunner employs other companies and people to provide functions that form part of our Services, for example, email sending, social media sharing, payment processing, help desk software, etc. ClubRunner has made and continues to make efforts to ensure all its sub-processors comply with our privacy policies. For a list of ClubRunner's sub-processors, please email us at support@clubrunner.ca.

Data Retention

We will retain your personal information only for as long as it is needed to provide our Services, and this depends on the purposes for which we use it, unless applicable law requires we either dispose of it or keep it longer. We may also continue to store your personal information to allow us to resolve disputes, enforce our agreements, comply with legal obligations and/or for other legally permissible purposes consistent with this Privacy Policy.

How to View, Update or Delete Your Personal Information

You may, at any time, view, update and request to permanently delete any of your personal information. These tools are made available to all Site Administrators, or you may contact ClubRunner at support@clubrunner.ca.

Upon request, ClubRunner will provide you with information about whether we hold any of your personal information. If you provide us with your personal information, you have the following rights:

  • To review the personal information we have stored;
  • To request that we correct any errors, outdated information, or omissions;
  • To unsubscribe from being contacted by us; and
  • To have your information permanently deleted.

We will respond to your request within a reasonable timeframe and notify you of the action we have taken.

Questions Regarding This Privacy Policy

If you have any questions please contact ClubRunner, 2010 Winston Park Drive, Suite 200, Oakville, Ontario, L6H 5R7. You may call us at (647) 490-5878, or email us at support@clubrunner.ca.

Changes To This Privacy Policy

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of the policy and, in some cases, we may provide you with additional notice, such as adding a statement to our home page or sending an email. We encourage you to review the Privacy Policy whenever you access the Services or otherwise interact with us to stay informed about our information practices.

Note On Jurisdiction

ClubRunner is a privately held Canadian company with headquarters in Oakville, Ontario, Canada. Consequently, by using our Services you agree that in all matters relating to this web site(s) you shall be governed by the laws of the province of Ontario or Canada, as applicable, and further, that you submit to the jurisdiction of the courts of the province of Ontario.

You may not use our Services if law prohibits you from doing so in the country in which you reside.