Privacy Policy of Gulfwinds Track Club
Last updated: August 3, 2026
Gulfwinds Track Club, Inc. (“GWTC,” “we,” “us,” or “our”) is a not-for-profit organization that promotes running and running-related activities. This Privacy Policy explains how GWTC collects, uses, and discloses personal information through its website, membership activities, events, donations, merchandise, newsletters, and related activities. GWTC does not sell, share, rent, or otherwise disclose personal information except as described in this Privacy Policy.
This Privacy Policy applies only to information collected by GWTC. The GWTC website may contain links to websites and services operated by third parties, including registration or merchandise platforms. GWTC is not responsible for the privacy practices of those third parties. Users should review the privacy policies of any third-party website or service before providing personal information to that third party.
Information GWTC Collects and How It Is Used
No registration is required to read the GWTC website. Information and materials posted on the website are provided by authorized GWTC representatives or agents. GWTC does not actively track visitors to its website and collects only very limited information from website visitors. GWTC does not sell, share, rent, or otherwise disclose website visitor information to third parties, except as described in this Privacy Policy.
Membership Registration
To become a GWTC member, interested parties must complete a membership registration form. The membership registration form may be completed online or via a paper application form mailed to GWTC. Online registration is completed through a dedicated GWTC membership page on the RunSignup website. RunSignup is hosted on a separate platform from GWTC and has its own Privacy Policy, which users are encouraged to review (The RunSignup Privacy Policy). During online registration, an applicant is requested to provide contact information such as name, address, phone number, and email address. GWTC uses this information for GWTC operations, including maintaining a membership database and contacting members about GWTC-related topics.
Event Registration and Event Results
GWTC also uses the RunSignup platform for registration for certain GWTC-sponsored races, volunteer opportunities, and other events (“Events”). Registrants for Events should review the RunSignup Privacy Policy to understand how personal information is used and disclosed by RunSignup. GWTC does not sell or disclose registrant information to third parties that are not affiliated with GWTC. GWTC may use registrant information to inform registrants about GWTC-sponsored races or other GWTC Events. GWTC may post information about local races that are not GWTC events on its website. Such postings are for informational purposes only, and users accessing third-party race links are encouraged to review the privacy policies of those third parties. GWTC may post Event results information on its website which may include individual names, age and Event results for both adult and minor participants. Event results are for informational purposes only and GWTC does not guarantee the accuracy of such information.
Donations
In some instances, Events may provide individuals with the opportunity to donate to GWTC and/or affiliated philanthropic GWTC programs such as the Chenoweth Fund. GWTC is committed to protecting donor privacy. GWTC collects, uses, and discloses donor personal information only for purposes identified to the donor or otherwise described in this Privacy Policy. GWTC may use donor information to establish and manage its relationship with a donor, process donations, maintain donation records, and communicate with donors about GWTC-related matters. Events on the RunSignUp platform that solicitate direct donations for a specific charity(ies) will share the donor’s information with the selected charity(ies). GWTC Merchandise
GWTC may offer club merchandise for sale via a link on the GWTC website. The link to purchase club merchandise is currently hosted on a third-party e-commerce site (www.monogramart.com/GWTC/shop/home). The third-party e-commerce site has its own privacy policy, which users are encouraged to review before making a purchase.
Newsletters
GWTC creates a monthly newsletter for its members, which is emailed to members and may also be posted on the Club’s website for members of the public to access. Individuals receiving the newsletter by email are provided with the opportunity to opt out of and/or unsubscribe from future newsletter emails. Additionally, GWTC does allow members to request a paper copy of the newsletter (one copy per household) to be sent via US Mail. In addition to the GWTC, any outside vendor assisting with mailing would have access to individual name and address information.
Log Files
If server logs or similar technical records are available, GWTC may use IP addresses and other aggregate technical information to analyze trends, administer the website, and gather broad demographic information for aggregate use. GWTC does not link IP addresses to personally identifiable information.
Cookies
The GWTC website does not regularly use cookies for tracking, marketing, or collecting personal data. To the extent any basic technical cookies or similar tools are used to operate the website, GWTC does not use them to build visitor profiles or for targeted advertising.
Other Collection Points
GWTC may also collect information from individuals by telephone, email, fax, paper forms, or in person. This Privacy Policy governs GWTC’s use and disclosure of that information as well.
Sharing with non-GWTC third parties
GWTC may occasionally enter into partnerships with other running, track and field, health, or fitness organizations or companies. These partnerships may be developed to receive or provide services to such organizations. When GWTC provides services or collects information for partners, this Privacy Policy will govern GWTC’s use of that information unless a contractual arrangement imposes more restrictive privacy requirements.
GWTC may occasionally share aggregated demographic information with corporate sponsors, suppliers, partners, and advertisers. This information is not linked to personal information that identifies any individual person.
Other kinds of disclosures of personal information
GWTC may publish contact information for Board Members, Committee members, and volunteers for GWTC contact purposes. GWTC will limit publicly posted contact information to information the individual has agreed to make public, such as name, role, GWTC email address, and other approved contact details. Certain Board Member or officer contact information may be shared with the Internal Revenue Service or other governmental authorities as required for annual not-for-profit reporting.
Some individuals may have biographies posted on the GWTC website or otherwise published by GWTC with their consent. Biographies should be limited to information the individual has agreed to share, such as name, home city and state, running background, and other non-sensitive biographical information.
Children
Protecting children’s privacy is especially important. GWTC does not knowingly collect personal information directly from children under 18 through its website without verifiable parental consent. For children’s activities or running programs, GWTC seeks to collect only the information reasonably necessary to administer the activity and, where possible, obtains contact information for the parent, guardian, coach, or other adult responsible for the child or program. GWTC does not knowingly use children’s personal information for marketing.
Data Retention
GWTC retains personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, support GWTC operations, comply with legal or tax obligations, resolve disputes, and maintain appropriate records.
Information Security
GWTC uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information collected and the size and activities of the organization. No website, email, or electronic system is completely secure, and GWTC cannot guarantee the security of information submitted to or maintained by GWTC.
Choice and opting in/out
Members may opt out of receiving non-essential communications from GWTC by unsubscribing from emails or by contacting GWTC at mcdaniel6068@gmail.com. Transactional, membership, event, or legally required notices may still be sent as needed.
Notification of Changes
GWTC may update this Privacy Policy from time to time, with updates posted on the Club’s website. Users are encouraged to periodically check the GWTC website for changes. If GWTC makes material changes to this Privacy Policy, GWTC may provide additional notice where appropriate.
If you have questions about GWTC or this Privacy Policy, please contact GWTC at mcdaniel6068@gmail.com.