Privacy Policy

The Southwestern Rendezvous is the annual Sea Scout regatta run by volunteers of Sea Scout Fall Event, a California nonprofit public benefit corporation ("we", "us"). This policy covers this website, the ship portal, and the emails and text messages we send.

What we collect

Account details: your name, email address and phone number when you create an account or volunteer.

Registration details: the names, age groups and ship of the people a ship registers, contact details for adults and for the parents or guardians of youth, attendance, and the information needed for waivers, scoring and check-in.

Payments: we record what was paid and when. Card and bank details are entered with our payment processor (Stripe) and never reach our servers.

Text messaging: the mobile numbers that agreed to receive our texts, how and when they agreed, and the texts we send and receive, including STOP and HELP replies.

Email delivery: whether our emails were delivered, opened or clicked, so we can tell when someone missed an important message.

How we use it

We use this information only to run the Rendezvous: registration, waivers, payments, schedules, judging, scoring, safety on site, and messages about the event. We do not sell personal information, and we do not use it for advertising.

Text messages (SMS)

If you opt in, we text you about the event and your registration: confirmations, waiver signing links, schedule information, updates from the committee, and urgent alerts during the event. Message frequency varies. Message and data rates may apply. Reply STOP to any text to opt out, or HELP for help.

No mobile information will be sold or shared with third parties for promotional or marketing purposes. Text messaging opt-in data and consent are not shared with any third party, except the providers that deliver our texts on our behalf.

A ship manager may sign someone up for texts only after that person agreed in person, and for a youth under 18, only after their parent or guardian agreed.

Cookies and error reports

We use cookies only to keep you signed in and to remember choices such as the ship you are working on. We do not use advertising or tracking cookies.

When something on the site breaks, an error report is sent to our error-monitoring service so we can fix it. These reports leave out names, email addresses, phone numbers and sign-in tokens.

Who we share it with

Service providers that run parts of the site for us, and only for that purpose: hosting, sign-in, email delivery, text message delivery, payment processing and electronic signatures. Rendezvous committee members and ship leaders see what they need to run the event and their own ship.

We may disclose information when the law requires it, or to protect someone’s safety.

Youth

Information about youth participants is provided by their ship leaders and parents or guardians. Waivers for youth under 18 are signed by a parent or guardian.

Keeping it safe

Access to registration information is limited to the people who need it, sign-in is handled by our sign-in provider, and data is sent over encrypted connections. No system is perfectly secure, so please tell us at info@swrendezvous.org if you think something is wrong.

Keeping and deleting

We keep registration and waiver records as long as we need them for the event, our insurance and our records. To see, correct or delete your information, or to ask a question about this policy, email info@swrendezvous.org.

Changes

We will post any changes to this policy on this page.