Privacy Policy

1. Information We Collect

Account information: name, email, phone, organization, and login details.

Content you or your organization submit: listings, addresses, photos, routes, event details, and participant and sponsor contact details.

Payment information: payments are handled by Stripe. We receive limited details such as the payment status, amount, and the last four digits of a card, never the full card number.

Usage and device information: when a signed-in person launches a tool, we record that launch. For security, rate limits, and license-agreement records we may record an IP address, browser type, and a timestamp.

Cookies: when the public pages load, the sign-in library sets a security token cookie to help protect sign-in requests from forgery, and a callback-address cookie so a later sign-in can be checked. Those two cookies last until the browser session ends. After a successful sign-in, the library sets a session cookie that can last up to 30 days. Association setup sets one more cookie for 14 days after the signer confirms an email address. This application does not set an advertising cookie. The public pages and sign-in pages checked for this version did not load a third-party advertising pixel, analytics script, or session-replay tool. A hosting provider in front of the site, and a payment page operated by Stripe, may set cookies of their own. Those were not part of that check.

This does not change the other information kept to run the Services: account and sign-in records; event and participant details an organization saves, including saved contacts that can be filled in on a later event; license-agreement acceptance records; payment status handled by Stripe; and security and rate-limit records.

Agreement records: when someone accepts a license agreement, we record their name, title, email, the agreement version, time, IP address, and browser user agent as proof of acceptance.

2. How We Use Information

To provide, secure, and support the Services; to send the emails and text messages that make the tools work, such as event invitations, results, and receipts; to process payments; to keep required business and legal records; and to improve the Services. We do not sell personal information, and we do not use it for third-party advertising.

3. How We Share Information

With the organization that runs your event or account, such as an association using Caravan.

With service providers that help us operate, under confidentiality obligations, including hosting and backups (Render, Cloudflare), payments (Stripe), email and text delivery, and AI processing used by specific tool features. They may use the information only to provide their service to us.

With tools you choose to connect, such as a CRM account you link.

When required by law, to protect rights and safety, or as part of a business transfer, with notice where required.

4. Text Messages

Mobile numbers are used only to send messages related to the Services, such as event invitations and results. We do not share mobile numbers or text-messaging consent with third parties for their marketing. Reply STOP to opt out of caravan texts. Message and data rates may apply.

5. Retention and Security

We keep information as long as needed to provide the Services and meet legal, tax, and accounting obligations, then delete or de-identify it. Organizations can request an export or deletion of their data. We use reasonable safeguards, including encryption of stored access tokens and keys, but no system is perfectly secure.

6. Your Choices and Rights

You can review and update your account details in the Services, opt out of texts or marketing emails, and ask us to access, correct, or delete your personal information by contacting clay@clayduncan.com. We may need to verify your request before acting on it. If your information was submitted by an organization, we may refer your request to that organization. Depending on where you live, you may have additional rights under local law.

7. Children

The Services are for business use and are not directed to children under 13. We do not knowingly collect their information.

8. Changes and Contact

We may update this Privacy Policy and will post the new version with a new effective date. Questions or requests: clay@clayduncan.com.