1. Information We Collect

We may collect personal information in the following ways:

• Membership applications and renewals – name, address, phone number, email address, date of birth, and payment information processed through secure third-party payment processors.
• Event registration – contact details, dietary preferences, and emergency contact information when provided.
• Online forms and surveys – responses you submit through our website, forms, or affiliated tools.
• Email communications – messages you send to our officers or committee email addresses.
• Photographs and media – images taken at Rough Riders events may be used in organizational communications.
• Website usage – our website may collect standard technical data such as browser type and page visits through analytics tools.

2. How We Use Your Information

We use the information we collect solely for organizational purposes, including:

• Processing membership applications, renewals, and dues payments.
• Communicating with members about events, meetings, and organizational news via email, newsletter (the Bullygram), and our website.
• Registering members and guests for events and activities.
• Fulfilling charitable and civic mission activities.
• Complying with nonprofit reporting and legal obligations.
• Managing internal records and member rosters.

We do not sell, rent, or trade your personal information to any third party for commercial purposes.

3. Sharing of Information

We may share your information in limited circumstances:

• Service providers – trusted vendors who help us operate our website, process payments, or deliver email communications (e.g., Wild Apricot, Stripe, Brevo). These providers are contractually obligated to protect your data.
• Legal requirements – when required to comply with applicable law, regulation, or a valid legal process.
• Organizational leadership – member contact information may be accessible to elected officers and committee chairs for legitimate organizational purposes, in accordance with our Bylaws.

4. Member Directory

Our member directory is accessible only to current members in good standing through our password-protected member portal. Members may contact the Membership Committee to request that certain contact details be withheld from directory listings.

5. Photos and Media

By participating in Tampa Rough Riders events, you acknowledge that photographs and video may be taken and used in our newsletter, social media channels, and other organizational communications. If you have concerns about a specific image, please contact us and we will address your request.

6. Data Security

We take reasonable precautions to protect your personal information from unauthorized access, loss, or misuse. Payment information is processed through PCI-compliant third-party processors; we do not store full payment card numbers on our systems. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain member records for as long as necessary to fulfill the purposes described in this policy, or as required by law. Former members' records may be retained for historical and nonprofit reporting purposes.

8. Your Rights and Choices

You have the right to:

• Access, correct, or update your personal information by contacting the Membership Committee or logging into your member account.
• Opt out of non-essential communications by using the unsubscribe link in any email or contacting us directly.
• Request deletion of your personal information, subject to legal and organizational record-keeping obligations.

9. Cookies and Analytics

Our website may use cookies or similar technologies to improve site performance and understand usage patterns. Most browsers allow you to control or disable cookies through browser settings. Disabling cookies may affect certain site functionality.

10. Children's Privacy

Our website and services are not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us so we can remove it.

11. Third-Party Links

Our website may contain links to third-party websites (e.g., event registration platforms, social media). We are not responsible for the privacy practices of those sites and encourage you to review their policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The revised policy will be posted on our website with an updated effective date. Continued use of our services after such changes constitutes your acceptance of the updated policy.

© 2026 1st U.S. Volunteer Cavalry Regiment – Rough Riders, Inc.  |  All rights reserved.  |  Tampa, Florida