Privacy Policy
The Harvest on the Canal ("we," "us," "our," or the "Organization") is a nonprofit community organization that operates the Restoration Run (the "Race" or "Event") and this website, located at restorationrun.org (the "Site"). This Privacy Policy explains what personal information we collect from participants, volunteers, and visitors, how we use it, and the limited circumstances in which it may be shared.
By registering for the Race, visiting the Site, or otherwise providing information to us, you agree to the practices described in this Privacy Policy.
1. Information We Collect
To organize and run the Race safely and effectively, we collect the following types of information directly from participants and, where applicable, volunteers:
Contact information: full name, mailing address, email address, and phone number
Registration details: age or date of birth, gender, t-shirt size, race category/division, and team or group affiliation
Emergency contact information: name and phone number of an emergency contact
Health or accommodation information (if voluntarily provided): medical conditions or accessibility needs relevant to participating safely in the Event
Payment information: processed through our registration and/or payment provider (see Section 4); we do not store full credit card numbers on our own systems
Photos and video: images or video captured at the Event, which may include participants
Website usage information: basic technical data such as browser type and pages visited, if the Site uses cookies or analytics tools (see Section 6)
We collect contact information from all participants as part of the registration process, primarily so we can send race-day logistics, bib/packet pickup details, results, and safety communications.
2. How We Use Your Information
We use the information collected solely to operate and administer the Race and related community activities, including to:
Process race registration and confirm participation
Communicate essential event details (schedule changes, weather updates, safety alerts, packet pickup, parking, results)
Organize participants by category, age group, or team for scoring and awards
Contact an emergency contact in the event of an injury or medical situation
Coordinate with volunteers, medical staff, and event partners strictly for on-site event operations
Maintain internal records for future years' event planning (e.g., historical participation, results archives)
Comply with legal, insurance, or permit requirements associated with hosting a public event
Send occasional communications about future editions of the Race or related community programs, where you have not opted out
3. No Sale or Unrelated Sharing of Your Information
We do not sell, rent, or trade your personal information to advertisers, sponsors, marketers, or any other third party. Your contact information is never transferred to anyone for any purpose outside of organizing and running the Race.
We may share limited information only in the following narrow circumstances, all of which relate directly to producing the Event:
With service providers who perform functions on our behalf strictly to support the Race (e.g., a registration/timing platform, a payment processor, an email/communications tool, or a printer for bibs and packets) — these providers are contractually limited to using your data only to perform their service for us and are prohibited from using it for their own marketing or any other purpose. We will share information with medical or safety personnel on-site, if needed to respond to an injury or emergency
With local authorities or permit agencies, if required to obtain permits or insurance for the Event, or if required by law, subpoena, or legal process
With volunteers or race officials on a need-to-know basis (e.g., a participant list at a check-in table) solely to run the Event.
We do not provide participant contact lists to race sponsors, exhibitors, or vendors for their own marketing use, and we do not permit sponsors to use participant data for advertising purposes.
4. Third-Party Registration and Payment Processing
If registration or payment is handled through a third-party platform, that provider processes your information under its own privacy policy in order to complete your transaction. We only receive the registration data necessary to run the Event and do not authorize that provider to use your information for advertising or to share it with other third parties.
5. Photos and Video
Our Event may be photographed or filmed by our own volunteers, photographers, or media partners for use in post-event recaps, our website, social media, and future promotional materials for the Race itself. These images may include participants. If you do not wish to be photographed, please notify us as indicated on the registration form, and we will make reasonable efforts to accommodate. We cannot guarantee exclusion from wide crowd or course shots as an example..
6. Cookies and Website Analytics
Our Site may use basic cookies or analytics tools (such as Google Analytics) to understand how visitors use the Site, so we can improve navigation and content. These tools may collect non-identifying technical information such as browser type, device type, and pages visited. This information is used only to maintain and improve the Site and is not sold or shared with advertisers. You can control or disable cookies through your browser settings.
7. Data Retention
We retain registration and contact information for as long as reasonably necessary to complete the current Event, communicate results, and maintain historical records for future planning (such as year-over-year participation trends). If you would like your information deleted from our records after the Event, you may contact us using the information in Section 10.
8. Data Security
We take reasonable administrative and technical measures to protect the personal information we collect, including limiting access to registration data to organizers and volunteers who need it to run the Event. However, no method of storage or transmission is completely secure, and we cannot guarantee absolute security.
9. Children's Information
If the Race includes categories for minors (e.g., a kids' fun run), a parent or legal guardian must complete registration and provide consent on the minor's behalf. Emergency contact and any health information for minors is used only for safety purposes during the Event.
10. Your Choices and Rights
You may:
Ask us what personal information we hold about you
Request that we correct inaccurate information
Request deletion of your information after the Event concludes, subject to any records we are required to retain for insurance, legal, or accounting purposes
Opt out of future email communications about upcoming events by using the unsubscribe link in our emails or by contacting us directly
To exercise any of these choices, contact us using the information below.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Effective Date" at the top of this page will indicate when it was last revised. Continued participation in the Race or use of the Site after changes take effect constitutes acceptance of the updated policy.