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Circle Rec Privacy Policy

1. Purpose

The Circle Recreation Commission ("CRC," "we," "us," or "our") is committed to protecting the privacy of individuals who register for programs, leagues, memberships, and events through our online registration platform, ActiveNet. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you engage with CRC services.

2. Scope

This Policy applies to information collected through our ActiveNet portal and other CRC operated channels related to registration, payment, and participation management. By creating an account, submitting a registration, or otherwise providing information to CRC, you agree to the practices described here.

3. Information We Collect

We may collect the following categories of information:

  • Personal Information: Participant and parent/guardian names, mailing addresses, phone numbers, and email addresses.
  • Demographic Information: Age, date of birth, and grade level (for youth participants).
  • Emergency & Medical Information (optional): Emergency contacts, allergies, or other health details voluntarily provided for safety purposes.
  • Account Information: ActiveNet account credentials (e.g., username), participation history, communications, and preferences.
  • Transaction Information: Program selections, charges, refunds, and receipts. Payment card data is processed within ActiveNet's secure payment system; CRC does not store full payment card numbers.
  • Technical Information: Device/browser data and usage logs captured by the platform to support security and functionality (e.g., IP address, time stamps, cookies where applicable)

4. How We Use Your Information

We use information solely for operational and administrative purposes, including to:

  • Process registrations, payments, refunds, and account requests.
  • Communicate about schedules, updates, cancellations, safety notices, and program changes.
  • Maintain participant rosters and records for administration and safety compliance.
  • Provide customer support and address inquiries.
  • Improve programs and operations (including creation of de-identified or aggregated reports and statistics).

5. Sharing & Disclosure

CRC limits access to personal information submitted to us on the ActiveNet portal to authorized staff and approved third parties who require access to perform services on our behalf. We may disclose information:

  • To Service Providers: Including our registration platform provider (ActiveNet) and other vendors that support technology, security, communications, or data hosting under contractual confidentiality and data protection obligations.
  • To Program Partners: Such as USD 375 or facility partners, as needed to administer programs, manage facility access, coordinate schedules, or ensure participant safety.
  • For Compliance & Safety: When required by law, regulation, subpoena, court order, or to protect the rights, safety, and property of participants, the public, or CRC.

We do not sell or rent personal information.

6. Data Compliance

CRC implements reasonable administrative, technical, and physical safeguards to protect personal information submitted to us on the ActiveNet portal against unauthorized access, use, alteration, and disclosure. ActiveNet employs industry-standard security controls (e.g., transport-layer encryption for online transactions). No method of transmission or storage is completely secure; we cannot guarantee absolute security.

7. Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy, to deliver services you request, and to meet legal, accounting, or record-retention requirements which may be applicable to public entities in Kansas.

8. Youth Privacy & Parental/Guardian Consent

For participants under 18, registration must be completed by a parent or legal guardian. Information about minors is used for program administration, communication, and safety. Parents/guardians may review and update their child's account information through ActiveNet or by contacting CRC.

9.  Your Choices & Rights

  • Access & Updates: You may access and update your account information by logging into ActiveNet or contacting CRC.
  • Corrections & Deletion: You may request corrections or deletion of certain information, subject to program, legal, and recordkeeping requirements.
  • Communications: You may manage certain communication preferences within ActiveNet or by contacting us. Service/operational messages (e.g., schedule changes or safety notices) are necessary for participation and are not promotional.

10. Third-Party Links

CRC websites, emails, or registration pages may include links to third-party sites or tools. CRC is not responsible for the privacy practices or content of external sites.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted with an updated effective date. Material changes may also be communicated through our website or registration portal.

12. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact:

Circle Recreation Commission

301 Main St.

Towanda, KS 67144

Email: circlerec@usd375.org

Phone: 316-541-370