Privacy Policy

Effective date: September 2, 2026

Who We Are

This website is operated by Rotary Club of Gainesville Foundation, Inc. (“the Foundation,” “we,” “us,” or “our”). Our website address is https://tickets.rotarygainesville.org.

Questions or requests concerning this Privacy Policy may be sent to treasurer@rotarygainesville.org.

Information We Collect

Depending on how you use this website, we may collect the following information:

• Your name, email address, telephone number, and mailing or billing address
• Event-ticket selections, ticket numbers, Rotary club affiliation, payment method, and purchase history
• Sponsorship information, including organization and contact information, sponsorship level, cash and in-kind values, payment information, benefits, and fulfillment status
• Grant-application information, including organization details, contact information, project descriptions, financial information, and responses submitted on the application
• Support requests and other communications sent through the website
• Technical and security information, including IP address, browser information, login activity, reCAPTCHA results, and transaction or activity logs
• Ticket-entry and fulfillment information, including whether and when a QR ticket was scanned or a benefit was picked up

Payment Information

Online payments are processed by PayPal through WooCommerce PayPal Payments. The Foundation’s website does not store complete credit-card or debit-card numbers.

We retain order information supplied by PayPal and WooCommerce, which may include the payer’s name and contact information, payment status, transaction identifier, gross payment, processing fee, net payment, and payment method.

PayPal processes payment information according to its own privacy practices.

How We Use Information

We use collected information to:

• Process ticket purchases and sponsorship payments
• Generate invoices, receipts, QR tickets, and required charitable-disclosure statements
• Send tickets, confirmations, receipts, disclosures, and event-related communications
• Administer sponsorships, club ticket sales, event admission, benefit fulfillment, and deposits
• Receive, review, and administer grant applications
• Respond to questions and support requests
• Reconcile financial transactions and maintain accounting, tax, audit, and compliance records
• Prevent fraud, protect the website, and investigate technical or security problems
• Maintain and improve the operation of the website and Foundation programs

We do not sell or rent personal information.

Service Providers

We use service providers to operate this website and conduct Foundation activities. Information may be processed by or shared with providers only as necessary to perform their services. These providers may include:

• PayPal, for payment processing and fraud prevention
• WooCommerce, for order and transaction administration
• Brevo and WP Mail SMTP, for delivery of transactional email
• Google reCAPTCHA, for fraud and automated-abuse prevention
• Jetpack and Automattic, for website security, performance, statistics, or related website services
• Our website-hosting and technical-support providers
• WPvivid and Dropbox, for encrypted or access-controlled website backups

These providers maintain their own privacy and security practices.

Grant Applications

Grant applications may contain organizational, financial, and contact information. Applications are available only to authorized Foundation administrators and designated reviewers.

The Foundation may use a protected board-review page to allow authorized board members to review applications. Grant information is used only for reviewing, administering, documenting, and auditing the Foundation’s grant program, except when disclosure is required by law.

Cookies and Similar Technologies

The website uses cookies and similar technologies necessary for:

• WordPress and administrative login sessions
• Shopping-cart and checkout operation
• Website security and fraud prevention
• Remembering session or display preferences
• Website performance and usage statistics

Third-party services used on the website may also place cookies or collect technical information under their respective privacy practices.

Ticket Emails and QR Codes

Electronic tickets may be displayed in an email and attached as image files. Each ticket contains a unique QR code used to validate admission.

Ticket records may show when and where a ticket was scanned and the authorized user or scanning station that processed it. Ticket holders should protect ticket emails and QR-code images from unauthorized copying or sharing.

How Long We Retain Information

We retain personal information only as long as reasonably necessary for the purposes described in this policy and to satisfy accounting, tax, charitable-disclosure, grant-administration, audit, fraud-prevention, legal, and operational requirements.

Different types of records may be retained for different periods. For example, completed financial and donation records may need to be retained longer than abandoned or unsuccessful checkout records.

Backup copies may remain for a limited additional period after information is removed from the active website.

Data Security

We use administrative, technical, and organizational safeguards intended to protect personal information. These include encrypted website connections, restricted user roles, password and two-factor authentication controls, fraud prevention, activity logging, backups, and limitations on access to management functions.

No website or electronic system can be guaranteed to be completely secure. Users should protect their passwords, verification codes, ticket QR codes, and account-access information.

Access, Correction, and Deletion Requests

You may contact treasurer@rotarygainesville.org to ask about personal information associated with you or to request correction or deletion.

Some information cannot be deleted immediately when the Foundation must retain it for accounting, tax, charitable-disclosure, grant, audit, fraud-prevention, contractual, or legal purposes. We may need to verify your identity before fulfilling a request.

Links and Embedded Content

This website may contain links to, or content provided by, other websites. Those websites may collect information and use cookies according to their own privacy policies. The Foundation is not responsible for the privacy practices of independently operated websites.

Changes to This Policy

We may update this Privacy Policy when our services, technology, legal requirements, or information-handling practices change. The revised policy will be posted on this page with an updated effective date.

Volunteer registration and text messaging privacy

Updated September 10, 2026. This section supplements our Privacy Policy for the Rotary Clubs of Gainesville Foundation volunteer program. For volunteer mobile information and SMS consent, these specific restrictions apply wherever a general sharing provision elsewhere in this policy would conflict.

Information and purpose

We collect the name, contact details, volunteer selections, contact preference, optional coordinator notes, and text-consent record submitted through our volunteer form. Consent records include the wording accepted, its version, and the acceptance date and time. We use this information to organize volunteer participation and, when text delivery is activated, send opted-in volunteers scheduling information, assignment confirmations, shift reminders, and event-related updates. This SMS program does not send fundraising solicitations or promotional advertising.

Optional text consent

Providing a mobile number alone does not enroll you in text messaging. The separate SMS consent checkbox is unchecked by default. You may volunteer using email instead of texts. Declining or withdrawing text consent does not cancel your volunteer assignment.

Access and sharing

Volunteer names and contact details are not displayed publicly. Access is limited to authorized personnel who coordinate the program and service providers performing necessary hosting, security, or communication functions on our behalf. When activated, Twilio and telecommunications carriers process the phone numbers and message content needed to deliver texts. Providers must not use this information for their own marketing.

We do not sell, rent, or share volunteer mobile information with third parties or affiliates for marketing or promotional purposes. We do not sell, transfer, or share SMS opt-in lists to enroll people in another organization's messaging program.

All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.

Retention and requests

We keep volunteer and consent records as needed to coordinate participation, honor communication preferences, and meet applicable recordkeeping obligations. We may retain a limited opt-out record to prevent unwanted messages. Volunteer records are not currently subject to automatic deletion under the site's expired-data tool. Contact treasurer@rotarygainesville.org to request access, correction, deletion, or withdrawal of text consent; applicable recordkeeping obligations may limit deletion.

Read the Text Messaging Terms of Service for message frequency, charges, help, and opt-out instructions.