Privacy Policy

OutdoorHQ handles personal information in two distinct roles, and it matters which one applies to your information:

• As the operator of OutdoorHQ we are the party responsible for information collected through our marketing website, "start a club" and contact enquiries, the accounts of club owners and administrators, and billing. This policy governs that information.
• As a service provider to each club we host and process the member information a club collects on its own OutdoorHQ site (member profiles, trip registrations, waivers, and so on). For that information the club is responsible and decides how it is used; we process it on the club's behalf and under the club's own privacy practices. If you are a club member, contact your club with questions about how it uses your information.

Information you give us directly. Depending on how you use OutdoorHQ, this can include:

• Enquiries and sign-ups — when you request access or start a club, your name, email address, club name, and anything you write in your message.
• Account information — your name, email address, and password (which we store only as a secure one-way hash, never in plain text). Members may also add a cell phone, home phone, mailing address, city, and postal code to their profile, and an optional profile photo.
• Club and trip activity — trip registrations, waitlist and lottery status, pace-group assignments, and any additional fields your club chooses to collect through custom fields on its site.
• Liability waivers — if your club requires one, we record that you agreed, the exact wording you agreed to, the date, and the IP address you signed from, as a record that the waiver was accepted.
• Content you post — messages, announcements, page content, and other material you or your club create on a OutdoorHQ site.
• Support and email preferences — messages you send us and the notification choices you set on your account.

Payment information. Club subscriptions are billed through our payment processor, Stripe. Stripe collects and processes your card details directly — OutdoorHQ does not receive or store full card numbers. We keep billing records such as your plan, subscription status, invoice amounts, and payment history.

Information collected automatically. When you visit a OutdoorHQ site we automatically log standard technical information — your IP address, browser and device type, pages viewed, and the date and time — in server traffic logs used to operate and secure the service. We also use cookies and analytics as described below.

We use a small number of cookies and similar technologies:

• Strictly necessary — a secure, HttpOnly session cookie that keeps you signed in. These are required for the service to work and cannot be turned off.
• Preferences — local browser storage that remembers choices such as light/dark theme and your cookie-consent decision.
• Analytics — on our marketing website we use Google Analytics to understand traffic and improve the site. Analytics is off by default: it loads only after you accept the cookie banner, and nothing is sent to Google unless you consent. You can decline, and you can change your mind at any time by clearing the stored choice in your browser.

We use personal information to:

• Provide, operate, and maintain the OutdoorHQ service and each club's site;
• Create and authenticate accounts and process trip registrations, waitlists, and lotteries;
• Send transactional emails you'd expect — registration confirmations, waitlist and bump notices, account and billing messages — and, where you've opted in, club announcements or newsletters;
• Process subscription payments and manage billing;
• Respond to enquiries and provide support;
• Monitor, secure, and improve the service and prevent fraud and abuse;
• Comply with our legal obligations.

We do not sell your personal information. We share it only as follows:

• Within your club — the point of a club site is that members can see and organize trips together. Depending on the settings your club chooses, a member's name and selected contact details may be visible to other members through a members directory, and confirmed participants appear on trip rosters and printed sign-up sheets. Your club controls these settings. Waiver contents are visible only to your club's administrators.
• Service providers — we use trusted vendors to run the platform, including hosting and infrastructure providers, Stripe for payments, and email delivery providers. They may process personal information only to provide those services to us. (A club may also configure its own email account to send its members' mail directly.)
• Legal and safety — when required by law, or to protect the rights, safety, and security of OutdoorHQ, our clubs, or others.
• Business transfers — if OutdoorHQ is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

We send two kinds of email. Transactional messages — those needed to run your account and your registrations — are part of the service and cannot be turned off while you hold an account. Optional messages, such as trip confirmations you've chosen to receive and any club newsletters, are under your control: you can adjust your notification preferences in your account, and every bulk message includes a one-click unsubscribe link, in keeping with Canada's anti-spam legislation (CASL).

We keep personal information for as long as it is needed to provide the service and for legitimate business and legal purposes. Some records — such as past trip registrations and waiver signatures — are retained as club history rather than deleted, so that clubs keep an accurate record of who took part. If a club's subscription ends, its data is retained for a limited period during which the club can reactivate, after which it may be taken offline. You can ask us or your club to delete information as described in "Your rights" below.

We use appropriate safeguards to protect personal information, including encrypted connections (HTTPS), one-way hashing of passwords, encryption at rest of sensitive stored secrets, and strict separation so one club can never access another club's data. No method of transmission or storage is completely secure, but we work to protect your information and to limit access to those who need it.

Subject to applicable law, you have the right to access the personal information we hold about you, to correct inaccuracies, to ask that it be deleted, and to withdraw a consent you've given. For information held in your account you can update much of it yourself in your profile. For member information held by a club, contact your club's administrators, who control that information. For anything else, or to make a formal request, contact us using the details below. We will respond within the time required by applicable law.

OutdoorHQ is operated by CCF Development & Consulting Inc. from Alberta, Canada, and we and our service providers may store and process personal information in Canada, the United States, and other countries where our providers operate. Where information is processed outside your province or country, it is protected by contractual and other safeguards consistent with this policy and applicable law.

OutdoorHQ is intended for club organizers and adult members and is not directed to children. We do not knowingly collect personal information from children. If a club registers a minor, it does so under its own responsibility and consent practices.

Our site and club sites may link to third-party websites. We are not responsible for the privacy practices of those sites, and we encourage you to review their policies.

We may update this policy from time to time. When we do, we will revise the "Last updated" date above, and significant changes may be communicated to account holders. Your continued use of OutdoorHQ after a change means you accept the updated policy.

If you have questions about this policy or how your information is handled, contact us at privacy@outdoorhq.app or through our contact page. If you are a club member with questions about how your club uses your information, please contact your club directly.