Torchys Motorcycle Club

This Privacy Policy describes how Torchys Motorcycle Club ("Torchys," "we," "us," or "our") collects, uses, stores, and discloses personal information when you access or use our website, purchase merchandise, buy event tickets, make donations, apply for membership, or otherwise interact with our services ("Services"). By using any of our Services, you consent to the practices described in this Privacy Policy.

1. Information We Collect

We collect information in the following ways:

a) Information You Provide Directly. When you create an account, apply for membership, register for events, purchase merchandise or tickets, make a donation, subscribe to our newsletter, or contact us, you may provide: your name, email address, phone number, mailing address, date of birth, motorcycle make/model/year, emergency contact information, profile photo, and any additional information you choose to submit.

b) Payment Information. When you make a purchase, pay membership dues, buy event tickets, or make a donation, our third-party payment processor (Stripe) collects your payment card number, billing address, and related financial information. We do not store your full credit card number on our servers. We receive only a tokenized reference, the last four digits of your card, and transaction confirmation details from Stripe.

c) Event and Ticket Data. When you purchase tickets or RSVP to events, we collect information such as ticket type, quantity, guest count, check-in status, and QR code scan records for event management purposes.

d) Donation Data. When you make a donation — whether to the club directly, to a charitable cause, or through a fundraiser — we collect the donation amount, allocation preferences, and associated charity selections. For guest donations made without an account, we collect your name and email address.

e) Automatically Collected Information. We automatically collect certain information when you visit our website, including your IP address, browser type, operating system, referring URL, pages viewed, and access times. We use cookies and similar tracking technologies as described below.

f) Email Engagement Data. When we send you emails or newsletters, we may track whether the email was opened, which links were clicked, and the time of engagement in order to improve our communications.

2. How We Use Your Information

We use the information we collect to:

Process and manage membership applications, renewals, and dues payments
Process purchases of merchandise, event tickets, and other products
Process and track charitable donations and fundraiser contributions
Manage event registrations, RSVPs, check-ins, and attendance
Generate and validate QR code tickets for event entry
Communicate with you about club activities, events, orders, and account updates
Send newsletters, promotional communications, and event announcements (you may opt out at any time)
Operate and improve our website and Services
Detect, prevent, and address fraud, abuse, and security issues
Comply with legal obligations and enforce our Terms of Service
Generate aggregate, non-identifying analytics to understand usage patterns and improve our offerings

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

a) Service Providers. We share information with third-party service providers who assist us in operating our website and delivering our Services, including Stripe (payment processing), email delivery services, and hosting providers. These providers are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.

b) Charitable Organizations. When you make a donation directed to a specific charitable organization through our platform, we may share your name and donation amount with that organization for their acknowledgment and tax-receipt purposes, unless you choose to donate anonymously.

c) Club Officers and Administrators. Authorized club officers and administrators have access to member information, event data, order details, and donation records as necessary to manage club operations.

d) Legal Requirements. We may disclose your information if required to do so by law, or in good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, prevent fraud, or protect the personal safety of users or the public.

e) Business Transfers. If Torchys Motorcycle Club undergoes a merger, acquisition, dissolution, or reorganization, your information may be transferred as part of that transaction.

4. Payment Processing and Security

All financial transactions — including merchandise purchases, event ticket sales, membership dues, and donations — are processed through Stripe, a PCI DSS Level 1 certified payment processor. Your payment card information is transmitted directly to Stripe using industry-standard TLS encryption and is never stored on our servers. We retain only transaction records (amount, date, status, and the last four digits of your card) for order fulfillment, refund processing, and accounting purposes. Stripe's privacy policy governs the collection and use of your payment information by Stripe.

5. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

Maintain your authenticated session and remember your login status
Remember your preferences and settings
Understand how you interact with our website to improve functionality
Track email engagement metrics (opens, clicks)

You may disable cookies through your browser settings, but doing so may affect the functionality of certain Services, including the ability to log in or make purchases.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you Services. We also retain information as necessary to comply with legal obligations (such as tax and financial recordkeeping requirements), resolve disputes, and enforce our agreements. Transaction records, order histories, and donation records may be retained indefinitely for accounting and compliance purposes. If you request account deletion, we will remove your personal profile data but may retain anonymized transaction and donation records as required by law.

7. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (TLS/SSL), secure authentication with hashed credentials, role-based access controls, and regular security reviews. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

8. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Correction: You may access and update your profile information at any time through your account settings.
Data Portability: You may request a copy of the personal data we hold about you.
Deletion: You may request that we delete your personal information, subject to our data retention obligations.
Email Opt-Out: You may unsubscribe from our newsletter and promotional communications at any time by clicking the unsubscribe link in any email or by contacting us directly. Transactional emails (order confirmations, ticket delivery, account notifications) are not subject to opt-out.

To exercise any of these rights, please contact us at torchysmc@gmail.com. We will respond to your request within a reasonable timeframe.

9. Third-Party Links and Services

Our website may contain links to third-party websites, including charity organization websites, sponsor pages, and social media platforms. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party services before providing your personal information.

10. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have inadvertently collected personal information from a child under 18, we will promptly delete that information. If you believe a child under 18 has provided us with personal information, please contact us at torchysmc@gmail.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of our Services after any changes indicates your acceptance of the updated Privacy Policy. We encourage you to review this page periodically for the latest information on our privacy practices.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at torchysmc@gmail.com.