Privacy Policy

Effective Date: April 20, 2025

P3H3.org is owned and operated by Puff² Pass Hash House Harriers ("P3H3," "we," "us," or "our"), which acts as the data controller for your personal information. This Privacy Policy describes how we collect, use, disclose, and protect your data when you interact with P3H3.org, make purchases, or participate in our events.

We are committed to transparency and to respecting your privacy and protecting your personal data. By using our website, attending P3H3 events, or engaging with our services, you accept the terms of this Privacy Policy.

1. Information We Collect

We may collect and process the following types of information:

a) Personal Information You Provide

  • Contact and Identity Information: Name, email address, phone number, hash name, city or state, postal address.

  • Event Registration and Participation: Information you provide to attend events or purchase wristbands, including age verification (21+), dietary restrictions, emergency contacts, and signed waivers.

  • Payment Details: Billing information and payment method (handled securely by third-party payment processors; we do not store card numbers).

  • Communications: Any information you voluntarily provide via email, forms, or social media (including feedback, event sign-ups, waivers, or newsletters).

b) Automatically Collected Information

When you access P3H3.org, we automatically collect:

  • Device Information: IP address, browser type, device type, time zone, referring URLs, operating system, and unique device identifiers.

  • Usage Data: Pages viewed, products browsed or purchased, links clicked, referring/exit pages, date and time of visits, and search queries.

  • Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to personalize content, provide analytics, store preferences, and enhance security. See the "Cookies" section below.

c) Sensitive Information

We do not intentionally collect sensitive information (such as health data, government ID numbers, etc.) except when voluntarily provided for event safety or legal compliance (e.g., waivers, emergency contacts). Such information is handled with heightened confidentiality.

2. How We Use Your Information

We use your information only as necessary to:

  • Provide, operate, and maintain P3H3.org and its features;

  • Process event registrations, wristband orders, and merchandise purchases;

  • Verify eligibility (age 21+) for events;

  • Communicate with you regarding orders, events, updates, and administrative notices;

  • Respond to your inquiries or requests;

  • Enhance, personalize, and improve the website, our events, and user experience;

  • Conduct analytics, monitor usage trends, and optimize our services;

  • Enforce our Terms and Conditions and protect the security, integrity, and rights of P3H3, our users, and the public;

  • Comply with legal obligations, enforce policies, and defend against legal claims.

3. Legal Basis for Processing (For EEA/UK Residents)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data only where we have a legal basis, such as:

  • Your consent (e.g., for newsletters or marketing);

  • Fulfilling a contract (event registration, shop orders);

  • Compliance with legal obligations;

  • Our legitimate interests, provided your rights and freedoms do not override these interests (such as improving our services, event safety, and fraud prevention).

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information.

We may share your data only with:

  • Vendors & Service Providers: Such as payment processors (e.g., Cheddar Up), web hosting, analytics providers (e.g., Google Analytics), event platforms, email marketing tools, or merchandise vendors, solely as needed to deliver our services.

  • Event Partners & Volunteers: Only as necessary for event check-in, emergency contacts, or to coordinate participation (e.g., dietary restrictions for food prep).

  • Legal & Regulatory Compliance: If required by law, regulation, subpoena, or in response to government requests; to protect our rights, safety, or the rights and safety of others; to investigate and prevent fraud or security incidents.

International Transfers: Your data may be transferred and processed outside your country, including in the United States, where data protection laws may differ. We take reasonable steps to ensure your data is treated securely.

5. Cookies and Similar Technologies

P3H3.org uses cookies and similar technologies to improve your experience:

  • Essential Cookies: For website security, user authentication, and basic site functions.

  • Performance/Analytics Cookies: To understand site usage, troubleshoot errors, and improve services (e.g., Google Analytics).

  • Functional Cookies: To remember your preferences or login state.

  • Advertising/Marketing Cookies: We do not currently use targeted advertising, but may use cookies for event promotions or social sharing in the future.

You can set your browser to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect the website’s functionality.

6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy, including:

  • Fulfilling event registrations, purchases, or other transactions;

  • Maintaining your account or membership;

  • For legal, regulatory, or recordkeeping requirements (e.g., tax, insurance, or liability waivers);

  • As required to resolve disputes, enforce our agreements, or protect our interests.

When your data is no longer needed, we securely delete or anonymize it.

7. Information Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information against accidental, unlawful, or unauthorized destruction, loss, alteration, access, disclosure, or use.

  • All payment transactions are encrypted and handled by secure, PCI-compliant processors.

  • Only authorized personnel have access to personal data required for their tasks.

  • Access to event or registration data is restricted and monitored.

However, no method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Event Participation, Photography, and Media

  • By attending P3H3 events, you may be photographed, filmed, or recorded. We may use event media for non-commercial, community, or promotional purposes (e.g., website galleries, social media, newsletters).

  • If you wish not to be photographed or included in published content, please notify us in advance or inform event staff at check-in.

  • We do not knowingly publish identifying information (full names, addresses, etc.) without explicit consent.

9. Children’s Privacy

P3H3.org and our events are intended only for adults age 21 or over. We do not knowingly collect personal information from children under 21. If you believe a child has provided us personal information, please contact us and we will promptly delete such data.

10. Your Rights and Choices

Depending on your jurisdiction, you may have rights regarding your personal data, including:

  • The right to be informed about data practices;

  • The right to access and receive a copy of your data;

  • The right to correct inaccurate data;

  • The right to erase or restrict your data (subject to exceptions);

  • The right to object to processing or withdraw consent (where applicable);

  • The right to data portability;

  • The right to lodge a complaint with your local data protection authority.

To exercise any of these rights, or for questions, contact us at Admin@P3H3.org. We may require verification of your identity before processing your request.

11. Third-Party Websites and Services

P3H3.org may contain links to third-party websites, plug-ins, or services (e.g., social media, payment processors). We are not responsible for the privacy or security practices of those third parties. Please review their privacy policies before providing information.

12. Changes to This Privacy Policy

We may update this Privacy Policy as needed to reflect changes in our practices, services, or legal requirements. Any updates will be posted on this page with a revised “Effective Date.” Your continued use of P3H3.org or participation in our events after such updates constitutes acceptance of the revised policy.

13. Contact Information

If you have questions about this Privacy Policy, our data practices, or wish to exercise your rights, please contact us at:

Admin@P3H3.org

Thank you for trusting P3H3. Hash safely, snack heartily, and know your privacy is important to us!

Community

Join us for inclusive trails and chill vibes.

© 2025. All rights reserved.

Contact Us
Calendar