Privacy Policy
Effective Date: January 1, 2025
Last Updated: June 9, 2026 (view prior January 2025 version)
Recent Changes Notice (June 2026)
Since our July 2025 launch, we added event comments, event suggestions, member messaging, app/push notification features, expanded photo workflows, check-in tracking, and online dues tools. This policy update documents those features and the data involved so our practices are clear and current.
At Evansville Outdoors Co-op, your privacy is important to us. This Privacy Policy describes what information we collect, how we use it, who can see it, and the choices you have when using evansvilleoutdoors.com.
1. Information We Collect
We collect information you provide directly, information created through site activity, and limited technical/security data.
- Account and Profile Data: Name, email, password hash, nickname, phone number, profile image, emergency contact details, membership/role details, waiver status, and dues status.
- Event and Participation Data: Event details you create or edit, RSVPs, waitlist status, guest counts, organizer actions, and check-in or no-show status for events.
- Messages and Community Content: Conversation messages, conversation membership, event comments, suggestion ownership/comments/votes, and other content you submit.
- Media and Photo Data: Uploaded event photos and related metadata (for example title/caption, photographer/owner fields, upload information). As part of photo processing, GPS EXIF metadata is removed, while other EXIF metadata may be retained.
- Notification and Device Data: Notification preferences (email/push choices), push subscription data needed to deliver notifications, and unread notification/message counts.
- Payment and Billing Data: Stripe customer/subscription identifiers, billing status, and subscription timing needed for dues management. We share account email and internal user ID with Stripe to associate dues with member profiles. Full payment card details are handled by Stripe and are not stored by our site.
- Technical and Security Data: IP address, user agent/browser details, session activity, and security logs used for account protection, anti-abuse checks, and troubleshooting.
What We DO NOT Collect & Track
Unlike many modern platforms, Evansville Outdoors Co-op does not use advertising networks, cross-site cookies, or external analytics scripts. We do not track your browsing habits across the web, and your data is never sold or shared with third parties (outside of processing securely via Stripe). Your community data stays entirely within our co-op.
2. How We Use Information
We use collected information to operate and improve the Co-op platform, including to:
- Provide member accounts, event features, RSVPs, check-ins, and organizer tools.
- Enable member communication, including direct/group conversations and event discussion.
- Deliver notifications (email and push) related to events, announcements, reminders, comments, and messages based on your settings.
- Support dues billing, subscription management, and payment status tracking.
- Maintain safety and security, detect abuse/fraud, enforce rules, and debug service issues.
- Comply with legal obligations and internal operational requirements.
3. Data Visibility & Permissions Matrix
| Section / Feature | Data Field | Public | You (Owner) | Members | Organizers | Leadership | Site Admin |
|---|---|---|---|---|---|---|---|
| Member Profile | User Name (First, Last, Nickname) | ||||||
| Profile Photo | |||||||
| Roles (Member, Organizer, Leadership, Admin) | |||||||
| Date Joined | |||||||
| Last Visited | |||||||
| Contact Information (Email, Phone) | |||||||
| Emergency Contacts / Status / Waivers | |||||||
| Member Directory | User List (Name, Role, Date Joined, Last Visited) | ||||||
| RSVP | RSVP Status for Events (Inferred from details) | ||||||
| Check-in Status (Checked in, No-Show) | |||||||
| Event Organizer | User Name & Profile Photo | ||||||
| Event Comments | User Name, Photo, Comment, Timestamp | Yes * | |||||
| Event Photo Uploads | Uploaded Photo / Caption / Filename | Yes * | |||||
| EXIF Metadata (No GPS ◊) / Photographer Name | Yes * | ||||||
| Assigned Owner Name | |||||||
| Event Suggestions | Suggestion Content & Owner Name | ||||||
| Suggestion Comments: User Name, Photo, Content, Timestamp | |||||||
| Stripe Billing | Email & Name on Card | ||||||
| Card Number (Obfuscated to last 4 digits) | Partial † | Partial † | |||||
| Transaction History | Yes † | Yes † | |||||
| Conversations (DMs) | User Name, Photo, Online Status | Participants Only | Yes ‡ | ||||
| Message Content & Timestamp (Plain-text DB) | Participants Only | Yes ‡ | |||||
* May be hidden from the public if the event is explicitly marked as "Private".
◊ GPS EXIF metadata is stripped from photos during upload to protect location privacy. Other EXIF metadata (for example camera model, date taken) may be retained.
† Visible via the third-party Stripe Dashboard for billing administration, not natively exposed on the website UI.
‡ Site administrators have access to all data for safety, security, and operational purposes but do not actively monitor or read private content such as messages or comments.
Direct Messages Privacy Notice
Direct messages between members are hidden from other community members but are stored in plain text format on our servers. While administrative staff do not actively monitor, audit, or read private conversations, system administrators with direct platform database access can view message payloads during maintenance, server troubleshooting, backups, or safety compliance actions.
Co-op Tip: If you are discussing highly sensitive or private information, we encourage you to connect off-platform using traditional private channels like SMS text messaging or phone calls.
4. Notifications and Messaging
If you enable push notifications, we store the subscription information required to send those notifications to your device/browser. Notification settings can be managed in your account. Direct and group messages are stored to provide conversation history and unread status functionality for participants. In conversations, authenticated active users may also see real-time-style user presence indicators (for example whether another user is currently in messaging).
5. Payments and Third-Party Services
We use third-party services for specific functionality:
- Stripe: Handles online dues billing and customer billing portal services. Stripe stores payment method and billing details (for example card last 4, and transaction history) in Stripe systems. Stripe billing/admin views can access those Stripe-side details.
- DocuSeal: Supports waiver workflows and related status updates.
- AbuseIPDB (security use): May be used during login/security checks to help detect suspicious traffic.
These services process data under their own terms and privacy policies. Stripe-side billing details are not synced back into our website database as full card data. We do not sell or share your personal information to third parties for marketing.
6. Cookies, Sessions, and PWA Features
We use session technologies and related browser storage to keep you logged in, support security controls, and improve performance. If you install the site as an app (PWA), offline/cache features and notification-related functionality may store limited local data on your device for app behavior.
7. Data Retention
We retain information for as long as needed to operate the site, support community and safety needs, satisfy legal/financial requirements, resolve disputes, and enforce policies. Retention periods may vary by data type (for example account records, event records, messages, or billing-related records).
8. Data Security
We implement reasonable technical and administrative safeguards to protect personal information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
9. Your Choices and Rights
Depending on your account status and applicable law, you can generally:
- Access and update profile/account details.
- Adjust notification preferences.
- Request account/data deletion, subject to legal, safety, billing, and operational retention requirements.
10. Changes to This Policy
We may update this Privacy Policy to reflect product changes, operational updates, or legal requirements. When we make material changes, we will update the date above and provide notice through the site and/or member communications.
11. Contact Us
If you have questions about this Privacy Policy or your data, please contact a member of the Leadership Team.
By using evansvilleoutdoors.com, you agree to this Privacy Policy.