Your privacy matters to us. This policy explains how Hulagans of the Leaf collects, uses, and retains information when you visit our website, contact the club, or apply for membership.
Information you provide
Our New Member form collects your name, email address, phone number, mailing address, Discord username, date of birth, and optional Instagram handle.
Our Contact form collects your name, email address, and the contents of your message.
Please do not include passwords, payment details, or other unnecessary sensitive information in your messages.
How we use your information
We use the information you provide to:
- Review and administer membership applications.
- Check our minimum membership age of 21.
- Contact applicants and provide Discord invitation information.
- Maintain membership records and understand member demographics.
- Coordinate club mailings, activities, and communications.
- Respond to questions, suggestions, and concerns.
- Protect the website and forms against spam and misuse.
Private membership roster
Membership information is maintained in a private roster that serves as the club's full membership record. The roster is stored on a flash drive kept in locked storage in the club office, separate from the website. Access to that roster file is restricted to the Club Founder.
The roster is retained indefinitely for membership administration, demographic information, club mailings, and maintaining the club's membership history.
After permanently leaving the club, a former member may request complete removal of their record from the roster by submitting a written request to contact@hulagansoftheleaf.com. Following verification of the request, their record will be completely removed from the roster.
The website's automatic submission cleanup does not delete information from this separate roster.
Website submissions and retention
The website is configured to check daily and permanently delete records from the current New Member form and stored Contact-page submissions once they are older than 14 days from the submission date.
Deletion occurs when the scheduled cleanup runs. An entry may remain beyond its fourteenth day until that check completes.
The automatic cleanup removes the relevant website entry and its associated stored submission details. It does not delete information already copied into the private membership roster, email messages, or existing website backups. Historical records from older form systems may require separate manual removal.
Website form emails and related replies
Website application and contact notifications, along with related email replies, are managed separately from website submission records.
Copies of membership-request emails are retained as evidence that a membership request was made, including to verify a request or address a dispute. These email copies are not subject to the website's 14-day automatic deletion rule; their retention is determined by their continuing need for those evidence and dispute-resolution purposes.
The website's scheduled cleanup does not access or delete messages in the club mailbox. Contact emails and related replies are managed separately and are not automatically deleted by the website cleanup. Unrelated club emails are outside the scope of the website submission cleanup.
Removal from the private membership roster does not automatically remove these separate email records. Requests concerning email records may be submitted to the privacy contact below and will be handled in accordance with applicable privacy requirements.
Backups
Information deleted from the live website may remain in existing backups until those backups expire or are replaced under the hosting provider's backup arrangements. Deleting a live submission does not immediately erase its backup copies.
Technical information and website security
Our hosting and security services may process technical information, including your IP address, browser and device information, requested pages, and access times. This supports website delivery, troubleshooting, and protection against abuse.
We use Cloudflare services, including Turnstile where enabled, to help distinguish visitors from automated traffic and protect the website and forms. Cloudflare also processes certain technical signals to improve its bot detection.
Further information is available in the Cloudflare Turnstile Privacy Notice.
Cookies and browser storage
The website may use cookies or similar browser storage for essential functions, including remembering age-confirmation choices, supporting administrator sign-ins, and maintaining security.
You can manage cookies through your browser settings. Restricting cookies or browser storage may affect some website functions.
Analytics and advertising
We do not use visitor analytics or advertising tracking tools.
Our hosting and security providers may still process technical information needed to operate and protect the website.
Service providers and access
Services used to operate the website and communications include Hosting.com, Titan email, and Cloudflare. These providers may process information as necessary to deliver their services.
Stored website information may be accessible to authorized website administrators and technical support personnel when needed to administer, maintain, or troubleshoot the website. This is separate from access to the private roster file.
Information may be disclosed when required by law or when reasonably necessary to address misuse, security incidents, or threats to people or the website.
Discord and external websites
Our community uses Discord, and our website links to Instagram, Facebook, and other external services.
Those services have their own privacy policies and settings. Information you share in Discord channels or on social platforms may be visible to other participants or the public, depending on the service and your settings.
Your choices and privacy requests
You may contact contact@hulagansoftheleaf.com to:
- Ask about the personal information we hold about you.
- Request a copy or correction of your information.
- Request deletion of your information.
- Ask to stop receiving optional club mailings or communications.
We may need to verify your identity before fulfilling a request. We will respond in accordance with applicable privacy requirements. The roster-removal procedure described above does not limit any rights you may have under applicable law. Certain information may need to be retained for legitimate administrative, security, or legal reasons.
Deleting a website submission does not automatically remove copies from the private roster, email, or backups. Please identify the information you want addressed when making a request.
Age restriction
Hulagans of the Leaf is intended for adults aged 21 and older.
If you believe someone under 21 has submitted personal information, please contact us so we can investigate and take appropriate action.
Changes to this policy
We may update this policy when our website, services, or information-handling practices change. The current version and its updated date will appear on this page.
Contact us
Privacy contact: Club Founder
Email: contact@hulagansoftheleaf.com
You may also use our Contact page.