Privacy Policy
How Racing In The Woods Inc. collects, uses, and protects your personal information across racinginthewoods.com and our race registration, text messaging, and push notification services.
Last updated: September 1, 2026
1.Overview
This Privacy Policy explains how Racing In The Woods Inc. ("Racing In The Woods," "we," "us," or "our") collects, uses, shares, and protects personal information when you visit racinginthewoods.com (the "Site"), register for a race or the US MTB Series (collectively, "Events"), opt in to text message alerts, or enable browser push notifications.
By using the Site or registering for an Event, you agree to the practices described in this policy and in our Terms & Conditions.
2.Information We Collect
Information you provide directly
- Race registration & contact forms: name, email address, phone number, date of birth (where required for category eligibility), emergency contact, and race category selections, submitted through our website forms.
- SMS opt-in: your phone number and consent status, if you check the text-alerts opt-in box during registration.
- Messages you send us: anything you submit through our Contact Us form or email us directly.
Information collected automatically
- Standard web log data such as IP address, browser type, device type, and pages visited, collected through our hosting provider and Cloudflare (our content delivery/security provider).
- Cookies used for basic site functionality and caching performance — see the Cookies section below.
Payment information
Race entry fees and payment are processed through BikeReg, a third-party race registration and payment platform. We do not receive, process, or store your full payment card details — that information is handled entirely under BikeReg's own privacy policy, which we encourage you to review before completing a paid registration there.
3.How We Use Your Information
- Process and manage your Event registration, including confirming category eligibility and contacting you about your registration.
- Send race-day logistics updates (weather delays, start-time changes, venue notes) and event reminders.
- Respond to questions submitted through our Contact Us form or by email.
- Maintain series standings, results, and Championship Jersey eligibility.
- Improve the Site and our Events based on aggregated, non-identifying usage patterns.
- Send occasional promotional messages about upcoming races or series announcements, only to those who have opted in.
We do not sell your personal information, and we do not use your data for purposes unrelated to operating our Events and communicating with our racers.
4.SMS & Text Messages
What we collect and why
- If you check the SMS opt-in box on our race registration form, we store your phone number, your consent status, and the date/version of the consent language you agreed to.
- We use Twilio, a third-party messaging platform, to deliver text messages to the number you provide. Twilio processes your phone number solely to transmit our messages and is bound by its own privacy policy.
- Message types include registration confirmations, event reminders, race-day logistics updates, and occasional promotional messages, as described in our Terms & Conditions.
Your choices
- SMS opt-in is never required to register for an Event — it's a separate, unchecked-by-default checkbox.
- Reply STOP to any message at any time to opt out immediately; reply HELP for help, or email racinginthewoods@gmail.com.
- We keep a log of consent and opt-out events so we can honor your choice and demonstrate compliance if ever required.
5.Push Notifications
If you enable browser push notifications on our Site, your browser generates a unique subscription token (not your name, email, or phone number) that we store solely to deliver race-day alerts you've asked to receive. We do not use this token to identify or track you outside of sending these notifications. You can disable push notifications at any time through your browser's site settings, and inactive or expired subscriptions are automatically removed from our systems.
6.Cookies & Similar Technologies
Our Site uses a small number of cookies for basic functionality and performance, including:
- Caching cookies (via our LiteSpeed Cache system) to load pages faster.
- Security & performance cookies set by Cloudflare, our content delivery and DDoS-protection provider.
- Standard WordPress cookies used only if you log in to an account on the Site (e.g., as an administrator).
We do not use third-party advertising or cross-site tracking cookies. You can control or disable cookies through your browser settings, though some site features may not work as intended if you do.
8.Data Retention
We retain registration, results, and SMS consent records for as long as reasonably necessary to operate our series (including maintaining historical results and series standings), meet legal and safety obligations, and resolve any disputes. You may request deletion of your personal information at any time, subject to the limits described below.
9.Your Rights & Choices
You can email us at racinginthewoods@gmail.com at any time to:
- Request a copy of the personal information we hold about you.
- Ask us to correct inaccurate information.
- Request that we delete your personal information, other than data we're required to keep for legal, safety, or series-record purposes (e.g., historical race results).
- Opt out of SMS messages (reply STOP) or promotional emails at any time.
We will respond to verified requests within a reasonable timeframe, typically within 30 days.
10.Children's Privacy
Our Junior Series and other categories welcome riders under 18, but all registrations for minors must be completed by a parent or legal guardian, who provides the minor's information and agrees to this Privacy Policy and our Terms & Conditions on the minor's behalf. We do not knowingly collect personal information directly from children without parental involvement in the registration process. If you believe a minor has provided us information without appropriate parental consent, contact us at racinginthewoods@gmail.com and we will address it promptly.
11.Data Security
We use reasonable administrative and technical safeguards to protect your information, including secure hosting, restricted access to registration data, and a security-focused content delivery provider (Cloudflare). No method of transmission or storage is completely secure, and we cannot guarantee absolute security, but we work to protect your information appropriately for the type of data we collect.
12.Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the Site or registration for an Event after changes are posted constitutes your acceptance of the updated policy.
13.Contact Us
Questions about this Privacy Policy or how your information is handled?