Privacy policy

The short version

We collect what you type into our forms, we use it to do the thing you asked us to do, and we do not sell it or share it with anyone who does not need it. If you want to know what we hold about you, or want it removed, call the office and ask.

Who this is about

The Trinity County Fair Association, a nonprofit that runs the Trinity County Fairgrounds and Event Center at 6000 Hwy 3, Hayfork, California, and puts on the Trinity County Fair.

[REPLACE: LEGAL_ENTITY_NAME - confirm the exact legal entity name to use in this policy, and use the same one on the donate page and in contracts.]

What we collect, and when

We only collect information you choose to give us. Different forms ask for different things.

When you contact us or ask about renting the fairgrounds

• Your name, phone number and email address
• What you are asking about, including any dates and details you give us

When you request a campsite

• Your name, address, phone numbers and email address
• Your arrival and departure dates, and how many people are coming
• What you are camping in, and its size
• Your vehicle and RV details, including license numbers
• Pet details, if you are bringing one

We ask for vehicle and RV details because campsites are assigned by size and because we need to know what is on the grounds.

When you join the Association, volunteer, sponsor, or apply as a vendor

• Your name and contact details, and a business name where that applies
• What you are interested in doing or supporting
• Anything else you choose to tell us in the notes

When you make a donation

• Your name and contact details
• The amount, and anything you tell us about how you would like it used
• Whether you are happy to be thanked publicly

What we do not collect

• Card or bank details. This website does not collect them. Payments are taken by phone, by post, or in person. [REPLACE: PAYMENT_PROCESSOR - if a secure hosted checkout is added, name the processor here and explain that they handle card details, not the Association.]
• Anything we do not need. We do not ask for dates of birth, identification numbers, or financial information.

Why we collect it

• To answer your question or process your request
• To arrange a booking, membership, entry, or donation
• To contact you about the thing you contacted us about
• To keep the records the Association needs to run its business, including records that are reported to the board

We do not use it for anything else without asking you first.

Email updates are separate, and optional

Every form on this site has a box you can tick if you would like general updates from the Fair Association. It is never ticked for you, and leaving it alone does not affect your request in any way.

If you do tick it and change your mind, tell us and we will take you off the list. There is no process to go through.

Who else sees your information

Only people who need to. That means Fair Office staff, and the relevant board member or committee chair where your request concerns their area. Rental agreements and vendor contracts are reported to the board, which meets in public.

We use some outside services to run this website and our events:

• Our website and form provider, which hosts this site and receives what you submit through its forms.
• The online entry system at trinity.fairwire.com, used for Fair exhibit and livestock entries. It is run by a third party with its own privacy policy, and information you enter there is held by them.
• [REPLACE: MAP_PROVIDER - if a map is embedded on the contact or visit pages, name the provider and note that loading it shares some information with them.]
• [REPLACE: ANALYTICS - state plainly whether this site uses website analytics or cookies beyond what is strictly needed to make it work. If it does not, say so, which is a genuinely good thing to be able to say. If it does, name the service and explain what it collects.]

We do not sell your information, and we do not share it for advertising.

How long we keep it

[REPLACE: RETENTION_PERIODS - state how long the Association keeps each kind of record: general enquiries, camping and rental records, membership records, donation records, and volunteer details. Financial and contract records usually have to be kept for a set period. Agree real periods rather than saying "as long as necessary", which tells nobody anything.]

What you can ask us to do

You can ask us to tell you what we hold about you, correct anything that is wrong, remove you from any mailing list, or delete your details where we are not required to keep them.

Call (530) 628-5223, email [email protected], or write to P.O. Box 880, Hayfork, CA 96041. You do not need to give a reason.

[REPLACE: PRIVACY_RIGHTS_STATEMENT - once it is confirmed which privacy laws apply to the Association, add the specific rights and response times those laws require. Do not add a generic rights list before that is settled.]

Children

This website is not aimed at children, and we do not knowingly collect information from children through it. Where a young person takes part in Junior Livestock or enters an exhibit, we deal with a parent or guardian.

We do not publish the names or photographs of young people on this website without written permission from a parent or guardian.

If you believe a child has given us information through this site, tell us and we will remove it.

Security

We take reasonable care with what you send us. We should also be honest that no website can promise perfect security, and we are not going to make that promise. If you would rather not send something through a form, call the office instead.

If this policy changes

We will update this page and change the effective date at the top. If something changes significantly, we will say so on the news page rather than quietly editing.

Questions

Ask. It is a small office and someone will talk to you about it.

Trinity County Fair Association
P.O. Box 880, Hayfork, CA 96041
(530) 628-5223
[email protected]