1. Introduction
RotaryReports ("we", "our", "us") operates the rotaryreports.com platform and associated subdomains. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our platform.
By using RotaryReports, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
Information you provide directly:
- Account registration data (name, email address, role, district information)
- Contact form submissions (name, email, country, Rotary role, system requirements)
- Reports and data entered into the platform
- Communication with our support team
Information collected automatically:
- Browser type and version
- Operating system
- Pages visited and time spent
- IP address (anonymized where possible)
- Referring website
3. How We Use Your Information
We use the collected information for the following purposes:
- To provide, operate, and maintain the RotaryReports platform
- To process your account registration and manage your access
- To respond to inquiries submitted through our contact form
- To send administrative notifications related to your account or the platform
- To improve our platform, features, and user experience
- To detect, prevent, and address technical issues or security threats
- To comply with legal obligations
4. Data Storage and Security
Your data is stored on secure servers with industry-standard encryption. We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.
- All data transmissions are encrypted using SSL/TLS
- Passwords are hashed using bcrypt with salt rounds
- Access to data is restricted to authorized personnel only
- Regular security audits and monitoring are conducted
- Each organization's data is logically separated within the platform
5. Data Sharing
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- With your consent: When you explicitly authorize us to share data
- Service providers: With trusted third-party services that help us operate the platform (e.g., hosting, email delivery), bound by confidentiality agreements
- Legal compliance: When required by law, regulation, or legal process
- Protection: To protect the rights, property, or safety of RotaryReports, our users, or the public
6. Cookies
Our platform uses essential cookies to maintain your session and authentication state. We do not use advertising or third-party tracking cookies. Essential cookies are necessary for the platform to function and cannot be disabled.
7. Data Retention
We retain your data for as long as your account is active or as needed to provide services. Report data is archived by Rotary year and retained for institutional continuity. You may request deletion of your account and associated personal data at any time by contacting us.
8. Your Rights
You have the right to:
- Access your personal data stored in the platform
- Correct inaccurate or incomplete information
- Request deletion of your personal data
- Export your data in a portable format
- Withdraw consent for data processing at any time
- Lodge a complaint with a supervisory authority
9. Children's Privacy
RotaryReports is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us so we can take appropriate action.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.
11. Contact Us
If you have any questions about this Privacy Policy, please contact us:
- Email: info@rotaryreports.com
- Website: rotaryreports.com