Round Rock SERTOMA Privacy Policy

Protecting your privacy is important to us. We hope the following statement will help you understand how Round Rock SERTOMA collects, uses, and safeguards the personal information you provide to us.

Information Collected

When you sponsor one or more ducks either on our web site or at one of our duck sponsorship direct sales locations, we will collect one or more means to contact you in case one of your sponsored ducks wins a prize at the race.  Not everyone provides all three, but we require at least one of the following three contact methods:

  1. Phone Number
  2. Email Address
  3. US Mail Address

Regarding duck sponsorship, providing more than one contact method makes it easier to find and contact winners.

If you are part of an affiliate organization that is also a beneficiary of the duck race proceeds, we will, of course, retain information needed in order to contact you.

If students are participating in the individual-students-as-beneficiaries program, we will maintain information about how to contact those students, and possibly other items of personal interest, which they have voluntarily shared about themselves for the express purpose of marketing their individual efforts to raise donations from their network of family and friends.  This may include instruments they play, fund raising goals they aspire to meet, a greeting that they’ve authored, an avatar or photograph of themselves which they’ve uploaded, or provided via sharing access to their Facebook account with us, and other such information artifacts.

Information Not Retained

No financial information submitted for the purpose of a purchase is retained by Round Rock SERTOMA.  Online purchase data goes directly to PayPal Corporation.  Written purchase information supplied in sponsorship envelopes is processed and destroyed by shredding or incineration.

Information Retained

Contact information is initially retained to maintain records of who has entered our contests and who has volunteered to help.  See how this information is used and how participants can opt in or out, below, in the sections,How We Use the Information We Retain”, and Opting In and Opting Out.

How We Use the Information We Retain

The only reasons for retaining the participants’ contact information are:

  • If a duck sponsor is a runner-up, we need to contact them in case a previously declared winner forfeits or cannot be located.
  • Auditability of race and race results.
  • We may or may not use the contact information to alert prior participants of upcoming races in subsequent years.
  • We may or may not use the contact information to invite them to consider becoming part of SERTOMA in the years to come.

We will never give nor sell race participants’ information to 3rd parties without the participant’s written consent.  At present, we have no intention nor motivation to even ask to share information with any 3rd party.

Opting In and Opting Out

Any participant or volunteer may request to have their information purged from our records by sending us a request to do so.  They may request this by sending an email to, or by US Mail to:

PO Box 412, Round Rock, Texas 78680

Further Information and Inquiries

Requests for additional information or status inquiries on the progress of an opt in or opt out request may be made at the email and US postal addresses mentioned, above, or by leaving a voice message on our club voice mail at (512) 850-4300.  You may also simply click on the “Leave a Voicemail” icon, below, and follow the instructions.

If a reply is requested by phone, please speak clearly and leave us the contact information necessary for us to make our response.  That information will be destroyed also once your inquiry is resolved and closed.

Information Security

All financial transactions for duck sponsorship or donations on our club’s web site and at the duck sponsorship sales web site are SSL encrypted.

All logins to the duck sponsorship site by students participating in the individual-students-as-beneficiaries program are processed through the OmniAuth authentication system which “hashes” the student’s credentials before they are sent to Facebook or any other authenticating entity.  This prevents anyone’s email or password from going out as clear text.

Affiliate leader SERTOMA accounts and SERTOMA passwords are saved in a remotely hosted database with its own security credentials.  All passwords are salted and encrypted.

The duck sponsorship web site is protected against cross site request forgery.

No SERTOMA member is able to see existing passwords.  Those with Administrator privileges can reset the password upon request for a user, but when they set their own password, no one within SERTOMA can access an unencrypted view of it.