Privacy Policy

Last Updated: October 17, 2026

Olean Kennel Club, Inc. (“Olean Kennel Club,” “OKC,” “we,” “us,” or “our”) respects the privacy of our members, class participants, event attendees, volunteers, donors, website visitors, and others who interact with our Club.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, and the choices available to you.

Olean Kennel Club is a nonprofit organization incorporated in the State of New York. Our website, oleankennelclub.com, is operated using the Wild Apricot membership-management platform.

This policy applies not only to information collected through our website, but also to personal information that Olean Kennel Club receives and maintains in connection with memberships, classes, events, volunteering, donations, Club communications, and other Club activities.

Our goal is simple: to collect only the information reasonably necessary to operate the Club, provide our programs and services, communicate with our community, and keep participants safe—and to handle that information responsibly.

1. Information We Collect

The information we collect depends on how you interact with Olean Kennel Club.

Membership Information

When you apply for or maintain a membership, we may collect information such as:

• Your name;
• Home or mailing address;
• Email address;
• Phone number;
• Information about your dogs, such as their names, breeds, sex, ages, and vaccination dates;
• Dog training or activity interests;
• Committee and volunteer interests;
• Emergency contact information;
• Membership type, status, and history;
• Payment and transaction records; and
• Other information you voluntarily provide as part of your membership.

Family memberships may also contain information about additional household members, including those under 18.

Class and Program Registration

When you register for a class or other Club program, we may collect information including:

• Handler name and contact information;
• Emergency contact information;
• Dog name, breed, and age or date of birth;
• Vaccination information and uploaded vaccination records;
• Training history;
• Behavioral information;
• Veterinary information when relevant;
• Information about health conditions, disabilities, accessibility needs, or other concerns involving a handler or dog when reasonably necessary for safety or to make necessary accommodations;
• Program or class registration information; and
• Acceptance of waivers, releases, policies, or other participation terms.

We request health, disability, behavioral, and similar information only when it may be relevant to safely participating in an activity or allowing our instructors to appropriately support a dog-and-handler team.

Event Information

Some Club events may allow registration through our website. We may collect contact, registration, payment, guest, or other information needed to administer those events.

Entries for AKC trials and certain other competitions are not currently processed through the Olean Kennel Club website. Trial pages on our website may direct exhibitors to an outside trial secretary, entry service, or other registration method. Information provided directly to those services is governed by their own privacy practices.

Volunteer Information

If you sign up to volunteer, we may collect your name, contact information, availability, areas of interest, assignments, and other information needed to coordinate volunteers.

Donation Information

If you make a donation, we may collect your name, contact information, donation amount, transaction information, and any information you voluntarily provide with your donation.

We may publicly recognize donors, but we will obtain permission before publicly identifying a donor in connection with a donation. Donors may also request anonymity.

Communications

When you contact us or communicate through the website, we may retain the information you provide as well as information necessary to respond to your request.

Members may also be able to communicate with other members using features provided through the website. Email notifications may be generated in connection with these communications.

2. Information About Children and Minors

Children and teens may participate in certain Olean Kennel Club memberships, classes, events, and programs. However, our website is intended to be managed by adults.

Individuals under 16 should not submit personal information directly through our website or create or manage their own website account.

A parent or legal guardian must submit registrations, membership information, and other online information on behalf of anyone under 16.

Junior members must have parental or legal guardian approval, and any associated website account must be maintained through a parent or legal guardian.

We may therefore knowingly receive information about a child or teen when that information is provided by the child's parent or legal guardian. Depending on the activity, this may include the minor's name, age, information about their dog, participation information, photographs, or other information reasonably needed for membership or participation.

If we learn that a child under 16 submitted personal information directly to us without the involvement of a parent or legal guardian, we may delete the information or contact the child's parent or guardian as appropriate.

Parents or legal guardians may contact us regarding personal information that Olean Kennel Club maintains about their minor child.

3. Health, Disability, Safety, and Vaccination Information

Some Olean Kennel Club activities involve physical activity by people and dogs. For safety reasons, registration forms may ask participants to tell us about relevant health conditions, disabilities, accessibility needs, behavioral concerns, dog health concerns, veterinary information, or vaccination status.

We use this information only for purposes reasonably related to participation, safety, accessibility, class administration, or other legitimate Club needs.

Access to this information is limited to authorized individuals who reasonably need it for those purposes. For example, an instructor may receive relevant registration information concerning the participants enrolled in that instructor's class.

This information is not included in the member directory or made available generally to Club members.

4. Member Accounts and Member Directory

Olean Kennel Club members may create password-protected accounts through our website.

Members may use their accounts to manage their profiles, register for eligible activities, view transactions or invoices, access member-only content, and use other member features offered through the website.

Member Directory

The website includes a directory available only to logged-in Olean Kennel Club members.

A member's name and email address are included in the member directory as part of Club membership.

Depending on the member's profile and privacy settings, the directory may also display:

• Phone number;
• Home Address, City, and state;
• Profile photograph; and
• Dog names, breeds, and ages.

Members may control the visibility of optional directory fields through the privacy settings available in their profile.

Other information maintained by Olean Kennel Club, including payment information, registration records, vaccination documentation, health or disability information, emergency contacts, and administrative records, is not displayed in the member directory.

Members should remember that information available through the member directory is provided for legitimate Club and member-to-member purposes. Members should not use directory information for unsolicited commercial marketing, sell or distribute it, or otherwise use it in a manner inconsistent with Club purposes.

5. Member Forums and Shared Areas

Our website may provide members with forums or other member-only areas where users can voluntarily share information.

Information that you choose to post in a forum, discussion area, or other shared portion of the website may be visible to other users who are authorized to access that area. You should not post information that you wish to keep private or confidential.

Olean Kennel Club may administer or moderate Club-managed areas in accordance with applicable Club rules and website settings. The OKC board and website administrators reserve the right to delete member-published material for any reason at any time.

6. How We Use Personal Information

Olean Kennel Club may use personal information to:

• Review and administer membership applications and renewals;
• Maintain membership records;
• Manage family and junior memberships;
• Provide member services and website accounts;
• Operate the member directory;
• Register participants for classes, programs, events, and volunteer activities;
• Communicate with members and participants about activities for which they have registered;
• Verify vaccination or other participation requirements;
• Support the health, safety, and accessibility of participants and their dogs;
• Process dues, registration fees, donations, and other payments;
• Maintain invoices and financial records;
• Send Club newsletters and announcements;
• Promote upcoming classes, events, trials, programs, and other Club activities;
• Recruit and coordinate volunteers;
• Respond to questions or requests;
• Manage Club operations and governance;
• Improve our website, programs, communications, and services;
• Analyze website and email engagement;
• Protect our website, members, participants, volunteers, and organization from misuse, fraud, or security threats;
• Meet legal, tax, insurance, regulatory, or record keeping requirements; and
• Carry out other legitimate activities of Olean Kennel Club.

We do not use personal information for purposes that are materially unrelated to the reason it was collected without appropriate notice or permission when required.

7. Email and Club Communications

Olean Kennel Club uses email to communicate with members, customers, participants, volunteers, donors, and others who interact with the Club.

Communications may include:

• Membership and renewal notices;
• Registration confirmations and class information;
• Event information;
• Club newsletters;
• Volunteer opportunities;
• Announcements;
• Information about upcoming classes, trials, events, or programs;
• Administrative or account-related messages; and
• Notifications generated by features of the website.

People who register for a class or event may be added to Olean Kennel Club's contact list and may receive future communications about Club programs and activities.

Recipients may unsubscribe from promotional or general email communications using the unsubscribe options included in those messages or by contacting us.

Unsubscribing from promotional communications may not prevent us from sending messages that are necessary to administer a membership, registration, payment, account, or other existing relationship with Olean Kennel Club.

Our email platform may collect information such as whether an email was delivered, opened, or whether a link within the email was clicked. We may use this information to evaluate and improve our communications.

8. Payments

Olean Kennel Club accepts online payments for membership dues, classes, certain events, donations, and other eligible purchases or transactions through Wild Apricot and Personify Pay.

Payment-card information is processed through the applicable payment service. Olean Kennel Club does not receive or store full credit or debit card numbers.

We may receive and retain transaction-related information such as:

• Name;
• Contact information;
• Transaction date;
• Amount paid;
• Item or registration purchased;
• Invoice number;
• Payment method or status; and
• Related accounting information, we do not receive or retain card numbers

If a payment is made by cash or check, we may record that an invoice or obligation has been paid without retaining unnecessary payment instrument information.

Transaction histories and invoices may remain available through a member's account where applicable.

9. Information About Other People

Our website may allow you to provide personal information about another person. For example, you may:

• Add family members to a family membership;
• Register a child;
• Register a guest;
• Provide an emergency contact; or
• Submit information on behalf of another person.

When you provide personal information about someone else, you represent that you are authorized to provide that information or otherwise have appropriate permission to do so.

Parents and legal guardians may provide information concerning their minor children.

Please provide only the information reasonably necessary for the applicable membership, registration, emergency contact, or other purpose.

10. Photographs and Video

Olean Kennel Club regularly celebrates the activities and community of the Club. Photographs and video may be taken at classes, trials, meetings, walks, picnics, community programs, and other Club activities.

Depending on the activity and applicable participation terms or releases, photographs or videos may be used in:

• Olean Kennel Club's website;
• Social media;
• Newsletters;
• Promotional materials;
• Educational materials;
• Historical or archival materials; and
• Other communications about the Club and its activities.

Participation in some activities may be subject to a separate waiver, release, or photography provision. This Privacy Policy does not replace those terms.

If you have a concern about being photographed or having your image used, please contact Olean Kennel Club or notify the activity organizer. We will make reasonable efforts to honor requests regarding identifiable images where practical.

11. Information We Collect Automatically

When you visit our website, Wild Apricot and other technology providers used by the site may automatically collect certain technical information.

This may include:

• IP address;
• Browser and device type;
• Operating system;
• Pages viewed;
• Date and time of access;
• Referring website;
• Cookie or similar identifiers; and
• Information about how you interact with the website.

We use this information to operate and secure the website, understand how visitors use it, troubleshoot problems, and improve our content and services.

12. Cookies and Analytics

Our website and the services used to operate it may use cookies and similar technologies.

Cookies are small files or identifiers that websites use for purposes such as maintaining login sessions, remembering preferences, providing website functionality, measuring website traffic, and understanding how visitors use a site.

Some cookies are necessary for website features to function properly. Other cookies may be used for analytics or by third-party content embedded on our website.

Google Analytics

Olean Kennel Club uses Google Analytics to better understand website traffic and how visitors interact with our website.

Google Analytics may collect or receive technical information about your browser, device, website activity, or similar information through cookies or related technologies. Google processes information according to its own privacy practices.

We use analytics information to understand website performance and improve our content. Olean Kennel Club does not use Google Analytics for behavioral advertising or retargeting.

Embedded Content

Our website may display or embed content from third-party services such as YouTube, Facebook, or Instagram.

When you view or interact with embedded third-party content, the third-party provider may receive technical information about your device or visit and may use cookies or similar technologies according to its own policies. This activity is controlled by the third-party provider rather than Olean Kennel Club.

You can use your browser or device settings to manage or block certain cookies. Disabling cookies may affect the functionality of some portions of the website.

13. How We Share Personal Information

Olean Kennel Club does not sell, rent, or exchange our membership or contact lists for advertising or marketing purposes.

We may disclose personal information in the following limited circumstances.

Within Olean Kennel Club

Access to personal information is limited according to role and legitimate Club need.

For example:

Authorized website administrators and members of the Olean Kennel Club Board may have access to the membership or contact database as needed to conduct Club business;

The Membership Secretary may access information necessary to administer memberships;

The Treasurer may access information needed for financial administration;

Class instructors may receive appropriate registration information for participants enrolled in their classes; and

Other authorized individuals may receive limited information when reasonably necessary to perform an assigned Club responsibility.

Individuals who receive personal information through their Club role are expected to treat it confidentially and use it only for legitimate Club purposes.

Service Providers

We may use service providers to help operate the website and Club activities.

These currently include or may include:

Wild Apricot, which provides our website, membership-management, event, email, and database platform;

Personify Pay and associated payment services, which process online payments;

Google Analytics, which provides website analytics; and

Google Forms and related Google services, which we may use from time to time for forms, documents, or administrative purposes.

These providers may process information on our behalf or receive information necessary to provide their services. Their handling of information is also governed by their own privacy and security practices.

Safety and Emergencies

We may provide information to emergency responders or other appropriate parties when reasonably necessary to protect the health or safety of a participant or another person.

Legal Requirements

We may disclose information when we reasonably believe disclosure is required by law, legal process, court order, governmental request, or another legal obligation.

We may also disclose information when reasonably necessary to protect the rights, property, security, or safety of Olean Kennel Club, our members, participants, volunteers, or others.

14. Third-Party Websites and Registration Services

Our website contains links to websites and services that Olean Kennel Club does not operate.

For example, trial and event pages may link to AKC resources, outside trial secretaries or registration systems such as Secreterrier, training or event facilities, social media platforms, or other websites.

When you leave our website and provide information directly to another website or service, that organization's privacy policy and terms apply.

Olean Kennel Club is not responsible for the privacy, security, content, or data-handling practices of independent third-party websites. We encourage you to review their policies before providing personal information.

15. Data Retention

We retain personal information for as long as reasonably necessary for the purposes for which it was collected and to meet legitimate Club, administrative, historical, legal, tax, accounting, insurance, safety, or record-keeping needs.

Different types of information may therefore be retained for different periods.

For example:

• Current membership information is maintained while needed to administer membership;
• Certain historical membership records may be retained as part of the Club's organizational and archival records;
• Class and event records may be retained when reasonably necessary for administrative, safety, insurance, historical, or record-keeping purposes;
• Financial transaction records may be retained as necessary to satisfy accounting, tax, audit, or legal requirements; and
• Sensitive information, including health-related information and vaccination documentation, should not be retained longer than reasonably necessary for the purposes for which it was collected or applicable record-keeping requirements.

When information is no longer reasonably needed, we may delete it, anonymize it, or securely dispose of it, subject to our technical capabilities and applicable record-keeping requirements.

A request to delete information does not necessarily require Olean Kennel Club to delete information that we have a legitimate or legal need to retain.

16. Security

Olean Kennel Club takes reasonable administrative, technical, and organizational measures intended to protect personal information from unauthorized access, use, alteration, disclosure, or destruction.

These measures include, as appropriate:

• Limiting administrative access to individuals with a legitimate need;
• Using individual administrator accounts rather than shared credentials;
• Limiting instructors and other authorized individuals to information reasonably needed for their responsibilities;
• Removing administrative access when an individual's role no longer requires it;
• Using security features provided by Wild Apricot; and
• Using encrypted web connections where provided by our website platform.

Members are responsible for keeping their account passwords confidential and should not share their login credentials with others.

No website, database, internet transmission, or electronic storage system can be guaranteed to be completely secure. Although we take reasonable precautions, we cannot guarantee that unauthorized access or disclosure will never occur.

If Olean Kennel Club becomes aware of a data-security incident involving personal information, we will investigate and take reasonable responsive measures. Where required by applicable law, we will notify affected individuals, government agencies, or other appropriate parties.

17. Your Privacy Choices and Requests

You may contact Olean Kennel Club to:

• Ask what personal information we maintain about you;
• Request correction of inaccurate information;
• Update your contact information;
• Request deletion of information when appropriate;
• Change your email or communication preferences;
• Ask questions about how your information is being used;
• Raise a privacy or security concern; or
• Make a request concerning information we maintain about your minor child if you are their parent or legal guardian.

Members can also update many profile fields directly through their website account.

Some information cannot be deleted while you maintain an active membership or participate in certain programs. We may also retain information when reasonably necessary for legal, financial, safety, insurance, historical, dispute-resolution, or other legitimate record-keeping purposes.

We may take reasonable steps to verify the identity or authority of someone making a privacy request before providing, changing, or deleting information.

18. Changes to This Privacy Policy

Olean Kennel Club may update this Privacy Policy as our website, programs, technology, or legal obligations change.

When we update the policy, we will post the revised version on our website and change the “Last Updated” date at the top.

If we make a material change affecting how we handle member information, we may also notify members by email or another appropriate method.

We encourage members and website visitors to review this policy periodically.

19. Contact Us

Questions, concerns, requests to update or delete personal information, or other privacy-related inquiries may be directed to:

Olean Kennel Club, Inc.

1208 Vine Street

Olean, NY 14760


Email: oleankennelclub@gmail.com

Please include enough information for us to understand and respond to your request, but do not send sensitive information such as passwords, debit/credit card numbers, or unnecessary medical information by mail or email.