Privacy policy

1. Who We Are

Moves With You is administered by Competitive Sports Foundation, Inc. (CSF), a nonprofit 501(c)(3) organization based in Gadsden, Alabama.

CSF operates the Program and is responsible for the personal information described in this policy.

Moves With You is not operated by or part of any city, county, or state government.

Public agencies and community organizations may support Program activities, but that does not automatically give them access to individual participant information.

For privacy questions, contact info@competeagain.org.

For questions about photographs or recordings, contact privacy@competeagain.org.

2. Information We Collect

We collect information directly from participants, parents or guardians, activity registrations, and certain optional services.

Account and Contact Information

When you create an account, we may collect:

• Your full name;
• Email address;
• Phone number, if provided;
• Home address for geographic eligibility verification;
• Date of birth;
• Communication preferences;
• Account and household identifiers.

We retain the address and eligibility determination, rather than geographic coordinates returned during address verification.

Household and Minor Information

A household account may include:

• Names and dates of birth of registered household members;
• Relationships between guardians and minors;
• Authorized parent or guardian information;
• Applicable registration and participation records;
• Emergency contacts;
• Participation requirements and relevant permissions.

Minors under 19 do not receive independent logins under the Program's standard account rules.

Accessibility and Participation Information

Participants may voluntarily describe accommodations or support that would help them participate, such as a step-free route, seated exercise option, or another accessibility consideration.

We use this information to evaluate reasonable accommodations and assist with activity planning.

Registration and Attendance

We may collect:

• Classes, walks, and events selected;
• Registration status and waitlist information;
• Attendance and check-in records;
• Date and time of participation;
• Applicable event requirements and acknowledgments.

Routine check-in does not require continuous GPS tracking.

Signed Agreements

We retain electronically signed Participant Agreements and supplemental event acknowledgments.

Records may include:

• The participant's name and date of birth;
• The signer's name and account identity;
• Guardian information when applicable;
• Date and time of acceptance;
• Exact agreement version and language displayed;
• Text of the affirmative acceptance;
• Electronic signature information and sign-in method.

The Program does not ordinarily retain the participant's IP address or device identifier as part of its waiver signature record.

Payments and Purchases

For paid events, we may retain transaction amounts, payment status, and information necessary to manage registrations or refunds.

Payments are processed through Stripe. CSF does not receive or store complete payment-card numbers.

When optional merchandise is purchased through a third-party checkout, the provider may collect shipping and fulfillment information under its own privacy practices.

The current finisher-medal checkout is handled through Stripe; CSF does not ordinarily retain the merchandise shipping address or complete order record in the Program account.

Activity and Journey Information

When you participate in an optional virtual journey, we may collect:

• Date of an activity;
• Type of activity;
• Distance recorded;
• Duration, when a connected activity service provides it, used only to work out miles and then deleted;
• Milestones or journey stops reached;
• Information needed to prevent duplicate milestone notifications.

Journey activity records are visible to the applicable household and authorized personnel who require access for Program administration. They are not published as individual public activity histories.

Feedback and Communications

We may collect feedback submitted after an activity.

Feedback is anonymous unless you choose to identify yourself.

We may also maintain communication preferences and limited delivery records for email, text, and administrative messages.

Sponsor Affiliation

If you voluntarily identify yourself as an employee of a Program sponsor, we may retain that response for participation reporting.

Individual sponsor-affiliation responses are not included in reports identifying particular participants.

Contact Form Information

When you contact CSF through moveswithyou.com, we may collect your name, work email, organization, optional phone number, and message.

3. Health, Medical, and Safety Information

CSF does not routinely ask participants to provide medical histories, diagnoses, prescriptions, weight, heart rate, or similar sensitive health details.

Participation in ordinary Program activities does not require a medical questionnaire.

However, some limited health-related information may be collected when necessary.

Accessibility Requests

Participants may voluntarily provide information about accommodations or physical limitations relevant to participation.

Emergencies and Incidents

When an injury, illness, accident, or safety concern occurs during an official Program activity, CSF may prepare an incident record.

Depending on the circumstances, that record may contain:

• Name of the person involved;
• Date and location of the incident;
• Description of what occurred;
• Witness information;
• Assistance provided;
• Emergency services contacted;
• Relevant information voluntarily provided during the incident.

These records are used for emergency response, safety review, insurance administration, appropriate follow-up, and legal compliance.

Incident records are not included in public participant profiles or routine sponsor reports.

Access is restricted to authorized personnel and, when necessary, insurers, legal advisers, emergency responders, or other legally authorized recipients.

CSF does not use incident information for advertising or participant profiling.

4. Location Information

Moves With You does not continuously track or store your real-time physical location.

Your home address may be used to determine eligibility for city-specific activities.

We use the U.S. Census Bureau's address-verification service to check geographic eligibility.

The Program retains the address and eligibility result, rather than map coordinates returned from verification.

Route Maps

Some route maps may offer a "Show where I am" feature.

The Program is designed so that this feature is used to help you orient yourself rather than create an account-level location history.

CSF does not intentionally retain your real-time location, route history, or continuous movement data through this feature.

Your browser, device, or supporting map service may process location information according to its own permissions and technical operation.

Check-In

Routine activity check-in uses a participant selection or QR code rather than continuous location tracking.

5. Virtual Journeys and Connected Activity Services

Virtual journeys allow participants to record miles and progress toward Program milestones.

Participation is optional.

Activities may be entered manually or imported from supported third-party fitness services.

Supported services may include Strava, Fitbit, or Garmin when the applicable integration is available.

Connecting an external account requires your authorization.

The Program is designed to use limited activity information: activity date, type, and distance. When a connected service provides duration, it is used only to work out miles and then deleted.

CSF does not intentionally import GPS route histories, heart rate, or detailed medical measurements through these integrations.

We do not use connected accounts to continuously monitor participants.

You may disconnect a supported integration through the available controls or the connected provider's authorization settings.

Disconnecting a service stops future authorized imports, but information already imported remains subject to the Program's ordinary retention schedule.

Journey Retention

Journey entries are deleted 90 days after the applicable journey ends.

Milestone-notification records are deleted with the related journey entries.

A completion certificate may remain available until you delete it or close your account.

6. How We Use Information

CSF uses personal information to:

• Create and maintain participant accounts;
• Register household members;
• Confirm geographic and age eligibility;
• Manage classes, walks, events, waitlists, and check-ins;
• Confirm required agreements and guardian authorizations;
• Provide accessibility accommodations and participant support;
• Send reminders, event changes, and administrative notices;
• Record participation and virtual journey progress;
• Process payments and refunds;
• Respond to safety incidents and emergencies;
• Maintain accurate financial and operational records;
• Protect the integrity and security of the website;
• Prepare aggregated participation and outcome reports;
• Meet applicable legal, contractual, and insurance obligations.

We do not sell personal information.

We do not use participant data for targeted third-party advertising or share identifiable participant records for another organization's independent marketing.

7. Who May Access Your Information

Access is limited according to operational roles and legitimate Program needs.

Participants and Guardians

Account holders may view and manage their account information and registered household members.

Parents and legal guardians may manage information for minors registered through their household accounts, subject to applicable law and Program requirements.

CSF Administrators

Authorized CSF personnel may access information needed to operate the Program, manage registrations, answer participant questions, address technical problems, and maintain records.

Activity Leaders

Authorized activity leaders receive limited information needed for sessions they lead.

This may include first names, age-category indicators, relevant accessibility requests, and emergency contacts.

The Program's standard activity-leader access window is one hour before through one hour after the applicable session.

Authorized Operational Partners

If a city, government agency, facility operator, or community partner is formally assigned responsibility for administering a Program activity, designated personnel may receive limited access necessary to fulfill that role.

Such access does not arise automatically from sponsorship, financial support, or use of a public facility.

Operational access is subject to applicable permissions and privacy safeguards.

Sponsors and Government Reporting

Sponsors and public agencies receiving routine Program reports receive aggregated information rather than participant-by-participant records.

Reports may include participation totals, attendance, completed activities, miles recorded, and other Program outcomes.

Groups containing fewer than five individuals are reported as "fewer than 5" to reduce the risk of identifying participants.

Individual sponsor-affiliation responses are not disclosed in identifiable form.

Service Providers

Approved service providers may process limited personal information to perform services for CSF, subject to applicable service terms and safeguards.

CSF does not authorize providers to sell participant information or use it for their independent marketing.

8. Service Providers and External Services

Moves With You relies on third-party services for certain technical and operational functions.

These may include:

• Website hosting;
• Database storage and account authentication;
• Email and text-message delivery;
• Payment processing through Stripe;
• Video hosting or delivery;
• Mapping information;
• Website reliability and error reporting;
• Address verification through the U.S. Census Bureau;
• Optional connected fitness services.

Service providers receive information necessary for the functions they perform.

Some providers also process technical information under their own privacy policies and applicable contractual terms.

CSF seeks to limit the information disclosed to what is reasonably necessary.

Diagnostic and error-reporting systems are configured to remove personal details before error reports are sent.

External services, including optional fitness integrations and checkout providers, may have privacy practices independent of CSF. Participants should review the relevant provider's notices when connecting an account or completing a transaction.

9. Cookies, Browser Storage, and Analytics

Moves With You uses cookies and browser storage to support necessary website functions.

These include:

• Maintaining account sessions;
• Remembering language preferences;
• Supporting authorized access to the staff guide on moveswithyou.com;
• Preserving certain settings within a browser.

Some information, such as personal goals or videos played during the current day, may remain in local browser storage rather than being transmitted to CSF.

The Program does not use advertising cookies or cross-site behavioral tracking for targeted advertising.

Technical logs or limited diagnostic information may be processed to maintain website security and reliability.

Browser settings may allow you to restrict or delete cookies, but disabling necessary storage may interfere with website functions.

10. Emails, Text Messages, and Notifications

CSF uses contact information to communicate about Program activities.

Reminder emails are enabled when you register and include an unsubscribe option.

Optional text messages are sent only when you enable them.

Text-message frequency depends on the activities for which you register and the notifications selected.

You may reply STOP to unsubscribe from texts or HELP for assistance.

Message and data rates may apply.

You may update available communication preferences through your account.

Certain administrative communications, including important account notices, waiver updates, cancellations, and safety information, may still be necessary to operate the Program.

We do not share phone numbers or email addresses for third parties' independent marketing.

11. Children and Guardian Accounts

Moves With You supports family participation.

Under the Program's standard registration rules, participants under 19 are registered through a parent or legal guardian's household account rather than receiving independent account access.

CSF may collect a minor's name, date of birth, registration information, participation records, required authorizations, and other limited information necessary for safe Program administration.

Guardians may review and request correction of information associated with minors registered through their household accounts.

CSF does not sell children's personal information or use it for targeted advertising.

Individual activity histories of minors are not made publicly visible through the Program's ordinary journey features.

Parental Authorization

A parent or legal guardian must provide applicable participation authorization and electronically sign required agreements for a minor, unless another legally permissible arrangement has been approved.

Children Under 13

Where federal children's privacy law requires verifiable parental consent, CSF will obtain it before the applicable collection or use of a child's personal information.

Parents may contact CSF to request access to, correction of, or deletion of eligible information concerning their children.

Certain records may remain archived when retention is required by law, insurance obligations, or legitimate recordkeeping needs.

Photography

Minors may appear incidentally in general photographs or videos of public Program activities.

CSF applies additional safeguards when intentionally selecting an identifiable minor for featured promotional use.

The Participant Agreement explains these practices and any additional guardian authorization required.

12. Photography, Video, and Event Documentation

Photography and video recording may occur during official Moves With You activities.

Many activities take place in public parks, streets, trails, or community facilities where independent members of the public may also photograph or record events.

CSF may use images and recordings for Program documentation, community communication, reports, and promotional purposes consistent with the permissions described in the Participant Agreement.

The Participant Agreement governs media authorization granted by registered participants.

CSF exercises additional care when publishing identifiable images of minors.

Participants may submit concerns about identifiable photographs or recordings to privacy@competeagain.org.

CSF will reasonably consider requests to avoid individual-focused recording or remove identifiable material from media channels under its direct control.

Materials already distributed, printed, independently shared, or published by third parties may not be retrievable.

CSF does not sell identifiable participant images for unrelated third-party commercial advertising.

13. How Long We Keep Information

We retain information for the time reasonably necessary to operate the Program and satisfy applicable legal, insurance, contractual, safety, and administrative requirements.

Our standard retention schedule is:

Account and Household Information

Accounts remain active until deletion is requested or until 12 months of inactivity, subject to advance notice and applicable retention exceptions.

Journey Information

Journey entries and related milestone-notification records are deleted 90 days after the journey ends.

Completion certificates remain until deleted by the participant or the associated account is closed.

Communication Delivery Records

Records showing messages sent, rather than complete message contents, are generally retained for 90 days.

Interest Lists

Interest-list records are generally retained for six months. For people joining before launch, the period begins when the Program opens.

Contact Form Records

Messages submitted through the contact form on moveswithyou.com are generally retained for two years.

General Participant Agreements

Signed agreements for adult participants are retained for at least seven years following the participant's last recorded Program participation.

Supplemental Event Agreements

Signed event-specific acknowledgments for adults are retained for at least seven years after the applicable event.

Agreements Involving Minors

Signed agreements involving minors are retained until the participant reaches age 22 or seven years after the participant's last recorded Program participation, whichever occurs later, unless a longer period is required.

Incident, Insurance, and Legal Records

Incident reports and related records are retained according to applicable legal requirements, insurance obligations, and CSF's approved records-retention procedures.

Records connected with actual or reasonably anticipated legal claims, investigations, or proceedings are preserved while applicable legal-hold obligations remain in effect.

Aggregated Reports

Aggregated reports that do not identify individual participants may be retained for longer-term Program evaluation and reporting.

Account Deletion

Deleting an account does not automatically delete signed waivers, incident records, or other restricted information subject to continuing retention obligations.

When a retention period ends, information is deleted or de-identified unless a further legitimate legal or recordkeeping requirement applies.

14. Your Privacy Choices and Requests

You may use available account tools to:

• Review and update personal information;
• Manage household registrations;
• Change communication preferences;
• Disconnect supported fitness integrations;
• Delete eligible journey or account information;
• Request account deletion.

You may also contact CSF to:

• Request a copy of your personal information;
• Correct inaccurate information;
• Request deletion of information eligible for deletion;
• Ask why a record is being retained;
• Raise questions about photographs or videos;
• Report a suspected privacy or security concern.

Privacy Requests

General privacy and data requests: info@competeagain.org

Photography and video requests: privacy@competeagain.org

CSF may take reasonable steps to verify the identity and authority of a person making a request before releasing or changing information.

Some requests may be limited by applicable legal, contractual, insurance, or recordkeeping requirements.

Where a specific privacy law grants additional rights, CSF will honor those rights as required by that law.

15. Account Deletion

Participants may request account deletion through available account controls or by contacting CSF.

Account deletion removes or deactivates ordinary account and household information according to the applicable retention procedures.

Certain records may remain in restricted archives, including signed agreements, incident documentation, records necessary to resolve disputes, or information subject to legal preservation requirements.

Retained records are not made available through the deleted participant account.

CSF may retain non-identifying participation totals for reporting and evaluation.

16. How We Protect Information

CSF uses technical and organizational safeguards intended to protect personal information from unauthorized access, misuse, alteration, and disclosure.

Access to participant records is assigned according to authorized roles and operational responsibilities.

The Program uses database-level permissions to enforce applicable access restrictions.

Changes to participant records, and access by CSF support staff, are logged.

CSF uses fictional or test information rather than actual participant personal information when performing routine application testing.

Sensitive records, including signed agreements and incident information, are subject to restricted access appropriate to their purpose.

No website, storage system, or method of electronic transmission can be guaranteed completely secure.

If a security incident occurs, CSF will evaluate the circumstances and provide legally required notifications.

17. Changes to This Policy

CSF may revise this policy when Program operations, technology, legal requirements, or information practices change.

The updated policy will display its revision date.

For material changes, we will notify account holders in advance when reasonably practicable.

If a change requires additional permission under applicable law, CSF will obtain that permission before implementing the relevant use of personal information.

Previous versions may be retained for legal or administrative records.

18. Contact Us

Competitive Sports Foundation, Inc.

Gadsden, Alabama

General privacy questions and personal information requests: info@competeagain.org

Photography and video concerns: privacy@competeagain.org

Website: moveswithyou.com

Moves With You is operated by CSF, a 501(c)(3) nonprofit organization, and is not part of any city, county, or state government.