Northern Rodeo Association
Privacy Policy
Effective August 12, 2026
Who We Are
This notice covers northernrodeo.com and the membership system behind it, operated by the Northern Rodeo Association and the Northern Women's Rodeo Association (together, "the Association", "we", "us"). The Association's officers and staff, together with the site administrator who maintains this system on the Association's behalf, decide what information is collected here and what is done with it. If you have a question about your information, or want it corrected or removed, contact us at northernrodeo@gmail.com or (406) 252-1122.
Information We Collect
You give us most of this directly, when you register, complete your profile, buy a membership or enter a rodeo: • Identity and contact details — your first and last name, email address, phone number, mailing address, city, state and ZIP code, and gender. Gender is collected because some events are restricted to one division, and it decides which of those you may enter. • Your date of birth — used to work out your age, which decides whether you qualify for a junior membership (14 and under) and whether you may enter events restricted to junior contestants. It is not published. • Your rookie season, if you declare one — the year you tell us is your first season with the association. You declare it yourself when you complete your profile and we take it on trust; it decides whether you are listed in that season's rookie standings. • Your password — stored only as a cryptographic hash. We cannot read it, and nobody at the Association can tell you what it is. • Your member number — issued once and yours for life. • Your Social Security number — see the next section, which covers this separately. • If you sign in with Google, we store the fact that you used Google and your account identifier with them. We never receive your Google password, and we do not gain access to your Google account beyond confirming who you are. • Competition records — the rodeos and events you enter, your position in the draw, your times and scores, your placings, your earnings, and any fines assessed against you. • Membership and payment records — which membership you hold for which year, and the Stripe identifiers for the payment. Card numbers, expiry dates and security codes are entered on Stripe's own payment page and never reach our systems. • Notification preferences — which of our emails you have chosen to receive. We also record a small amount of information automatically: your IP address is stored alongside significant account actions (signing in, changing your password, an administrator viewing an SSN) as a security record, and we keep a log of the notification emails we have sent you so we can tell whether delivery succeeded.
Social Security Numbers
The Association collects your Social Security number for one reason: it is required to report prize money to tax authorities. It is used for that and for nothing else. It is not used to identify you within the system, it is not part of your membership record, and it is never shared, sold or disclosed for any purpose unrelated to tax reporting. We handle it accordingly: • It is encrypted before it is stored, using AES-256-GCM, and the key is held outside the database. • Ordinary pages — your own profile included — show only the last four digits. • The full number can be retrieved only by an Association administrator, and every retrieval is written to an audit log recording who viewed it and when. Providing it is currently required to complete your member profile, because members compete for prize money the Association must report. If that is a problem for your situation, contact us before completing your profile rather than entering something inaccurate.
How We Use Your Information
We use what we collect to run the Association and its rodeos, specifically to: • Create and maintain your member account and issue your member number. • Sell and record memberships, and process entry fees and fines. • Take entries, build the draw, and run the performances. • Score events, publish results and calculate season standings. • Send you the notifications you have opted into — entries opening, results posting, team invitations — and necessary account email such as password resets. • Report prize money to tax authorities. • Apply and enforce Association rules, including the membership policies you agreed to when you joined. • Keep the site secure and investigate misuse. We do not use your information to build advertising profiles, and we do not run advertising or analytics trackers on this site.
What Appears Publicly
Rodeo is a public sport, and part of what the Association does is publish who competed and how they placed. The following are visible to anyone visiting this site, without signing in: • Your name and member number. • The rodeos and events you have entered, and your position in the draw once it is posted. • Your times, scores, placings and earnings, and your position in the season standings. • If you have declared a rookie season, your placing in that season's rookie standings, which identifies you publicly as a rookie for that year. The following are never shown publicly: your address, phone number, email address, date of birth, Social Security number in whole or in part, password, payment records, and any fines on your account. Those are visible only to you and to Association administrators. If publication of your competition results is a concern for you, raise it with us before you enter.
Who We Share It With
We do not sell your personal information, and we do not share it for anyone else's marketing. We use a small number of service providers to run this site, who handle information only as needed to provide their service to us: • Stripe — processes membership and entry payments, and holds the card details you enter on its payment page. • Resend — delivers our notification and account emails. • Neon — hosts the database this information is stored in. • Hetzner — hosts the application itself. Beyond those, we disclose information only when we are required to: to tax authorities as part of prize money reporting, and to law enforcement or a court where the law obliges us to respond.
How Long We Keep It
We keep your information indefinitely, unless you ask us to delete it. This is deliberate. Membership history, entries, results and standings are the Association's permanent competitive record, and past seasons are not something we discard — a member's record from years ago is still the record. Your account details remain on file so that record stays attached to the right person, and so your member number continues to mean what it always meant. If you want that to stop, see the next section.
Your Choices
You can ask us to do any of the following, at northernrodeo@gmail.com: • Tell you what we hold about you. • Correct anything that is wrong. Members cannot edit their own profile in this system — this is how a mistake in your name, address or rookie declaration gets fixed, so please do write in. • Delete your information. We will close your account and remove your personal and contact details. Ask us about your Social Security number specifically and we will erase it, subject to the period we are required to retain tax records. • Stop emailing you. Notification preferences are on your account settings page and you can change them yourself at any time. Necessary account email — password resets and payment receipts — will still be sent. One thing to be clear about with deletion: your past competition results, placings and earnings remain part of the published historical record of the rodeos you competed in. We can detach your account, but we do not rewrite past seasons' results. If you need your name removed from published results as well, tell us and we will discuss what is possible. We will not treat you differently as a member for exercising any of this.
How We Protect It
• All traffic to this site is encrypted in transit. • Passwords are stored as cryptographic hashes, never in a readable form. • Social Security numbers are encrypted at rest, and every administrator access to one is logged. • Administrative access is limited to Association administrators, and significant account actions are recorded with a timestamp and IP address. No system is perfectly secure, and we will not claim otherwise. If we discover a breach affecting your information, we will tell you.
Minors
Junior members are minors, and a parent or legal guardian must register the member, agree to the Association's policies and provide the information described here on the young person's behalf. Everything in this notice applies to a junior member's information, including their date of birth, which we hold because a junior card is limited to contestants aged 14 and under and we have to be able to tell. A junior member's date of birth is never published — what appears publicly is the same as for any other contestant: their name, their entries and how they placed. A parent or guardian may exercise every choice in this notice for their child, including seeing what we hold and asking us to delete it. If you believe a child has registered here without a parent's involvement, contact us and we will address it.
Cookies
This site sets a cookie to keep you signed in. It is necessary for the site to work — without it there is no way to stay logged in between pages — and it is not used to track you anywhere else. We do not use advertising cookies, analytics cookies, or third-party trackers of any kind.
Changes to This Notice
If we change how we handle your information, we will update this page and change the effective date at the top. Where a change is significant, we will tell members directly rather than rely on you noticing.
Contact Us
Questions about this notice, or about your information: Northern Rodeo Association northernrodeo@gmail.com (406) 252-1122