Privacy Policy

Effective Date: July 26, 2026

Shongum Sportsmen’s Association (“Shongum,” “SSA,” “we,” “us,” or “our”) respects the privacy of its members, prospective members, event participants, guests, website visitors, and others who interact with the Association.

This Privacy Policy explains how we collect, use, disclose, and protect information obtained through https://shongum.org and the membership, event, payment, communication, forum, and other services available through the website.

1. Information We Collect

We may collect the following types of information:

Membership and Contact Information

When you apply for membership, renew a membership, maintain a member profile, or otherwise interact with the Association, we may collect information such as:

• Name

• Mailing address

• Email address

• Telephone number

• Date of birth or age-related information

• Membership type, status, and history

• Emergency contact information

• Membership application responses

• Communications with the Association

• Other information reasonably necessary to administer membership

Waivers and Certifications

We may collect and retain:

• Liability waivers and acknowledgments

• Safety certifications

• Training records

• Range qualifications

• Instructor, official, or volunteer credentials

• Records showing acceptance of club rules, policies, and participation requirements

Event Registration Information

When you register for a meeting, competition, training course, orientation, social activity, or other event, we may collect:

• Contact information

• Registration selections

• Attendance information

• Guest information

• Eligibility or qualification information

• Waivers and acknowledgments

• Payment and transaction information

Payment Information

The website may process payments for membership dues, initiation fees, event registrations, donations, merchandise, or other club-related charges.

Payments are processed through third-party payment services integrated with the WildApricot platform. Shongum Sportsmen’s Association does not store complete credit card numbers, card security codes, or other complete payment-card credentials.

We may retain limited transaction information, such as:

• Payer name

• Amount paid

• Date of payment

• Payment status

• Invoice or transaction number

• Payment method or card type

• Partial or masked payment-card information

Payment processors handle payment-card information under their own privacy policies, terms, and security procedures.

Website Forms and Communications

We may collect information submitted through:

• Contact forms

• Membership inquiries

• Event inquiries

• Volunteer forms

• Surveys

• Email messages

• Requests for assistance

• Complaints, suggestions, or other correspondence

Member Profiles and Directory Information

The website may provide member profiles, a membership directory, or other member-only features.

Certain profile or directory information may be visible to authenticated members, officers, directors, committee members, website administrators, or other authorized users, depending on the website’s configuration and the privacy settings selected by the member.

Members should review their profile and privacy settings and avoid placing confidential or sensitive information in fields that may be visible to others.

Member information obtained through the website may not be collected, copied, sold, published, distributed, or used for unauthorized commercial solicitation, mass marketing, harassment, or purposes unrelated to legitimate Association activities.

Submitted Content

Members and other authorized users may submit content through forums, classified sections, event pages, forms, or other website features. This may include:

• Forum posts

• Comments

• Photographs

• Videos

• Classified advertisements

• Documents

• Event reports

• Messages

• Suggestions

• Other uploaded or submitted materials

Users should not submit confidential information or personal information about another person without appropriate permission.

Automatically Collected Information

When you use the website, certain technical and usage information may be collected automatically, including:

• Internet Protocol address

• Browser type

• Device type

• Operating system

• Referring website

• Pages visited

• Links selected

• Date and time of access

• Approximate geographic location

• Session and navigation information

• Cookie and similar device identifiers

2. How We Use Information

Shongum Sportsmen’s Association uses collected information primarily for membership administration, club operations, and communications.

Specific uses may include:

• Processing membership applications and renewals

• Maintaining membership records

• Collecting membership dues and other fees

• Registering individuals for events and activities

• Communicating with members, applicants, guests, and event participants

• Sending meeting notices, newsletters, safety notices, event announcements, and operational updates

• Managing member accounts and profiles

• Administering club programs, committees, elections, meetings, and volunteer activities

• Verifying certifications, training, qualifications, and eligibility

• Recording acceptance of waivers, rules, and policies

• Operating forums, classified sections, and other member features

• Responding to questions and requests

• Maintaining financial and transaction records

• Improving the website and club services

• Measuring website traffic and usage

• Preventing fraud, misuse, and unauthorized access

• Enforcing Association bylaws, rules, policies, and agreements

• Protecting the safety, rights, property, and operations of the Association and its members

• Complying with legal, accounting, tax, insurance, and regulatory requirements

3. WildApricot Platform

The website is built on and hosted through the WildApricot membership-management platform.

WildApricot and its service providers may host, store, transmit, and process information on behalf of Shongum Sportsmen’s Association to provide services such as:

• Website hosting

• Membership management

• Member accounts and authentication

• Event registration

• Email communications

• Payment processing integrations

• Member directories

• Forums

• Data storage, security, and technical support

Information processed through WildApricot may also be subject to WildApricot’s applicable privacy policy, terms, and data-processing practices.

4. Google Analytics

The website uses Google Analytics to measure website traffic and understand how visitors interact with the website.

Google Analytics may collect information such as:

• Pages visited

• Time spent on the website

• Referring websites

• General geographic area

• Browser and device information

• Website interactions

• Cookie or device identifiers

Google may use cookies and similar technologies to collect and process this information. Google processes information collected through Google Analytics under its own privacy policies and terms.

Shongum uses this information to evaluate website performance, understand general usage patterns, and improve website content and navigation. Shongum does not intentionally send names, email addresses, or other directly identifying information to Google Analytics.

Users may restrict cookies through their browser settings or use Google’s Analytics opt-out browser add-on. Disabling cookies may affect some website functions.

5. Cookies and Similar Technologies

The website and its service providers may use cookies and similar technologies to:

• Maintain login sessions

• Authenticate member accounts

• Remember user preferences

• Process registrations and transactions

• Provide member-only features

• Support website security

• Measure website usage

• Improve website functionality

Some cookies are necessary for the website to function. Other cookies may be used for analytics or convenience.

Most web browsers allow users to block or delete cookies. Blocking necessary cookies may prevent certain website features from working correctly.

6. How We Share Information

Shongum Sportsmen’s Association does not sell, rent, license, or trade member, applicant, registrant, or contact information to advertisers, data brokers, mailing-list vendors, or other parties for their independent marketing purposes.

Information may be shared in the following limited circumstances:

Within the Association

Information may be available to officers, directors, committee members, event organizers, instructors, range personnel, volunteers, website administrators, or other authorized persons when reasonably necessary to perform Association responsibilities.

Certain profile, directory, forum, or event information may be visible to other authenticated members as part of the website’s member features.

Service Providers

Information may be shared with companies that provide services to the Association, including:

• WildApricot

• Payment processors

• Website and hosting providers

• Email-delivery providers

• Analytics providers

• Data-storage and backup providers

• Accountants, insurers, attorneys, auditors, and professional advisers

• Security and fraud-prevention providers

These providers may process information as necessary to provide their services, protect their systems, comply with law, or meet contractual obligations.

Legal and Safety Requirements

Information may be disclosed when Shongum reasonably believes disclosure is necessary to:

• Comply with applicable law

• Respond to a subpoena, court order, or lawful government request

• Assist law enforcement

• Protect the health or safety of any person

• Investigate fraud, misconduct, threats, or unlawful activity

• Enforce Association bylaws, rules, waivers, policies, or agreements

• Establish, exercise, or defend legal claims

• Protect Association property, systems, rights, or operations

7. Ownership of Submitted Content

Except for personal information governed by this Privacy Policy and materials owned by third parties, content voluntarily submitted, posted, uploaded, or otherwise provided through the website becomes the property of Shongum Sportsmen’s Association to the fullest extent permitted by law.

By submitting content, the contributor assigns to Shongum Sportsmen’s Association all transferable rights, title, and interest in the submitted content, including applicable intellectual-property rights.

To the extent that any right cannot legally be assigned, the contributor grants Shongum Sportsmen’s Association a perpetual, irrevocable, worldwide, royalty-free, transferable, and sublicensable license to:

• Use

• Copy

• Reproduce

• Edit

• Modify

• Adapt

• Publish

• Display

• Distribute

• Archive

• Create derivative works from the submitted content

Shongum may exercise these rights for lawful Association purposes, including club communications, historical records, publications, event promotion, website content, and administration.

The contributor represents that:

• The contributor owns the content or has permission to submit it

• Submission and use of the content will not violate another person’s rights

• The content is not unlawful, defamatory, fraudulent, or misleading

• Required permission has been obtained from identifiable individuals appearing in submitted photographs, videos, or recordings

Shongum may review, edit, restrict, relocate, archive, or remove submitted content at its discretion.

This section does not transfer ownership of an individual’s personal information and does not authorize the use of personal information in a manner inconsistent with this Privacy Policy.

8. Photographs and Recordings

Photographs or recordings submitted through the website may be used for legitimate Association purposes, including:

• Website content

• Newsletters

• Event reports

• Historical records

• Member communications

• Promotion of Association activities

Individuals may contact the Association regarding a specific photograph or recording. Shongum will consider reasonable removal requests but cannot guarantee removal when material has already been distributed, archived, incorporated into another work, or used with appropriate authorization.

Separate consent or release requirements may apply to minors.

9. Data Security

Shongum Sportsmen’s Association uses reasonable administrative, technical, and organizational safeguards intended to protect information against unauthorized access, disclosure, alteration, misuse, or loss.

These measures may include:

• Password-protected member accounts

• Restricted administrative access

• Secure website connections

• Role-based permissions

• Established hosting and payment providers

• Account and system security controls

• Administrative policies and procedures

No electronic transmission or storage system is completely secure. Shongum cannot guarantee that information will never be accessed, disclosed, altered, lost, or misused.

Members are responsible for protecting their account credentials and should promptly report suspected unauthorized account access.

10. Data Retention

Shongum may retain information for as long as reasonably necessary to:

• Administer current and former memberships

• Maintain membership history

• Document payments and financial transactions

• Maintain event and attendance records

• Retain waivers, certifications, qualifications, and safety records

• Meet legal, tax, accounting, insurance, and regulatory obligations

• Resolve disputes

• Enforce agreements and Association policies

• Maintain appropriate historical and organizational records

• Protect against fraud, misuse, or legal claims

Retention periods may vary according to the type of information and its purpose.

Information may remain in backup systems, archives, meeting records, financial records, or historical records after it is removed from active website systems.

11. Reviewing and Correcting Information

Members may be able to review and update certain information by signing into their website account.

Individuals may also contact Shongum to:

• Correct inaccurate information

• Update contact details

• Ask what information is maintained about them

• Request deletion of information when appropriate

• Raise a privacy concern

Shongum may verify a requester’s identity before providing access or making changes.

Certain records may be retained when necessary for membership administration, financial reporting, safety, insurance, disciplinary history, legal compliance, dispute resolution, or legitimate historical purposes.

Deleting certain information may affect an individual’s membership status, event registration, account access, or ability to participate in Association activities.

12. Email and Other Communications

Shongum may send communications concerning:

• Membership status

• Applications and renewals

• Dues and payments

• Meetings and elections

• Events and registrations

• Safety matters

• Rule and policy changes

• Account security

• Association operations

These administrative or operational communications may be necessary to maintain membership or participate in Association activities.

Recipients may unsubscribe from optional newsletters or promotional communications by using an available unsubscribe link or updating their communication preferences. Unsubscribing from optional communications may not stop essential membership, transaction, safety, or administrative messages.

13. Information Concerning Minors

The website is not directed primarily to children under 13.

Information concerning minors participating in junior programs, family activities, training, competitions, or other Association events should be submitted by, or with the authorization of, a parent or legal guardian.

A parent or guardian who believes information concerning a child was submitted without appropriate authorization should contact Shongum.

14. Third-Party Links

The website may contain links to external websites, social-media pages, payment services, documents, applications, or other resources.

Shongum Sportsmen’s Association is not responsible for the privacy, security, content, or data practices of third parties. Users should review the privacy policies and terms of any third-party service they use.

15. Changes to This Privacy Policy

Shongum may update this Privacy Policy to reflect changes in:

• Association operations

• Website features

• Technology providers

• Data practices

• Security procedures

• Applicable legal requirements

The updated policy will be posted on the website with a revised effective date. Material changes may also be communicated through email, a website notice, or other reasonable means.

16. Contact Us

Questions, correction requests, deletion requests, or concerns regarding this Privacy Policy may be submitted through the contact information or contact form provided at:

Shongum Sportsmen’s Association
Website: https://shongum.org
Email: privacy@shongum.org 
Mailing address: Shongum Sportsmen's Association, PO Box 431 Hackettstown, NJ 07840

Please provide enough information for Shongum to identify and respond to the request. Identity verification may be required before personal information is disclosed, corrected, or deleted.