Privacy Policy

Last Updated: November 16, 2025

1. Introduction

VHG Runners Club ("we", "our", or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and share information when you use our running club platform.

2. Information We Collect

2.1 Account Information

When you register for an account, we collect:

• Email address
• Name (first and last name)
• Password (encrypted)
• Profile photo (optional)

2.2 Activity Data from Third-Party Platforms

When you connect your fitness tracking account (such as Strava, Garmin Connect, Polar Flow, COROS, or other supported platforms), we access and store:

• Activity data (runs, rides, swims, and other workouts)
• Activity metrics (distance, pace, speed, time, duration, elevation)
• Performance data (heart rate, cadence, power, VO2 max, training load)
• GPS route data, tracks, and polylines
• Activity photos, descriptions, and notes
• Athlete profile information and settings

2.3 Social Login (Google and Facebook)

You may sign in to VHG Runners Club using your Google or Facebook account. When you do, we receive from the provider only:

• Your email address
• Your name
• Your profile picture (if available)
• A provider account identifier (used to recognize your social account)

We use this information solely to authenticate you and create or access your VHG Runners Club account. We do not post to your social accounts, access your friends list, or read any other data. Social login is separate from fitness provider connections (Strava, Garmin, etc.), which are used only to sync activity data. You can unlink a social account at any time from Profile → Linked accounts, or request data deletion at vhgrunners.club/data-deletion.

2.4 Usage Information

We automatically collect:

• Device information and browser type
• IP address and location data
• Usage patterns and interactions with our platform

3. How We Use Your Information

We use your information to:

• Provide and maintain the VHG Runners Club platform
• Display your activities and performance statistics
• Enable club event participation and tracking
• Generate leaderboards and performance analytics
• Facilitate community features and social interactions
• Send important notifications about events and platform updates
• Improve and personalize your experience
• Ensure platform security and prevent fraud

4. How We Share Your Information

4.1 Within VHG Runners Club

Your activity data and profile information are visible to other club members as part of our community features. This includes:

• Activity summaries and statistics
• Leaderboard rankings
• Event participation
• Profile information (name, photo)

4.2 Third-Party Services

We integrate with the following third-party services:

• Fitness Tracking Platforms - Such as Strava, Garmin Connect, Polar Flow, COROS, and other supported services to access your activity data with your explicit authorization
• Social Login Providers - Google and Facebook, used only to authenticate you and create/access your account (email, name, profile picture). See section 2.3.
• Mapping Services - Including Google Maps, Leaflet, and OpenStreetMap to display activity routes and locations
• Cloud Infrastructure - For hosting, storage, and application delivery

4.3 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests by public authorities.

5. Data Retention

We retain your personal information and activity data for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data at any time.

6. Your Rights and Choices

You have full control over your data and the following rights:

6.1 Access Your Data

You can download a complete copy of your personal data at any time:

• Go to Profile → "Data Management" section
• Click "Download My Data"
• Receive a JSON file containing all your profile information, activities, event subscriptions, and connected providers

This complies with your GDPR right to data portability.

6.2 Correct Your Information

Update or correct your information at any time via your Profile page. You can modify your name, email, and other profile details.

6.3 Disconnect Providers

Revoke authorization for any connected fitness tracking platform at any time:

• Go to Profile → "Manage Provider Connections"
• Click "Disconnect" on any connected provider
• Review the warning modal explaining what data will be deleted and what will be retained
• Confirm disconnection

OAuth tokens and raw activity data are deleted within 48 hours. Event performance records are retained for competitive fairness.

6.4 Delete Your Account

Permanently delete your entire account and all associated data:

• Go to Profile → "Danger Zone" section
• Click "Delete Account"
• Review the deletion confirmation modal
• Type "DELETE MY ACCOUNT" to confirm

Warning: This action is irreversible. All your data including activities, event subscriptions, leaderboard positions, and awards will be permanently deleted. Your account will be immediately terminated and you will be logged out.

6.5 Unlink Social Accounts

If you signed in with Google or Facebook, you can unlink that social account at any time:

• Go to Profile → Linked accounts
• Click Unlink next to Google or Facebook

Unlinking deletes the email, name, profile picture, and provider identifier we received from that social account. You can also request deletion at vhgrunners.club/data-deletion. Note: you cannot unlink your only remaining sign-in method — set a password first if it is your only login.

6.6 Object to Data Processing

You may object to certain data processing activities by contacting our support team at support@vhgrunners.club. We will respond to your request within 30 days.

7. Third-Party Platform API Compliance

7.1 General Compliance

We comply with the terms of service and API agreements of all integrated fitness tracking platforms, including:

• Strava API Agreement
• Garmin Connect Developer Program Terms
• Polar Flow API Agreement
• COROS API Agreement
• Other platform-specific developer agreements as applicable

We only access data that you explicitly authorize through each platform's OAuth consent process. Note: Fitness provider connections (Strava, Garmin, Polar, COROS) are ONLY for syncing your activity data — you do NOT log in to VHG Runners Club with these fitness providers. Authentication is done with your email and password, or by social login with Google or Facebook (see section 2.3). You can revoke access at any time through your account settings on the respective platform or by disconnecting from our platform via Profile → Manage Provider Connections.

7.2 Strava-Specific Data Usage

VHG Runners Club is registered as a Community Application with Strava, designed specifically for organizing and collaborating in group running club activities. For data obtained from Strava:

• Community Visibility: Your Strava activity data is displayed to other VHG Runners Club members within our community feed, event leaderboards, and club statistics. This sharing is limited to registered club members only.
• No Commercial Use: We never sell, license, lease, or otherwise monetize your Strava data. We do not share your data with advertisers, data brokers, or any third parties.
• No AI/ML Training: Your Strava data is never used for artificial intelligence, machine learning, or any model training purposes.
• No Analytics or Aggregation: We do not process or disclose Strava data in an aggregated or de-identified manner for analytics, customer insights, or product improvements beyond what is necessary for the functioning of the club platform.
• Limited Caching: Strava data is cached for a maximum of 7 days for performance purposes. When you delete an activity from Strava, it is removed from VHG Runners Club within 48 hours.
• Secure Transmission: All Strava data is encrypted and transmitted over secure HTTPS connections.
• Data Deletion: When you disconnect Strava or delete your VHG Runners Club account, all your Strava data is permanently deleted from our systems within 48 hours.
• Strava Monitoring: Strava may monitor our use of their API and collect usage data related to API access for compliance and improvement purposes.

7.3 Garmin Data Attribution

Activity data obtained through Strava may include data sourced from Garmin devices. When displaying such data, we provide appropriate attribution to Garmin in accordance with Garmin's brand guidelines.

7.4 What Happens When You Disconnect a Provider

When you disconnect a fitness tracking provider (Strava, Garmin, Polar, COROS, etc.) from your VHG Runners Club account, here's exactly what happens to your data:

Deleted Immediately:

• OAuth Tokens: All authentication tokens and access credentials are revoked and deleted immediately
• Raw Activity Data: Detailed activity metrics, GPS routes, heart rate data, and other performance data are removed from our systems within 48 hours
• Provider Profile Connection: The link between your VHG Runners Club account and the provider account is permanently removed

Retained for Event Fairness:

• Event Performance Records: Your approved event performances and achievements are retained in a minimal, anonymized form
• Leaderboard Positions: Historical leaderboard rankings for completed events are preserved to maintain the integrity of past competitions
• Award Eligibility: Records of awards earned and eligibility status are kept for club governance purposes

Why We Retain Event Data:
Event participation creates commitments to other participants and the club community. Removing all records would unfairly impact leaderboards, award distributions, and the historical record of club events. We retain only the minimum data necessary to maintain fair competition and proper club governance.

Complete Account Deletion:
If you want to completely remove all your data including event records, use the "Delete Account" option from your Profile page. This will permanently delete your entire account, all activities, and all event participation records. This action cannot be undone and will result in forfeiture of all awards, achievements, and leaderboard positions.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Encrypted data transmission (HTTPS/SSL)
• Secure password storage with industry-standard hashing
• JWT-based authentication
• Regular security updates and monitoring
• Access controls and authentication requirements

9. Children's Privacy

Our platform is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this privacy policy.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Continued use of our platform after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

• Email: privacy@vhgrunners.club
• Website: https://vhgrunners.club

13. Cookie Policy

We use essential cookies to maintain your session and authentication. We do not use tracking or advertising cookies. You can control cookies through your browser settings, but disabling cookies may affect platform functionality.

By using VHG Runners Club, you acknowledge that you have read and understood this Privacy Policy and our Terms of Service, and agree to their terms.