Privacy and Data Management Policy

Effective Date: 26 March 2026

Unicorns of Diving (UOD) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy and Data Management Policy outlines how we collect, use, and safeguard your information.

Information Collection
- Personal Information: When you join UOD, register for events, or use our website, we may collect personal information, including your name, email address, phone number, mailing address, and any certifications or medical information required for dive activities. This applies to both Members and Associates.
  - Junior Unicorn Membership (Ages 10–17):
    For members under 18 who join as “Junior Unicorn” participants, we collect personal information about the minor (such as name, age, contact information, certifications, and relevant medical or allergy information for safety purposes) as well as limited information about their parent or legal guardian (such as name, email address, and phone number). A signed Parental/Guardian Consent Form is required for all Junior Unicorn memberships and is stored with the member record to document consent.
- Medical & Allergy Information: We may collect limited medical or allergy information (such as food, medication, or environmental allergies) for two purposes:
  - Dive Event Safety: This information may be used by designated safety officers and leadership to respond appropriately in emergencies during club events. It is never shared publicly or used for marketing. Access is restricted within our membership system to authorized users, and any exported data is handled securely.
  - Optional ID Tags: Members who purchase ID tags may choose to have allergy or medical details printed on their tag for safety purposes. Submission of this information is voluntary and used only for preparing the ID tag. Only authorized personnel involved in processing ID tags will have access.
  - Members may update or request deletion of their medical or allergy information at any time.
- Financial Information: For processing membership dues, event fees (if applicable), or merchandise purchases, we collect billing information such as payment details, which are handled securely by a third-party (Stripe) payment processor.
- Cookies and Website Analytics: Our website may use cookies and analytics tools to improve user experience and site functionality. This data helps us understand website usage patterns but does not directly identify individuals.
- Affiliate Links and Tracking: Some pages on our website may include affiliate links, including links to Amazon products and services. If you click an affiliate link and make a purchase, UOD may earn a commission at no additional cost to you. These links may use cookies or similar tracking technologies provided by third parties, including Amazon, to help track qualifying purchases and referrals.
- Voting Function (Persistent Cookie): For the voting function (“Like” or “Upvote” button) in Open User Map, we use a persistent cookie to prevent multiple votes for the same location. This cookie stores only the ID of the voted location and a confirmation of the vote, without any personal data. The cookie remains stored for 365 days unless you delete it manually.
- Voting Function (Session Cookie): We also use a session cookie in Open User Map for the voting function during your current browser session. This cookie stores only the ID of the voted location and a confirmation, without personal data. It is required for the functionality and is deleted when the browser is closed.

Use of Information
- Membership and Associate Management: Personal information is used to manage memberships and associate participation, communicate with members and associates, and provide access to UOD events and services. This process is facilitated by a trusted third-party provider for membership and data management.
  - For Junior Unicorn members, contact information for a parent or legal guardian is used to confirm consent, communicate about membership and events involving the minor, and coordinate safety or emergency responses when necessary.
- Event Coordination: Information related to certifications, medical prerequisites, or other qualifications is collected to ensure a safe and successful experience during UOD events.
- Marketing and Communication: We may send emails, newsletters, event updates, or promotional offers to Members and Associates. You may opt out of receiving these communications at any time.
- Affiliate Program Participation: UOD may participate in affiliate marketing programs, including the Amazon Associates Program. Affiliate links may be placed on our website to share products, gear, or services that may be helpful to our community. As an Amazon Associate, we earn from qualifying purchases.
- Data Exports and Operational Use:
  To support operational needs, we may export member data from our secure membership system into Google Sheets. This data is used for administrative purposes such as creating mailing labels and maintaining backups of membership data. Access to these exports is limited to authorized personnel only. All data is stored in secure, access-controlled environments and is not shared with third parties.

Data Sharing and Disclosure
- Third-Party Service Providers: UOD uses a third-party provider (Membershipworks) to securely manage information and payment processing for members and associates. This provider only receives the data necessary to perform its services and is required to adhere to strict data protection standards.
- Affiliate and Retail Partners: Our website may contain links to third-party websites, products, or services, including Amazon and other retail or partner websites. If you click those links, tracking technologies may be used by the third party to attribute referrals or qualifying purchases. UOD does not control and is not responsible for the privacy practices, content, or transactions that occur on third-party websites.
- Legal Requirements: We may disclose personal information when required by law or to protect UOD’s rights and safety, such as in response to lawful requests by public authorities.

Data Security
- Safeguarding Personal Information: UOD takes reasonable security measures to protect your personal data from unauthorized access, use, or disclosure. Our systems are regularly updated and secured to industry standards.
- Financial Data Protection: Sensitive billing information is transmitted securely and stored only as needed for payment processing purposes, managed by a third-party provider.

Data Retention
- Retention Period: UOD retains personal information for members and associates only as long as necessary to fulfill participation management, event coordination, and legal obligations. Financial records are maintained as required by applicable laws.
- For Junior Unicorn members, we retain the Parental/Guardian Consent Form for the duration of the Junior Unicorn membership and for a reasonable period afterward to comply with legal, safety, and record-keeping requirements.
- Deletion: Members and associates may request deletion of personal information by contacting us. Certain information may still be retained to comply with legal requirements or to maintain accurate records of transactions.

Data Access and Control
- Rights of Members and Associates: Members and associates may request access to their personal data, correct inaccuracies, or update preferences at any time. Please contact us for assistance.
- Opt-Out: Members and Associates may opt out of non-essential communications by following the instructions provided in emails or contacting us directly.

Children’s Privacy
- UOD’s services are not intended for individuals under 18 without documented parental or guardian consent. We do not knowingly collect personal information from minors without such consent.
- Junior Unicorn Membership (Ages 10–17): Participation in the Junior Unicorn membership level requires a completed and signed Parental/Guardian Consent Form. The consent form must be submitted as part of the membership application and is retained with the member record as proof of consent.
- For children under 13, we require verifiable parental or guardian consent before collecting personal information or activating a membership. If valid consent is not provided, or is later withdrawn, the minor’s membership will be cancelled and their personal information will be removed from our records except where retention is required by law (for example, financial records).
- If we discover that information has been collected from a minor without valid parental or guardian consent, we will delete it as soon as reasonably possible.

Policy Updates
- UOD reserves the right to update this Privacy and Data Management Policy as needed. Members and associates will be notified of significant changes. Continued use of UOD services or participation in events constitutes acceptance of updated policies.