Policies

Donation Policy

By making a charitable gift to Climate Ride, a 501(c)3 organization, the donor understands that charitable donations are not refundable. As a participant, the registration fee and any donations you have received are not refundable and cannot be moved to another participant's fundraising.

Cancellation Policy

After you have registered for a Climate Ride event, no refunds are available for any reason. 

We understand that participants might think, "I can't ride so I want my money back', or 'Climate Ride can just hold on to my donations until I find a time I can attend an event,' or 'The event is in two weeks and I just decided I can't make it, but I'm sure Climate Ride can transfer my donations to my registered teammate.'  However, for a nonprofit organization, like Climate Ride, it is not that easy. 

The production of a multi-day cycling or hiking event requires months of planning and a significant upfront financial investment. To offer refunds or to transfer participants to another event ends up costing Climate Ride and could eventually make it impossible to run our programs. 

We take our commitment to support the cause and our beneficiaries seriously, and to that end, we work hard to support every Climate Ride participant to be successful fundraisers for these life-changing events. When you register for a Climate Ride event, we hold a spot for you on that event and begin preparing the logistics for your participation and paying for your event expenses. In the event that you cancel that spot, Climate Ride and its grants program suffer a financial loss.

Unlike most nonprofits that run charitable events, we are in a unique position in that we run several events throughout the year, and can offer a transfer policy that allows participants to move to other events. Keep in mind that this is still not easy for us – as a small staff, dealing with participants who decide they want to transfer in the weeks before the event is an administrative ordeal at a time when we are focused on delivering the best event possible. We do allow participants to switch their participation to other Climate Ride events, but they must follow the Transfer Policy guidelines below. No exceptions.

The registration fee and any donations you have received are not refundable, and cannot be moved to another participant's fundraising. However, any participant who cancels their registration before the Transfer Deadline (3-weeks prior to the event) may transfer their fundraising to a future event that they themselves can attend within the same calendar year or in the next calendar year (see Transfer Policy below). Any participant who cancels their registration after the Transfer Deadline is ineligible for transfer. If a participant has not met the fundraising minimum, their partially raised funds are applied to cover costs that were incurred on their behalf having expected and planned for their participation and cannot be dispersed to selected beneficiaries. However, if a participant has met the required fundraising commitment at that time of their cancellation and it is before the transfer deadline, they may transfer to another event or may choose to have their funds dispersed through the Climate Ride Grants Program that year.

Transfer Policy

If you cannot attend the event that you registered for, you may request to transfer your fundraising to a future event. Participants may transfer to another event within the same calendar year, or to an event in the next calendar year. Participants who cancel their registration within 3 weeks of the start date of the event are NOT eligible for a transfer.

Transferring to an event within the same year

There is no fee for transferring to an event within the same calendar year, and participants do not have to pay the registration fee for the event they are transferring to. You cannot transfer into an event within 3 weeks of its start date unless given special permission from Climate Ride. Please notify Climate Ride that you would like to transfer. Then, our staff will assist you in getting registered for the new event and will transfer your donations.

Transferring to an event in the following year

The deadline to complete a transfer to an event in the following calendar year is December 1st of the year of the event the participant was originally registered for. The cost of transferring is $50. The participant is also responsible for paying the registration fee for the event to which they are transferring in the new calendar year. They are required to fundraise to meet or surpass the new event's fundraising minimum. Please notify Climate Ride that you would like to transfer. Then, our staff will assist you in getting registered for the new event, including paying the transfer fee, and will transfer your donations

Privacy Policy

Climate Ride is committed to providing an informative and useful website for all visitors and constituents. At the same time, Climate Ride is also committed to protecting the privacy of all users of its website. Our websites do not collect personal or identifiable information unless it is provided voluntarily and knowingly. When such information is provided by you voluntarily and knowingly, Climate Ride will not sell this information to any third party.

Our websites may contain links which will direct you to another website outside of the control of Climate Ride. Please note that Climate Ride is not responsible for the privacy practices of these third party websites. It is always a good practice to review the privacy policy statement of all websites you visit.

Collection of personal information

When you visit the Climate Ride website, register for a Climate Ride event, or make a donation to Climate Ride either online or offline, you may provide us with personal information (such as name, address, email address, telephone numbers and/or credit/debit card information) that you knowingly choose to disclose, which is collected on an individual basis for various purposes. These purposes include registering for an event, signing up to receive email newsletters or other materials, requesting further information from us about projects and services, donating to us, ordering merchandise, making requests, submitting a form on our website, or simply asking a question. We receive and store any information you enter on our website or give us in any other way, whether it is online or offline. We ask for personal information so that we can fulfill your request and return your message. This information is retained and used in accordance with existing laws, rules, regulations, and other policies.

Climate Ride does not collect personal information from you unless you provide it to us. If you choose not to provide any of that information, we may not be able to fulfill your request or complete your order, but you will still be free to browse the other sections of the websites owned and administered by Climate Ride. This means that you can visit our site without telling us who you are or revealing any personally identifiable information about yourself.

Online Registration and Online Donations

All information collected as a result of online registration and/or online donations is owned and controlled by Climate Ride. This information is only accessible by those employed or specifically authorized by Climate Ride to operate this website.

Please note that we may use a third-party payment service to process payments. If you wish to make a payment (example: registration fee or donation), your Personal Information may be collected by such third party and not by us, and will be subject to the third party’s privacy policy, rather than this Privacy Policy. We have no control over, and are not responsible for, this third party’s collection, use and disclosure of your Personal Information.

The security and safety of your personal and confidential information is of highest priority to us. Please rest assured this website has adopted physical and technological processes and procedures to keep your personal information safe and secure. The personal information you provide when you register online or make an online donation is secured using Secure Socket Layers ("SSL") encryption technology. This SSL technology prevents such information from being intercepted and read as it is transmitted over the Internet to secure servers.

Anonymous information collected by Climate Ride

Anonymous information is collected for every donor and visitor to this site. This includes pages viewed, date and time, and browser type. IP numbers are not stored, but are temporarily used to determine domain type and in some cases, geographic region. We do not make any association between this information and a donor or visitor's identity. This information is used primarily to track the effectiveness of our website and individual sections and pages within them.

How personal information may be disclosed

Climate Ride will not sell any personal information to any third party. Your personal information may be disclosed under the following circumstances:

  • Participant health information may be shared as necessary to medical and safety personnel for our events. Contact information may be shared with your team captain and representative of your chosen beneficiary(ies) in order to identify and communicate with you. This may include: name, email address, and mailing address.
  • Donor information may be shared to identify you to anyone to whom you are sponsoring. This may include: name, email address, and mailing address. If you are donating to support the Climate Ride Annual Fund, your name may appear on our website as acknowledgement of your gift. You have the option during the donation process to remain anonymous, in which case no personal information will be shared to anyone to whom you are sponsoring or to the public via the Climate Ride website.
  • By you, on message boards, chat, profile pages and blogs and other services to which you are able to post information and materials (including, without limitation, our Social Media Pages). Please note that any information you post or disclose through these services will become public information, and may be available to users of those services and to the general public. We urge you to be very careful when deciding to disclose your Personal Information, or any other information, on any social media services.
  • To your friends associated with your social media account, to other website users and as well as to your social media account provider, in connection with your social sharing activity, such as if you connect your social media account to a Climate Ride event registration account. By connecting your Climate Ride event registration and your social media account you authorize us to share information with your social media account provider and you understand that the use of the information we share will be governed by the social media site’s privacy policy. If you do not want your Personal Information shared with other users or with your social media account provider, please do not connect your social media account with your Climate Ride event registration account and do not participate in social sharing through the third party fundraising software.

Removing and/or updating personal information

If at any time you would like to update or remove any information stored by Climate Ride of our third-party sites, please contact us. Event participants and donors have access to the information that is stored in our fundraising software through the software itself and may be updated or removed at any time.

For more information

If you have any questions, concerns or comments about your privacy, please contact us.

 

Last updated: September 6, 2017