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PRIVACY POLICY

Last Revised: September 2, 2026

This Privacy Policy outlines how the Original Team Roping Association collects, uses, and shares your personal information.

A .Definitions

“Personal Information” means data that identifies you; identifies a particular individual; refers to personally identifiable information, personal information, or personal data; or identifies, relates to, describes, is reasonable capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.
“Service Provider” means a “Service Provider” under the California Consumer Privacy Act, a “Processor” under the GDPR and US state privacy laws, or any natural person, legal entity, or other body that operates under a service-provider contract with us to process Personal Information from us under contractual obligations prohibiting the retention, use, or disclosure of Personal Information collected by us for any purpose other than the purpose specified in the contract or any other purpose permitted under any applicable data privacy laws (i.e., a person or entity who processes any Personal Information we collected on behalf of us).
“Sensitive Personal Information” means Personal Information that includes your social security, driver’s license, state identification card, or passport number; account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account; precise geolocation; racial or ethnic origin, citizenship or immigration status, religious or philosophical beliefs, or union membership; contents of your mail, email, and text messages unless we are the intended recipient of the communication; genetic data; biometric information; Personal Information concerning your health; Personal Information collected and analyzed concerning your sex life, sexuality, or sexual orientation, Personal Information collected from a known child.

B . How We Collect Your Personal Information.

Directly from you. We collect your Personal Information directly from you when you provide such information directly to us, for example, when you submit information to us by email or fax, call us, register or renew a membership, enter or pay for an event, or when you apply for a job. We may also receive Personal Information from our Service Providers, payment processors, event producers and affiliated associations, and from publicly available sources.

C. Personal Information We Collect About You.

We may collect and use the following Personal Information:

Categories of Personal Information	Specific Types of Personal Information Collected
Employment Information	Information you provide as part of applying for a job or during the course of your employment.
Identifying Information	Name, email address, postal address, phone number, date of birth, payment information (e.g., credit card information), social security number, OTRA Member ID#, OTRA Classification No.
Technical Information	IP address, browser type and version, preferred language, geographic location, operating system and computer platform, services you have viewed or searched for while using our websites, and parts of our websites that you have visited.

D. Why We Use Your Personal Information.

We collect and use Personal Information for the following purposes:

Information	What we use your Personal Information for
Identifying Information, and Technical Information	To engage in commercial transactions with you; To prevent and detect fraud; Other processing necessary to comply with professional, legal and regulatory obligations that apply to us; Screening for financial and other sanctions or embargoes; Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies; Ensuring business policies are adhered to, e.g. policies covering security and internet use; Operational reasons, such as improving efficiency, training and quality control; Ensuring the confidentiality of commercially sensitive information; Statistical analysis to help us manage our business, e.g. in relation to our financial performance; Preventing unauthorized access and modifications to systems; Ensuring safe working practices and staff administration and assessments; and External audits and quality checks, e.g. for accreditation and the audit of our accounts.
Employment Information	To assess your eligibility for employment, onboard and enroll you as an employee, evaluate your performance, operate our business, comply with laws, communicate with you, and to provide you with compensation and benefits.

E. Who We Share Your Personal Information With. We share or disclose your Personal Information for a business purpose as described below:

We share or disclose Personal Information with our Service Providers to process this data on our behalf in order to help deliver our services to you.
We may also disclose and exchange Personal Information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may share or transfer your Personal Information in connection with a merger, acquisition, asset sale, bankruptcy, or other transaction in which a third party assumes control of all or part of our business.
The categories of third parties with whom we disclose Personal Information are: Service Providers and processors (including payment processors, IT and website hosting providers, event and membership administration platforms, and professional advisors); affiliated associations and event producers with whom you elect to participate; law enforcement agencies, regulatory bodies, and other government authorities; and parties to a corporate transaction described above. We do not disclose Personal Information to third parties for their own marketing purposes.

F . Personal Information We Sell, Share, or Use for Targeted Advertising. We do not sell your Personal Information. We have sold or shared the email addresses of current members to a single sponsor within the last twelve (12) months. We have not sold or shared any other personal information during the preceding twelve (12) months. We do not sell sensitive personal data or biometric data. If our practices change, we will update this Policy before that change takes effect.

G. Sensitive Personal Information. The Personal Information we collect includes Sensitive Personal Information, specifically your social security number and financial account or payment card information, which we collect and use only to engage in commercial transactions with you, to administer membership and event participation, to process payments, to assess your eligibility for employment and administer compensation and benefits, and to comply with tax, legal, and recordkeeping obligations. We do not use or disclose Sensitive Personal Information for any purpose other than those permitted under applicable law, and therefore we are not required to offer a “Limit the Use of My Sensitive Personal Information” mechanism. Where applicable law requires consent before we process sensitive data, we will obtain that consent before doing so.

H. How Long Your Personal Information Will Be Kept. We will keep your Personal Information for the period necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. We do not retain any category of Personal Information for longer than reasonably necessary for the purpose for which it was collected. In determining the applicable retention period for each category, we consider the nature and sensitivity of the information, the duration of our relationship with you, our legal, tax, accounting, and recordkeeping obligations, and whether the information is needed to establish, exercise, or defend legal claims.

We will also keep your Personal Information for as long as is necessary:

- - To respond to any questions, complaints or claims made by you or on your behalf;
  - To show that we treated you fairly; or
  - To keep records required by law.

When it is no longer necessary to retain your Personal Information, we will delete or deidentify it.

I. Where Your Personal Information is Held. Information may be held at our offices and those of our Service Providers in the United States.

J. IMPORTANT NOTICE FOR CHILDREN UNDER THE AGE OF SIXTEEN (16). We do not intentionally collect the Personal Information of individuals under sixteen years of age, and we do not knowingly sell or share the Personal Information of consumers we know to be under the age of sixteen (16). We do not knowingly collect Personal Information from any person under the age of thirteen (13) without verifiable parental consent, and WE WILL NOT RETAIN ANY PERSONAL INFORMATION OF ANY PERSON UNDER THE AGE OF THIRTEEN (13) IF KNOWINGLY COLLECTED WITHOUT PARENTAL OR LEGAL GUARDIAN CONSENT. If we learn that we have collected Personal Information from someone under the age of 13 without verifiable parental consent, we will promptly delete that Personal Information. If you believe we have impermissibly collected Personal Information from someone under the age of 13, please contact us immediately at office@otrc.net.

K. Available Rights to You

Your Rights in General.

For You if You Are in the EEA, the UK, or Switzerland.

We do not offer our services in the EEA, the UK, or Switzerland. However, in the event that we collect Personal Information of a resident of these jurisdictions, we act as the controller of that Personal Information and process it on the following legal bases: your consent; as necessary to perform our agreement to provide services or other applicable agreements; as necessary for compliance with a legal obligation to which we are subject; or as necessary for our legitimate interests, which include operating, securing, and improving our business. We process Sensitive Personal Information only with your explicit consent or where another condition under Article 9 of the GDPR applies. Where we rely on your consent, you may withdraw that consent at any time by contacting us as described below, without affecting the lawfulness of processing carried out before withdrawal. Providing Personal Information is not a statutory requirement, but where information is necessary to enter into or perform a contract with you, we may be unable to provide the requested service if it is not provided. We retain Personal Information for the periods described in the section titled “How Long Your Personal Information Will Be Kept” above, and we do not use Personal Information for automated decision-making that produces legal or similarly significant effects concerning you.

Residents of the EEA, UK, or Switzerland have the following rights.

Your Right	The Right Explained
Right to Access	The right to be provided with a copy of your Personal Information (the right of access)
Right to Rectification	The right to require us to correct any mistakes in your Personal Information
Right to be Forgotten	The right to require us to delete your Personal Information—in certain situations
Right to Restriction of Processing	The right to require us to restrict processing of your Personal Information—in certain circumstances, e.g. if you contest the accuracy of the data
Right to Data Portability	The right to receive the Personal Information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
Right to Object	The right to object: at any time to your Personal Information being processed for direct marketing (including profiling); in certain other situations to our continued processing of your Personal Information, e.g. processing carried out for the purpose of our legitimate interests.
Right Not to be Subject to Automated Individual Decision-Making	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
Right to Lodge a Complaint	Users that reside in the EEA, the UK, or Switzerland have the right to lodge a complaint about our data collection and processing actions with the supervisory authority concerned. Contact details for data protection authorities are available at: https://edpb.europa.eu/about-edpb/about-edpb/members_en We commit to resolve complaints about privacy and its collection or use of your Personal Information. European Union or Swiss individuals with inquiries or complaints regarding this Policy should first contact Us at office@otrc.net. If we are acting as the Processor pursuant to instructions from a Controller, it may refer you to the applicable Controller to exercise your rights with respect to the data we are processing on its behalf.

For further information on each of those rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individual rights under the General Data Protection Regulation.

United States privacy laws provide residents with certain rights that may be applicable to you, depending on your state of residence:

Disclosure of Personal Information We Collect About You	You have the right to know: Whether we are processing your Personal Information; The categories of Personal Information we have collected about you; The categories of sources from which the Personal Information is collected; Our business or commercial purpose for collecting or selling Personal Information; The categories of third parties with whom we share Personal Information, if any; and The specific pieces of Personal Information we have collected about you. Please note that we are not required to: Retain any Personal Information about you that was collected for a single one-time transaction if, in the ordinary course of business, that information about you is not retained; Reidentify or otherwise link any data that, in the ordinary course of business, is not maintained in a manner that would be considered Personal Information; or Provide the Personal Information collected to you more than twice in a 12-month period.
Personal Information Sold or Used for a Business Purpose	In connection with any Personal Information we may sell or disclose to a third party for a business purpose, you have the right to know: The categories of Personal Information about you that we sold and the categories of third parties to whom the Personal Information was sold; and The categories of Personal Information that we disclosed about you for a business purpose.
Right to Opt-out	You have the right to opt-out of the sale of your Personal Information to third parties or Service Providers, the use for targeted advertising, and profiling in furtherance of a decision that produces a legal or similarly significant effect concerning you.
Right to Access	The right to be provided with a copy of your Personal Information (the right of access)
Right to Limit the Use and Disclosure of Sensitive Personal Information.	The right to limit the use and disclosure of any Sensitive Personal Information about you.
Right to Rectification or Correct Personal Information	The right to require us to correct any mistakes in your Personal Information
Right to be Forgotten or Deleted	The right to require us to delete your Personal Information We may deny the request if the information is necessary to: Complete providing a service requested or reasonably anticipated by you Detect and protect against security incidents, malicious, deceptive, fraudulent, or illegal activity, or take action against those responsible for such activity Debug to identify and repair errors impairing intended functionality Engage in research in the public interest adhering to applicable ethics and privacy laws where you have provided informed consent Enable solely internal uses reasonably aligned with your expectations based on your relationship with us Comply with any legal proceeding, court order, law, legal investigation, regulatory body, or other legal obligation Otherwise use the information internally in a lawful manner compatible with the context in which you provided the information
Right to Restriction of Processing	The right to require us to restrict processing of your Personal Information—in certain circumstances, e.g. if you contest the accuracy of the data
Right to Data Portability	The right to receive the Personal Information you provided to us in a portable and readily usable format. If the Personal Information is in a platform, you may have the right to receive the information in a format that allows the transfer to another platform.
Right to Object	The right to object: At any time to your Personal Information being processed for direct marketing (including profiling) In certain other situations to our continued processing of your Personal Information, e.g. processing carried out for the purpose of our legitimate interests
Right Not to Be Subject to Automated Individual Decision-Making	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
Right Not to Be Discriminated Against	You have the right to not be discriminated against by us because you exercised any of your rights. This means we cannot, among other things: Deny goods or services to you; Charge different prices or rates for goods or services, including through the use of discounts or other benefits or imposing penalties; Provide a different level or quality of goods or services to you; or Suggest that you will receive a different price or rate for goods or services or a different level or quality of goods or services. Please note that we may charge a different price or rate or provide a different level or quality of goods and services to you, if that difference is reasonably related to the value provided to our business by your Personal Information.
Right to Appeal the Denial of an Enforcement of Your Right by Us	You have the right to appeal the denial or failure to enforce any request of your rights listed above by us. You can appeal any data privacy decision or indecision we make concerning your Personal Information by emailing us and including the word “Appeal” in the subject line of the email with information sufficient to allow us to identify the original request.

2. How to Contact us or Exercise Your Rights. If you would like to contact us or exercise any of your rights as described in this Policy, please call us at (806) 499-3584, email us at office@otrc.net, or write to us at 13500 FM Road 2219, Amarillo, TX 79119.

Not all of the rights listed above may apply to you depending on your state of residence and other factors, including restrictions on the number of times per year you can make certain kinds of requests. We reserve the right to evaluate your request to determine our responsibilities for complying with the request.

You may also designate an authorized agent to submit a request on your behalf. We may require the agent to provide proof of your written permission to act for you, and we may require you to verify your identity directly with us or to confirm that you authorized the request. If you choose to contact us directly, you will need to provide us with:

Enough information to identify you (e.g., your full name, email address and phone number);
Proof of your identity and address (e.g., a copy of your driving license or passport and a recent utility or credit card bill); and
A description of what right you want to exercise and the information to which your request relates.

We are not obligated to make a data access or data portability disclosure if we cannot verify that the person making the request is the person about whom we collected information, or is someone authorized to act on such person’s behalf.

Any Personal Information we collect from you to verify your identity in connection with you request will be used solely for the purposes of verification.

We will confirm receipt of your request within ten (10) business days and will respond substantively within forty-five (45) days, which we may extend by an additional forty-five (45) days where reasonably necessary, in which case we will notify you of the extension and the reason for it. For individuals in the EEA, the UK, or Switzerland, we will respond within one (1) month, which may be extended by two (2) further months for complex or numerous requests. If we decline to act on your request, we will tell you why and provide instructions for appealing that decision. We will respond to your appeal in writing within sixty (60) days with a written explanation of the reasons for our decision and, if the appeal is denied, we will provide you with an online mechanism or other method through which you may submit a complaint to your state attorney general or other applicable regulator.

L. General Information

Changes to This Privacy Notice. We may change this Policy from time to time. We will post the revised Policy on our website and update the “Last Revised” date above.
Do You Need Extra Help? If you would like this Policy in another format (for example: audio, large print, braille), please contact us (see “How to contact us” above).
Who Is Responsible for Your Personal Information. The Original Team Roping Association, 13500 FM Road 2219, Amarillo, TX 79119, is the business and data controller responsible for the Personal Information described in this Policy. We have designated a privacy contact who is accountable for our compliance with this Policy and applicable data protection laws, and who can be reached at office@otrc.net. Residents of the EEA or the UK may complain to their local supervisory authority as described above, and residents of other jurisdictions may contact their state attorney general or other applicable regulator.