Warmshowers.org Privacy Policy 

Effective Date: 30 July 2023 

1. Introduction 

Welcome to WarmShowers.org (“we,” “us,” or “our”). We are committed to protecting the privacy and personal data of our worldwide users and visitors. This Privacy Policy outlines how we collect, use, disclose, and protect personal data in accordance with the General Data Protection Regulation (GDPR), other applicable international privacy laws, and the laws of the United States, particularly the laws of the state of Colorado. 

By accessing or using our website, www.warmshowers.org, you consent to the practices described in this Privacy Policy. If you disagree with this policy, please refrain from using our website or providing us with your personal data. 

2. Information We Collect 

We may collect the following types of personal data: 

a. Personal Information: 

  • Name 
  • Email address 
  • Postal address 
  • Phone number 
  • Date of birth (where applicable) 
  • Gender (where applicable) 

b. Account Information: 

  • Username 
  • Password (encrypted) 
  • User status and history  

c. Communication Data: 

  • Your preferences for receiving communications from us 
  • Records of any communication with us 

d. Website Usage Data: 

  • IP address 
  • Browser type and version 
  • Operating system 
  • Date and time of visit 
  • Pages visited 
  • Time spent on pages 

e. Payment Information (if applicable): 

  • Credit card information 
  • Billing address 

3. How We Use Your Personal Data 

We process your personal data for the following purposes: 

  • User Management: To process your user application and renewals, provide access to user-only content and manage your account. 
  • Communication: To respond to your inquiries and provide information related to our services, activities, and events. 
  • User to user communication: To make it possible for you and other users to find and communicate with potential hosts and guests. Data available to other users includes your name, postal address, phone number, and other details you enter in your profile or in user-to-user messages. 
  • Marketing: To send you marketing communications about our events, updates, and promotions that may be of interest to you. You can opt-out of receiving these communications at any time. 
  • Website Improvement: To analyze and improve our website’s performance, user experience, and content. 
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes. 
  • Protection: To protect against fraud, unauthorized access, and other unlawful activities. 

4. Legal Basis for Processing Personal Data

We will only process your personal data when we have a valid legal basis, which may include: 

  • Your Consent: When you provide us with your explicit consent for specific processing activities (e.g., marketing communications). 
  • Contractual Obligations: To fulfill our contractual obligations to you, such as providing user services. 
  • Legal Compliance: To comply with the law and our legal obligations. 
  • Legitimate Interests: When we have a legitimate interest not overridden by your data protection rights. For example, improving our services or protecting against fraud 

5. Data Retention 

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws and regulations. When your personal data is no longer needed, we will securely delete or anonymize it. 

6. Data Sharing and Disclosure 

We do not sell, trade, or otherwise transfer your personal data to third parties for their marketing purposes. However, we may share your personal data with: 

  • Service Providers: We may engage third-party service providers to assist us in operating our website, conducting our business, and providing services to you. These service providers are bound by contractual obligations to handle your personal data securely and only for the purposes specified by us. 
  • Legal and Regulatory Authorities: We may disclose your personal data to comply with legal obligations, court orders, or government requests. 
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred as part of the transaction. 

7. International Data Transfers 

As a worldwide organization, your personal data may be transferred to and processed in countries outside of your own. We will ensure that any international data transfers comply with applicable data protection laws and that appropriate safeguards are in place to protect your personal data. 

8. Your Data Protection Rights 

You have the following rights regarding your personal data: 

  • Access: You can request a copy of the personal data we hold about you. 
  • Rectification: You can request to correct any inaccurate or incomplete personal data we have about you. 
  • Erasure: You can request that we delete your personal data, subject to certain exceptions. 
  • Restriction: You can request that we limit the processing of your personal data in certain circumstances. 
  • Objection: You can object to the processing of your personal data for specific purposes, such as direct marketing. 
  • Data Portability: You can request a machine-readable copy of your personal data or have it transferred directly to another data controller where technically feasible.  To exercise your rights, please get in touch with us using the details provided in Section 10. 

9. Security Measures 

We employ appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. However, no data transmission over the internet or electronic storage system can be guaranteed 100% secure. We encourage you to take steps to protect yourself, such as keeping your login credentials confidential.  

10. Contact Us 

If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data, please get in touch with us at: 

Warmshowers.org Foundation 
3980 N. Broadway 
Suite 103, PMB 187 
Boulder, CO 80304 

11. Changes to the Privacy Policy 

We may update this Privacy Policy occasionally to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes through our website or other appropriate means. Please review this Privacy Policy periodically.