Privacy Policy

Applies to: TXGA Membership Portal, Website, and All Digital Services

1. Introduction

The Texas Geocaching Association (“TXGA,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you interact with our website, membership portal, and digital services.

By becoming a member, completing our membership verification process, or using any TXGA digital service, you agree to the practices described in this Privacy Policy. Please read it carefully.

If you have questions, contact us at:

• Email: [email protected]
• Website: www.texasgeocaching.com

2. Information We Collect

2.1 Membership Registration & Verification

When you register or verify your membership, we collect:

• Full legal name
• Email address
• Mailing address (city, state, ZIP)
• Phone number (optional)
• Geocaching.com username
• Geocaching.com member ID or profile URL
• TXGA Membership level (individual, family, etc.)
• Payment confirmation details (non-sensitive; we do not store full payment card data)

2.2 Website & Portal Usage

When you visit our website or use online tools, we may automatically collect:

• IP address and general geographic location
• Browser type and version
• Pages visited and time spent
• Referring website or link
• Device type (desktop, mobile)

2.3 Google Workspace Data

TXGA uses Google Workspace (Google Forms, Google Sheets, Google Docs, Google Drive, Gmail, and related services) to operate our membership system and administrative functions. Data collected through these tools includes:

• Membership application and renewal form submissions (Google Forms)
• Survey and feedback responses submitted through Google Forms
• Member records maintained in spreadsheets (Google Sheets)
• Correspondence sent through organizational email accounts (Gmail)
• Event registration data and announcements stored in Google Drive
• Meeting notes, bylaws, and governance documents (Google Docs)

All Google Workspace data is subject to both this Privacy Policy and Google’s Terms of Service and Privacy Policy, available at policies.google.com.

2.4 Payment Data (Square)

TXGA uses Square, Inc. as our payment processor for membership dues, event fees, and other transactions. When you make a payment, Square collects:

• Cardholder name and billing address
• Payment card type and last four digits
• Transaction amount, date, and reference number
• Email address for receipt delivery

TXGA does not store full payment card numbers, CVV codes, or complete card data on our own systems or in Google Workspace. All sensitive payment data is handled directly and securely by Square. TXGA retains only non-sensitive transaction confirmation records (amount, date, membership period covered) for bookkeeping purposes.

2.5 Voluntarily Submitted Information

You may also provide information voluntarily, such as:

• Event participation and RSVP details
• Cache placement or finds shared on TXGA platforms
• Comments, feedback, or forum contributions
• Photos or content submitted for newsletters or the website

3. How We Use Your Information

TXGA uses your personal information for the following purposes:

• Membership administration — processing applications, renewals, and verifications
• Membership verification — confirming active membership status through our membership portal
• Communications — sending newsletters, event announcements, renewal reminders, and important organizational notices via Gmail and other Google Workspace tools
• Event coordination — organizing events, outings, and geocaching activities
• Record-keeping — maintaining accurate membership rolls and historical records in Google Sheets and Google Drive
• Website improvement — analyzing usage patterns to improve site functionality
• Compliance — meeting legal, tax, or regulatory requirements applicable to not-for-profit corporations in Texas
• Payment processing — collecting and confirming membership dues and event fees via Square

We will not use your personal information for purposes materially different from those described above without obtaining your prior consent.

4. Google Workspace — Specific Practices

4.1 Google Forms

Membership applications, event registrations, surveys, and feedback forms are collected via Google Forms. Responses are automatically stored in linked Google Sheets within TXGA’s Google Workspace account. Only authorized TXGA board members and administrators have access to form responses.

4.2 Google Sheets

Member data, event rosters, and financial records are stored in Google Sheets. Access is restricted by role using Google Workspace sharing controls. Sheets containing personal data are not made publicly accessible.

4.3 Google Docs & Drive

Governance documents, event materials, and communications templates are stored in Google Drive. Documents containing personal information are shared only on a need-to-know basis with authorized TXGA personnel. We do not use publicly shared Google Docs to store member personal information.

4.4 Gmail

TXGA conducts official correspondence through Gmail accounts on the texasgeocaching.com domain. Member email addresses are used solely for TXGA communications and are not shared with third parties. We do not send unsolicited commercial email.

4.5 Google Workspace Security

TXGA’s Google Workspace environment is configured with the following security practices:

• Two-factor authentication (2FA) or passkey required for all admin accounts
• Role-based access controls — board and officer accounts have defined permission levels
• Sharing settings reviewed regularly to prevent unintended public access
• Google Workspace administrator account maintained by the TXGA IT/UX Director

5. Square Payment Processing — Specific Practices

5.1 How Square Is Used

TXGA uses Square to collect membership dues, event registration fees, and merchandise payments. Transactions may be processed online through Square’s hosted checkout, in person at TXGA events using Square’s point-of-sale system, or via payment links shared through email or our website.

5.2 What TGA Receives from Square

After a completed transaction, TXGA receives a payment confirmation from Square that includes:

• Cardholder name and email address associated with the transaction
• Transaction ID and date
• Amount paid and payment type (card, cash, etc.)
• Last four digits of the card used (never the full number)

This confirmation data is recorded in TXGA’s Google Sheets for bookkeeping and membership activation purposes. No full card data ever enters TXGA’s systems.

5.3 Square’s Independent Privacy Practices

Square, Inc. operates as an independent data controller for payment data. When you make a payment through Square, your financial information is subject to Square’s own Privacy Policy, available at squareup.com/us/en/legal/general/privacy. TXGA encourages you to review Square’s policy to understand how your payment data is handled.

5.4 PCI Compliance

TXGA relies on Square for Payment Card Industry (PCI) compliance. Square is a PCI-DSS certified payment processor. TXGA does not independently store, process, or transmit cardholder data and therefore does not maintain a separate PCI compliance certification. All payment card handling is delegated entirely to Square’s secure infrastructure.

5.5 Refunds and Disputes

If you request a refund or initiate a payment dispute, TXGA and Square may share relevant transaction information as needed to resolve the matter. Refund requests should be directed to the TXGA Finance team at [email protected].

6. Sharing of Information

TXGA does not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

• Service Providers — Google LLC, Square, Inc., and other vendors who provide infrastructure or services necessary to operate TXGA’s digital tools, bound by appropriate data agreements
• Square, Inc. — Payment data is processed directly by Square as our payment processor. Square operates under its own privacy policy and PCI-DSS certification
• Geocaching.com — We may verify membership status with Geocaching.com (Groundspeak, Inc.) solely to confirm membership eligibility, consistent with their privacy policy
• Legal Requirements — If required by law, court order, or governmental authority
• Organizational Safety — If disclosure is necessary to protect the rights, safety, or property of TXGA, its members, or the public
• Consent — If you have provided explicit consent for a specific sharing purpose

We do not sell, publish, or share member email addresses, phone numbers, or personal information with other members, sponsors, or third parties without explicit consent.

7. Data Retention

We retain personal information for as long as your membership is active and for a reasonable period thereafter, or at the discretion of the Executive Committee. Specifically:

• Active member records are retained for the duration of your membership
• Expired or lapsed membership records are retained for up to 10 years to facilitate renewals and historical records
• Financial records are retained for 7 years as required for not-for-profit corporation compliance, or at the discretion of the Executive Committee
• Event records containing personal data are retained for 10 years, or at the discretion of the Executive Committee
• Square transaction records (non-sensitive confirmations) are retained for 10 years for financial and tax compliance
• Google Form submissions are retained for the period associated with the event or purpose, then deleted or archived at the discretion of the Executive Committee

You may request deletion of your personal data at any time (see Section 9 — Your Rights), subject to legal retention requirements and Executive Committee discretion.

8. Data Security

We take reasonable precautions to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Google Workspace enterprise-grade security, encryption in transit and at rest
• Square PCI-DSS certified payment processing — TXGA never stores raw card data
• Access controls limiting data to authorized TXGA personnel only
• Regular review of shared documents and access permissions
• Secure, password-protected administrative accounts with 2FA or passkey
• Responsible data handling practices by trained board members and volunteers

While we implement industry-standard protections, no digital system is completely secure. In the event of a data breach that affects your information, we will notify affected members as required by applicable Texas law.

9. Your Rights

As a TXGA member or user, you have the following rights regarding your personal information:

• Access — You may request a copy of the personal information TXGA holds about you
• Correction — You may request correction of inaccurate or incomplete information
• Deletion — You may request deletion of your personal data, subject to legal retention obligations and Executive Committee discretion
• Opt-Out of Non-Essential Communications — You may unsubscribe from newsletters and promotional emails at any time by emailing us
• Data Portability — You may request your data in a portable format

To exercise any of these rights, contact us at [email protected]. We will respond to all inquiries as soon as possible.

10. Children’s Privacy

TXGA’s digital services are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. Family memberships that include minors are registered under the parent or guardian’s account information.

If you believe we have inadvertently collected information from a child under 13, please contact us immediately at [email protected] so we can delete it promptly.

11. Third-Party Services & Links

Our website and communications may contain links to third-party websites, including Geocaching.com, social media platforms, and event registration tools. This Privacy Policy applies only to TXGA’s own digital services. We encourage you to review the privacy policies of any third-party services you use.

TXGA’s use of Google Workspace tools is governed by our relationship with Google LLC. For details on how Google processes data, visit policies.google.com/privacy.

TXGA’s payment processing is handled by Square, Inc. For details on how Square handles payment and financial data, visit squareup.com/us/en/legal/general/privacy.

12. Texas Privacy Rights

Texas residents may have additional rights under the Texas Data Privacy and Security Act (TDPSA) and other applicable state laws. TXGA is committed to honoring these rights for Texas residents, including the right to know what personal data is collected, the right to access and correct that data, the right to deletion, and the right to opt out of certain data uses.

To exercise your Texas privacy rights, contact us at [email protected].

13. Cookies and Tracking Technologies

Our website may use cookies and similar technologies for basic functionality, session management, and analytics. You may adjust your browser settings to refuse cookies, though some site features may not function correctly without them. We do not use cookies for advertising or cross-site tracking purposes.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, tools, or legal requirements. When we make material changes, we will:

• Post the updated policy on our website with a revised “Last Updated” date
• Send an email notice to all active members via our Gmail-based communications system
• Announce the change in the next TXGA newsletter

Your continued use of TXGA services after the effective date of any update constitutes your acceptance of the revised policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or TXGA’s data practices, please contact us:

• Email: [email protected]
• Website Contact Form: www.texasgeocaching.com/contact

We take privacy concerns seriously and will respond to all inquiries as soon as possible.