Revised January 2025
Who we are
This is the website of the Old Reel Collectors Association, a non-profit 501C3 organization incorporated in West Virginia. Our website address is: https://www.orcaonline.org. Use the Contact Us link to communicate to officers of the Association. This page describes the ORCA Privacy Policy, which tells you how ORCA uses and protects your data when you use our website and member services.
How your membership data is used
If you register or apply as a full member of ORCA and join our association, your name, address, email, and phone number will appear in membership directories and is accessible to other members. ORCA does not sell or provide member information to any third party. Various ORCA administrators use your phone number, location information, and email address to communicate information to you, including the latest The Reel News publication, club events, sales, and membership renewal. The Secretary maintains member information in an offline database to manage paid member records. Names, mailing addresses, and paid membership year are provided to our third-party printer and our third-party international mailing service for creating mailing labels. Email addresses of digital members are used to distribute links for accessing The Reel News digitally. Member names, email addresses, and locations are used with email service provider Mailchimp to manage our mass email communications to you. Please notify the Secretary if you wish to opt out of Mailchimp mass email member communications. We may use a third-party email validation service to check your email for validity and reputation. We may use a third-party mailing address validation service to check your mailing address for validity. Your information may appear in lists provided to show hosts to verify your membership and admission to shows. Once you cease to be a full member, your information will no longer be provided to anyone.
Cookies
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed. We maintain separate cookies for the main site versus the message board site.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Data collected by the ORCA Store
While you visit the ORCA Store, we’ll track:
- Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed
- Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping
- Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!
We’ll also use cookies to keep track of cart contents while you’re browsing our site.
When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:
- Send you information about your account and order
- Respond to your requests, including refunds and complaints
- Process payments and prevent fraud
- Set up your account for our store
- Comply with any legal obligations we have, such as calculating taxes
- Improve our store offerings
- Send you marketing messages, if you choose to receive them
If you create an account, we will store your name, address, email and phone number, which will be used to populate the checkout for future orders. You can also choose to purchase as a Guest, in which case your account information will not be retained except for the order information.
We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 5 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.
We will also store comments or reviews, if you choose to leave them.
Data collected for registered users
ORCA records the activities of registered users for 30 days. The information is automatically purged after that.
Data used: To deliver this functionality and record activities around site management, the following information is captured: user email address, user role, user login, user display name, WordPress.com and local user IDs, the activity to be recorded, the WordPress.com-connected site ID of the site on which the activity takes place, the site’s Jetpack version, and the timestamp of the activity. Some activities may include the user’s IP address (login attempts, for example) and user agent.
Activity tracked: Login attempts/actions, post and page update and publish actions, comment/pingback submission and management actions, plugin and theme management actions, widget updates, user management actions, and modifying other various site settings and options. The retention duration of activity data depends on the site’s plan and activity type. See the complete list of currently recorded activities (along with retention information).
Who has access to your data
Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers can access:
- Order information like what was purchased, when it was purchased and where it should be sent, and
- Customer information like your name, email address, and billing and shipping information.
Our team members have access to this information to help fulfill orders, process refunds and support you.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Photos and Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website. Images and messages uploaded to our message board cannot be permanently deleted and will remain on the message board as long as we operate the site.
Who we share your data with
If you purchase an item from our store, your information will be shared with the Payment Processor you select, which includes PayPal. You are not required to create a PayPal account to use our payment services. When processing payments, some of your data will be passed to PayPal, including information required to process or support the payment, such as the purchase total and billing information. Please see the PayPal Privacy Policy for more details.
Your name and address may be shared with Shipping Providers that you select. ORCA may share your information with third-parties that are required to service and ship your order. ORCA does not share your information with any other third-party not required to service your order. ORCA does not sell or provide your information to other advertisers for any purposes.
We use Google Analytics to track website usage and provide us with measurements of pages and services used. This is used to improve the website and understand what pages are valuable to our users. Please refer to the Google Privacy Policy to understand how you can control access by Google to your personal information.
How long we retain your data
For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. Information is stored until it is purged for inactivity of approximately five years.
What rights you have over your data
If you have an account on this site, you can request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. Refer to the privacy policies listed for third-parties to understand how you may control information gathered by those entities.