Privacy Policy

Route 66 Relay Operated by Flight Effect, a California limited liability company

Effective Date: August 2, 2026 Last Updated: August 2, 2026

1. WHO WE ARE AND WHAT THIS COVERS

1.1 This Privacy Policy explains how Flight Effect, a California limited liability company, doing business as Route 66 Relay ("we," "us," "our," or the "Organizer") collects, uses, shares, and protects personal information in connection with:

the website route66relayrace.com and any related pages, forms, and subdomains;
registration for and participation in the Route 66 Relay (the "Event");
our email, SMS, and social media communications; and
any other interaction you have with us.

1.2 This Policy forms part of, and is incorporated into, our Terms and Conditions. By using our website or registering for the Event, you agree to this Policy.

1.3 Contact. Questions, requests, and complaints about privacy: route66relayrace@gmail.com

2. INFORMATION WE COLLECT

2.1 Information you give us directly

Registration and identity

Full name, preferred name, and team name
Email address, mailing address, and phone number
Date of birth and age (used to verify the 18+ minimum and 21+ driver minimum)
Gender or gender identity, where you choose to provide it
City and state of residence
Team role (runner, captain, driver, support crew), leg assignments, and estimated race pace

Emergency and health information

Emergency contact name, relationship, and phone number
Medical conditions, allergies, medications, blood type, and other health information you choose to disclose
Dietary restrictions
Accessibility and accommodation requests

Payment information

Billing name and address, and the last four digits and card type of your payment method
Transaction amounts, dates, and confirmation numbers
We do not collect, process, or store full payment card numbers, CVV codes, or bank account credentials. Those are handled directly by our payment processors.

Content you submit

Messages sent through our contact form, by email, or by SMS
Survey and feedback responses
Photos, videos, and other content you submit or tag us in
Reviews, comments, and social media interactions

Consents and acceptances

Your acceptance of the Terms and Conditions, waiver, and this Policy, together with the date, time, and IP address of that acceptance

2.2 Information collected automatically

When you visit our website we and our service providers may collect:

IP address and approximate location derived from it
Browser type and version, operating system, device type, and screen resolution
Pages viewed, time on page, referring and exit pages, and links clicked
Date and time of visit and session duration
Cookie and similar identifiers (see Section 7)

2.3 Information generated by your participation

Bib number, timing chip data, split times, leg times, finish time, and placement
Course tracking and checkpoint data
Photographs, video, and audio recordings captured at the Event
Incident, medical, and safety reports involving you
Rule violations, penalties, and disqualification records

2.4 Information from third parties

Registration, timing, and payment platforms
Social media platforms, where you interact with our pages or use social sign-in
Sponsors and partners, where you have consented to sharing
Publicly available sources

2.5 Children

The Event is restricted to persons 18 years of age and older, and our website is not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected information from a person under 18, we will delete it promptly. If you believe a minor has provided us information, contact route66relayrace@gmail.com.

3. HOW WE USE YOUR INFORMATION

We use personal information to:

Operate the Event

Process registration, payments, refunds, and roster changes
Verify eligibility, age, and identity
Assign individual runners to Teams and assign legs
Issue bibs, timing devices, and Event materials
Administer timing, scoring, results, and awards
Manage exchange zones, check-in, and course operations

Communicate with you

Send registration confirmations, payment reminders, and receipts
Send safety-critical operational messages, including weather advisories, course changes, start-time changes, cut-off notices, and emergency alerts
Respond to inquiries, refund requests, and accommodation requests
Send Event newsletters and marketing, where permitted (see Section 3.1)

Protect health and safety

Provide first aid, emergency medical treatment, and evacuation
Contact your emergency contact
Share necessary health information with on-site medical personnel and emergency services
Investigate incidents, injuries, and accidents

Publish results and promote the Event

Publish results as described in Section 4.3
Use photographs, video, and likenesses as permitted by the media release in Section 13 of the Terms and Conditions

Run and improve our business

Analyze website performance, registration trends, and Event operations
Plan future editions, routes, capacity, and staffing
Prevent fraud, bib fraud, chargebacks, and abuse
Enforce our Terms and Conditions, rules, and policies
Comply with legal, permitting, insurance, tax, and regulatory obligations
Establish, exercise, or defend legal claims, including preserving records of your acceptance of the waiver and release

3.1 Marketing communications

We may send you Event news, future-edition announcements, and partner offers. You may unsubscribe at any time using the link in any marketing email or by emailing route66relayrace@gmail.com.

Transactional and safety communications are different. While you are registered, you cannot opt out of messages that are essential to your participation and safety — confirmations, payment notices, course and weather alerts, and emergency communications.

4. HOW WE SHARE YOUR INFORMATION

We do not sell your personal information for money. We share it as follows:

4.1 Service providers

We share information with vendors who perform services for us and are contractually restricted to using it only for those services:

Wix.com Ltd. — website hosting, forms, events and ticketing, members area, and invoicing
Payment processors — payment authorization, settlement, refunds, and fraud prevention
Timing and results providers — bib assignment, chip timing, scoring, and results publication
Email and SMS providers — transactional and marketing messaging
Analytics providers — website usage measurement
Photography and video vendors — Event media capture and delivery
Insurance carriers and brokers — coverage, underwriting, and claims
Professional advisors — legal, accounting, and audit

4.2 Team members and captains

If you register as an individual and are assigned to a Team, we will share your name, leg assignment, estimated pace, and contact information with your Team captain and teammates so the Team can coordinate. Do not provide information to us that you are not willing to have shared with your assigned Team. We are not responsible for how your teammates use information you or we share with them.

4.3 Public results and media

Results are public. We publish, and authorize our timing partner and media partners to publish in perpetuity: your name, team name, bib number, age or age group, gender, city and state, leg assignments, split times, finish time, and placement, together with photographs and video of your participation — on the Event website, results platforms, social media, in press releases, and to media and ranking partners.

Photographs and video taken at the Event are used as described in the media release in Section 13 of the Terms and Conditions.

4.4 Emergency and medical

We share information with emergency medical services, hospitals, physicians, first responders, law enforcement, and your designated emergency contact as necessary to protect your health, safety, or life, or the health, safety, or life of any other person.

4.5 Public authorities and permitting

We share limited information — typically participant counts, and where required, rosters — with the Oklahoma Department of Transportation, counties, municipalities, law enforcement agencies, and other authorities as required for permits, road use, traffic control, and public safety.

4.6 Sponsors and partners

We share aggregated, de-identified statistics with sponsors freely. We share identifiable information with sponsors only where you have expressly opted in, or where you have entered a sponsor contest, sweepstakes, or promotion.

4.7 Legal and protective disclosures

We disclose information where we believe in good faith it is necessary to: comply with law, subpoena, court order, or legal process; respond to a governmental or regulatory request; enforce our Terms and Conditions, rules, and policies; establish, exercise, or defend legal claims; investigate fraud, bib fraud, chargebacks, or suspected illegal activity; or protect the rights, property, or safety of the Organizer, our Participants, or the public.

4.8 Business transfers

If the Event or our business is sold, merged, reorganized, financed, or transferred in whole or in part, or in the event of insolvency, personal information may be transferred as part of that transaction. We will require the recipient to honor this Policy or provide notice.

4.9 With your consent

We share information for any other purpose you consent to.

5. DATA RETENTION

5.1 We retain personal information for as long as necessary for the purposes described in this Policy and to comply with our legal, insurance, tax, and accounting obligations.

5.2 Specific retention periods:

6. DATA SECURITY

6.1 We use commercially reasonable administrative, technical, and physical safeguards to protect personal information, including encryption in transit (TLS), access controls, and reliance on reputable, security-certified service providers such as Wix and PCI-compliant payment processors.

6.2 No method of transmission or storage is completely secure. While we work to protect your information, we cannot and do not guarantee its absolute security, and we expressly disclaim any warranty of security. You provide information to us at your own risk.

6.3 You are responsible for maintaining the confidentiality of any account credentials and for all activity under your account.

6.4 If we become aware of a data breach affecting your personal information, we will notify you and any required authority as and when required by applicable law.

7. COOKIES AND TRACKING

7.1 Our website uses cookies and similar technologies, including those set by Wix, our website platform.

7.2 Types used:

Strictly necessary — required for the site to function, for security, and for the registration and payment flows. These cannot be disabled.
Functional — remember your preferences and settings.
Analytics — help us understand how visitors use the site so we can improve it.
Marketing — may be used to measure and improve advertising, where enabled.

7.3 Your choices. Most browsers let you refuse or delete cookies through their settings. Disabling cookies may prevent registration, payment, or other site features from working.

7.4 Do Not Track. Our website does not currently respond to browser "Do Not Track" signals, as no common industry standard has been adopted.

7.5 Third-party embeds. Pages may include embedded content from third parties such as social media platforms, maps, and video players. Those third parties may set their own cookies and collect their own data, governed by their own privacy policies. We do not control them.

8. YOUR PRIVACY RIGHTS

8.1 Rights available to all Participants

Regardless of where you live, you may ask us to:

Access the personal information we hold about you
Correct information that is inaccurate or incomplete
Delete your information, subject to Section 8.4
Unsubscribe from marketing communications
Object to or restrict certain uses of your information

To exercise any of these, email route66relayrace@gmail.com with the subject line "PRIVACY REQUEST" and enough information for us to locate your records and verify your identity. We will respond within forty-five (45) days, and may extend once by a further forty-five (45) days where reasonably necessary, with notice to you.

8.2 California residents (CCPA / CPRA)

If you are a California resident, you may have the right to:

Know the categories and specific pieces of personal information we have collected, the sources, the business purposes, and the categories of third parties to whom we disclose it
Delete personal information we have collected from you, subject to exceptions
Correct inaccurate personal information
Opt out of the "sale" or "sharing" of personal information — we do not sell personal information for monetary consideration, and we do not share it for cross-context behavioral advertising
Limit the use of sensitive personal information — we use the sensitive information we collect (health and emergency contact information) only to provide Event services and protect your safety, and not to infer characteristics about you
Not be discriminated against for exercising any of these rights

Categories of personal information collected in the preceding 12 months: identifiers; personal information under Cal. Civ. Code § 1798.80; characteristics of protected classifications (age, gender); commercial information (transactions); internet or network activity; geolocation (approximate, from IP); audio, electronic, visual, and similar information (photos, video); professional information (where volunteered); and sensitive personal information (health and medical information you disclose, and emergency contact details).

You may designate an authorized agent to make a request on your behalf; we will require proof of authorization and may require you to verify your identity directly.

To submit a request, email route66relayrace@gmail.com with the subject line "CALIFORNIA PRIVACY REQUEST."

8.3 Other U.S. state privacy laws

Residents of states with comprehensive privacy laws — including Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, and others — may have similar rights of access, correction, deletion, portability, and opt-out, and a right to appeal a denied request. We extend the rights described in Sections 8.1 and 8.2 to all U.S. residents as a matter of practice. To appeal a decision, reply to our response with the subject line "PRIVACY APPEAL."

8.4 Limits on your rights

We may decline or partially decline a request where we are permitted or required to retain information, including to:

preserve waiver, release, consent, incident, and claim records for the periods in Section 5.2;
comply with legal, tax, accounting, insurance, or permitting obligations;
establish, exercise, or defend legal claims;
detect and prevent fraud, bib fraud, or abuse;
maintain the permanent public record of race results (Section 4.3); or
honor a prior opt-out request.

Deletion of your registration data does not remove published race results, published photographs, or video, which are retained as a permanent record of the Event and are subject to the perpetual media release you granted in the Terms and Conditions.

We will tell you if we decline a request and explain why.

9. INTERNATIONAL PARTICIPANTS

9.1 The Event takes place in the United States and our operations, servers, and service providers are located primarily in the United States.

9.2 If you register from outside the United States, your personal information will be transferred to, stored in, and processed in the United States, which may not offer the same level of data protection as your home country. By registering, you consent to that transfer and processing.

9.3 This Policy is written to United States standards. We do not target the Event to individuals in the European Economic Area or the United Kingdom, and we do not represent that our processing satisfies the GDPR or UK GDPR.

10. THIRD-PARTY SITES AND SERVICES

10.1 Our website and communications may link to third-party websites, registration platforms, payment processors, sponsors, hotels, and social media. We do not control those sites and are not responsible for their content, security, or privacy practices.

10.2 Once you leave our website or submit information through a third-party platform, that information is governed by that third party's privacy policy, not this one. Please review their policies before providing information.

11. CHANGES TO THIS POLICY

11.1 We may update this Policy at any time. The revised version takes effect when posted at route66relayrace.com/privacy-policy, and the "Last Updated" date will change.

11.2 For material changes, we will make reasonable efforts to notify registered Participants by email.

11.3 Your continued use of our website or continued participation in the Event after a change takes effect constitutes your acceptance of the revised Policy. Please review it periodically.

12. DISPUTES

12.1 Any dispute arising out of or relating to this Policy or to our handling of personal information is governed by the laws of the State of Oklahoma and is subject to the binding arbitration agreement, class action waiver, jury trial waiver, and limitation of liability provisions in Sections 16 and 17 of the Terms and Conditions.

12.2 Please contact us first at route66relayrace@gmail.com. We take privacy concerns seriously and will work in good faith to resolve them.

13. CONTACT US