The Delaware Valley Weimaraner Club (DVWC), a US 501(c)(7) membership organization, is responsible for the club information described here. Our programs serve a US audience.
For questions, access or correction requests, deletion requests, or requests to remove a published photo or achievement, use Contact Us and select “Privacy request”. Requests are routed privately to DVWC administrators. Please do not submit passwords, identity documents, or payment-card information.
Information we collect
Depending on your activities, DVWC receives names, mailing addresses, email addresses, telephone numbers, household membership information, membership category and status, renewal information, sponsors, dog-related interests, and application details. Junior applications include dates of birth to determine eligibility. Parent-led applications also include the parent or guardian’s name, relationship, email, and authorization record.
We receive contact messages, member-submitted photos and achievements, and expense-reimbursement information and receipts. Website systems also process account credentials, session information, submission and security logs, administrative audit records, directory preferences, newsletter preferences and delivery records, and permission confirmations. Officers may retain electronic or paper copies needed for their club responsibilities.
How we use information
We use information to review membership applications, administer memberships and renewals, provide appropriate account access, communicate club business, organize activities, process reimbursements, maintain records, respond to requests, and protect the website. Membership decisions are reviewed by club officers and the Board; submitting an application does not automatically approve membership.
Member directory and officer access
The directory is available to eligible signed-in members, not the public. Adult members’ contact details are visible unless they choose to hide them in Directory privacy settings. Names remain visible. Junior members’ addresses, emails, and phone numbers remain hidden from ordinary members. Previously hidden details remain hidden when a junior becomes an adult unless that member chooses to share them.
Authorized officers and administrators retain access needed for club administration, including information hidden from other members. Full roster exports are restricted to authorized officer roles. Directory information is for DVWC-related communication and must not be distributed or used for commercial solicitation. Hiding details cannot recall copies someone previously obtained.
Junior members and parents
Junior membership is for people under 18. A parent or legal guardian must submit an application involving a child under 13, whether standalone or part of a household. The parent confirms their email and authorization before entering the child’s application details. Under-13 membership is managed through a confirmed guardian account, without a separate child login. A guardian who is not a member receives access to manage the linked child’s membership, not unrelated member resources.
Parents or guardians may use the privacy-request form to ask to review or correct their child’s records, request deletion, or raise concerns. We may need to verify their authority before disclosing or changing information. Permission to administer membership is separate from permission to publish photos or achievements.
Sharing with AKC and WCA
DVWC provides member names and mailing addresses, together with officer and Board of Directors lists, to the American Kennel Club (AKC) and Weimaraner Club of America (WCA) annually for club-affiliation reporting. Hiding contact details in the member directory does not exclude these reports. These organizations handle received information under their own practices.
DVWC does not sell or rent member information or share it with advertisers or sponsors for their marketing. Information may also be disclosed when you authorize it, to provide club services, or when required by law.
Photos, achievements, and public recognition
Members may submit photos and achievements through the member portal or by email. Submissions require confirmation that the submitter has the right to share the image and permission from people pictured or named, including parent or guardian permission for anyone under 18. Editors review quality, appropriateness, and permission before publication. Submission does not guarantee publication.
Published recognition is publicly accessible and may be copied or indexed by others. DVWC normally honors requests to remove a person’s photo or achievement from its public website. Removal cannot recall newsletters already sent or copies downloaded by others. Private records and backups may still contain copies.
Newsletters and necessary messages
Active members are initially included in club newsletters and may unsubscribe using their personal newsletter link or member newsletter preferences. Account, security, application, and necessary membership-administration messages are separate. We retain delivery and preference records to operate mailing and respect unsubscribe choices. Mail-server acceptance does not establish that a recipient read a message.
Hosting, email, payments, and third-party services
DVWC uses DreamHost for website hosting and database services, and configured email providers to deliver club messages. Information supplied through forms may appear in messages and attachments received by the applicant or authorized officers. Reimbursement receipts are sent to the Treasurer; website delivery does not erase copies in email or club records.
Google reCAPTCHA is used on protected public forms to help prevent abuse. Loading and using it involves communication with Google, which may process browser, device, network, and interaction information. See Google’s Privacy Policy and Terms of Service.
PayPal processes payments made through its service under PayPal’s privacy notice. DVWC may retain payment confirmations and membership or order records for administration and accounting. Do not send card numbers or PayPal passwords through club forms. Independent linked websites have their own privacy practices.
Cookies and security
The membership and application systems use session cookies for sign-in, form security, and application progress. Third-party services such as reCAPTCHA may use their own cookies or similar technologies. Blocking cookies may prevent forms and account functions from working.
DVWC uses encrypted website connections, individual accounts, role-based permissions, and private server storage. No website or email system can guarantee complete security. Use a unique password and report suspected unauthorized access promptly.
Retention and requests
DVWC does not currently have a single established deletion schedule for all club records. Retention depends on the record’s administrative, financial, legal, or historical purpose. Copies may remain in officer email, paper records, private version histories, and backups. We review deletion requests individually and explain when information needs to be retained; deleting an account or public entry does not necessarily delete every related record.
You may request access to or correction of your information, ask about retention or sharing, request deletion, or ask to withdraw publication permission through the privacy-request form. We may verify identity or guardian authority, and may need to retain records for necessary club responsibilities. Members can update supported contact details and newsletter or directory preferences through their accounts.
Changes to this notice
We update this notice when club practices or website features change. This notice describes DVWC’s practices; it is not a claim of privacy-law certification.
Policy version: October 30, 2026.