Privacy Policy

Last updated October 5, 2026

The Memorial Ruck is organized by the Veterans Association Food Bank Society (“we”, “us”), a registered Canadian charity (BN 71985 9480 RR0001). This policy explains what personal information we collect through vafbmemorialruck.ca, why we collect it, who we share it with, and the choices you have.

What we collect

When you register to ruck

  • First and last name, and email address
  • Ticket type (Adult, Kid under 16, or Team) and, for teams, a team name
  • For ruckers under 16, the name of their parent or guardian
  • Your personal fundraising goal and, if you choose to share it, why you’re rucking
  • That you accepted the event waiver, and whether your registration fee has been paid
  • Team captains may add the names of their team members

On your participant dashboard

  • A display name and profile photo, if you choose to add them (photos can’t be added for ruckers under 16)
  • Donations you collected in person (cash or cheque) and enter yourself: the donor’s name, the amount and an optional message
  • A password, if you choose to set one. Passwords are stored by our sign-in provider and are never visible to us.

When you donate

  • Your name (unless you give anonymously), the amount, an optional message, and an optional email address for your receipt from Stripe
  • Your card or bank details go directly to Stripe. They never pass through or are stored on our servers.

When you contact us

  • Your name, email address, subject and message

How we use it

  • To run the event: managing registrations, ticket capacity, check-in and communication about the event
  • To process registration fees and donations, and keep financial records
  • To show ruckers’ fundraising pages and the public leaderboard
  • To send you sign-in links and messages about your registration or donation
  • To answer your questions

We don’t sell personal information, and we don’t use it for advertising.

What is shown publicly

The Ruckers & Teams pages are public. For adult ruckers and teams they show:

  • A display name: your first name and last initial, your team name, or a display name you choose
  • Your photo (if you added one), why you’re rucking (if you shared it), your fundraising goal and the amount raised
  • Each donation’s amount and message, with the donor’s name, or “Anonymous” if they chose to give anonymously

Your full name, email address and contact details are never shown publicly. Registrations only appear once the registration fee has been paid.

Ruckers under 16

Ruckers under 16 must be registered by a parent or guardian. The parent or guardian:

  • Registers using their own email address and gives their own name
  • Accepts the event waiver and consents to this policy on the child’s behalf
  • Signs in and manages the child’s registration and fundraising page

To protect children’s privacy, a child’s name and photo are never shown publicly. Their fundraising page appears as “A Young Rucker” (or under their team’s name), and photos can’t be uploaded for them. Anything a parent or guardian writes in “why I’m rucking” or as a display name is shown publicly, so please don’t include the child’s full name or other identifying details there.

Who we share it with

We use a small number of service providers to run the site. They process personal information only on our behalf and under their own security and privacy commitments:

  • Supabase: stores registration, fundraising and donation records and profile photos, and handles participant sign-in and sign-in emails.
  • Stripe: processes registration fees and donations. Stripe receives your payment details and the email address you give at checkout.
  • Netlify: hosts the website and receives messages sent through our contact form.

These providers may store and process information outside Canada, including in the United States, where it may be subject to the laws of that country.

We may also disclose information if required by law.

Cookies and browser storage

We use one cookie to keep you signed in to your participant dashboard or the admin area. If you choose light or dark mode, your browser remembers that choice. We don’t use advertising or analytics cookies.

How long we keep it

We keep registration, fundraising and donation records for as long as needed to run the event and meet our obligations as a registered charity, which generally means six years after the end of the year they relate to. Registrations that are started but never paid for are never shown publicly. Contact form messages are kept for as long as needed to respond.

Keeping it secure

Access to registration and donation records is limited to our organizers through a sign-in protected admin area. Payment details are handled by Stripe and never stored by us. No system is perfectly secure, but we take reasonable steps to protect your information.

Your choices and rights

You can:

  • Update your display name, photo, fundraising goal and “why I’m rucking” from your dashboard at any time
  • Ask for a copy of the personal information we hold about you, or ask us to correct it
  • Ask us to remove your public fundraising page, or to delete your information where we’re not required to keep it
  • Give anonymously, so your name isn’t shown with your donation

To make a request, email info@veteransassociation.ca or call 1-833-422-8387 ext. 2. If you’re not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed, and significant changes will be posted on this page before they take effect.

Contact us