Privacy Policy

Effective Date: May 11 2026

Overview

This is the Privacy Policy for the Trail Running Film Festival’s website, trailfilmfest.com (“Website”, “we”, “us”, or “our”). This Privacy Policy and other notices provided to you at the time of collection explain how and why we process your personal data and your related rights and choices. If you are a citizen of the EEA, UK, or Switzerland, then we are the controller of your personal data.   Please note that ticket purchases for all film screening events are handled directly by the screening venue. If you have questions about a film festival ticket purchase, please contact the venue.

Personal data we collect:

Name and contact details – full name, email address, mailing address, phone number, login account information
Usage information – IP address, user settings, MAC address, cookie identifiers, mobile carrier, mobile advertising and other unique identifiers, approximate location; aggregated usage information about your interaction with our Website such as links you click and pages you visit
Content data – text from online messages you submit to us through webforms, email, or other communications
Location data – physical location

Why we process your personal data

We process your personal data for a few purposes in order to run our business and manage our relationship with you including:  

To fulfill our contracts with you and provide the Website, for example enabling you to watch films online, read our newsletter, submit films, and apply for hosting and partnering opportunities  
Based on your consent for purposes clearly disclosed to you at the time of collection, like if you choose to enter our sponsors prize giveaway at a film screening
To comply with our applicable legal obligations including exercising or defending the legal rights of you, us or others; to meet legal requirements for tax, health and safety, data subject rights, and similar laws, regulations, or law enforcement requests
To fulfill our legitimate interests in marketing, information security, and fraud protection

How we collect and use personal data

When you complete forms on our Website or email us we collect data directly from you. This includes information you choose to provide like name, email, and any free text you choose to submit. We use this data for purposes described on the webform or to answer questions you ask us.

When you visit our Website we collect usage information automatically using cookies and similar technologies. Usage information may include IP address, device identifiers, browser type, operating system, and information about your use of the Website such as page views. We use this information to enable features, interact with you, provide and improve the Website, and prevent and address fraud.

Disclosing your personal data to third parties

We disclose personal data when we have a legitimate business need, to comply with legal obligations, and at your request or with your consent to the following categories of recipients:

Vendors. We disclose your information to vendors, consultants, and other service providers ( “Vendors”) to perform work on our behalf, subject to their contractual obligations to us. For example, we use vendors to support our webforms, online film viewing, payment processing, and email communications.
Law enforcement and government entities. We may disclose your personal data to protect our legal rights and property, and comply with the law, law enforcement, or other legal processes such as requests from the government where permitted.
Sponsors. If you choose to enter our sponsors’ prize giveaway at a film screening, we will share your personal data with them as described on the webform at the time of collection.

We may also disclose your personal data in connection with corporate transactions. Corporate transactions include negotiations of any merger, sale of assets, financing, joint venture, or any other type of transfer of all or a portion of business to another company, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding.

Other websites and third-party services

If you visit any unaffiliated links on our Website (for example, Instagram), you are subject to that third-party site’s Terms of Use and Privacy Policies. Please review their practices prior visiting their sites. The goods and services of third parties may be advertised and/or may be made available on or through the Website. Your use of any products and services provided by third parties will be governed by the policies and representations made by those third parties.

Retention:

We retain your PI as long as needed for the purposes described in this policy. We consider various factors to determine the retention period relevant to your personal data including volume and sensitivity, business need, and legal and regulatory obligations or guidance. If we create or receive de-identified, aggregated, or anonymized information we will not attempt to re-identify it.

Your privacy rights and choices:

Your rights

In accordance with applicable law, you may have the right to:

Access and “port” your personal data, including: (i) requesting confirmation of whether we are processing your personal information; (ii) obtaining access to or a copy of your personal information; (iii) receiving an electronic copy of personal information that you have provided to us, or ask us to send that information to another company (the “right of data portability”).

Request restriction of or object to our processing of your personal data, including the right to: (i) withdraw your consent to processing, (ii) object to or restrict our uses of your sensitive personal information for certain purposes, or (iii) opt out of profiling in furtherance of decisions that produce legal or similarly significant effects concerning you, if applicable, where each such requests are permitted by law.

Request correction of inaccurate or incomplete personal data. In some cases, we may provide self-service tools that enable you to update your personal information, or we may refer you to the third-party who is the controller of your personal information who is able to make the correction.

Request deletion of personal data, subject to certain exceptions prescribed by law.

You have the right to not receive discriminatory treatment or be retaliated against for exercising any of these rights.

If you are a UK citizen you also have the right to complain about alleged noncompliance with GDPR. If you have a complaint or other privacy questions, you may contact us as described in the Contact Us section. We endeavor to answer your privacy questions; however, you also have the right to complain to your relevant data protection authority.

You may authorize an agent to exercise the personal data rights described above. To authorize an agent, provide written authorization signed by you and your designated agent.

If you would like to exercise any of these rights, please contact us as described in the “Contact Us” section. We will evaluate and process requests in accordance with applicable laws. To protect your privacy, we may take steps to verify your identity before fulfilling any valid request.

Your Choices

Accessing and changing your PI:

You may delete, correct, or update information by using your account settings or by following instructions in the “Contact Us” section. We will make good faith efforts to make your requested changes, however we may be required to retain some data to comply with applicable law or fulfill the purpose of collection.

Your tracking and communications options:

Cookies and similar technologies. We use cookies and similar technologies to operate our business. You may manage cookie preferences through the cookie banner or your browser settings. Note that disabling cookies may affect the functionality of our Website. We use the following categories of cookies:

Strictly Necessary – required for Website operations, cannot be disabled
Analytics – measure aggregated traffic and usage patterns

If you sign up for email communications from us, you may opt-out of any promotional communications by clicking the “Unsubscribe” link in the email.

Contact Us:

You can email us at privacy@trailfilmfest.com

Data security and monitoring:

We take reasonable measures to protect your personal data from loss, theft, misuse, and unauthorized access, disclosure, alteration, and destruction. However, transfer of information over the internet is not completely secure, and we cannot guarantee the security of your personal data collected through our Website. We monitor our Website to ensure compliance with our Terms of Use, identify fraud, prevent misuse, improve our Website, and protect our rights and property.

Children’s Privacy: 

We do not direct our Website to children under 16, we do not knowingly collect personal data from children, and we do not “sell” or “share” children’s personal data under specific U.S. laws. If we become aware that a child has provided us with their personal information in violation of applicable law, we will remove this data.

Changes to this Privacy Policy:

We will notify you of any updates to this Privacy Policy by changing the “Effective Date” at the top of this page. 

International Data Transfers

We process personal data globally, including in but not limited to the United States. We use technical, organizational, and contractual measures to protect this personal data. When we make cross-border data transfers from the EEA, UK, or Switzerland to other countries, we consider applicable adequacy decisions. As required, we implement the “standard contractual clauses” and the UK Addendum (“SCCs”) with data importers to provide an adequate level of protection.

California CalOPPA “Do Not Track”(“DNT”) Statement

Your browser settings may allow you to automatically transmit a “Do Not Track” signal to digital platforms or other online services you visit. Like many online services, we do not currently does alter practices if we receive a “Do Not Track” signal from a visitor’s browser.