House policy
Privacy Policy
1. The publisher responsible for this site
This website, hayracetravel.com, is published by Hayrace Media LLC, a registered Rhode Island Limited Liability Company. The company's office is at 50 Kennedy Plaza, Providence, RI 02903, United States. For readers in places whose law uses the term, Hayrace Media LLC is the data controller for the personal information described in this policy. The gazette is a small publication, and the amount of personal information it touches is small in proportion. This page explains, in plain words, what is collected, why, for how long, and what say you have in the matter. Questions about anything written here can be sent to [email protected], which is the address reserved for privacy matters. Reading it takes a few minutes, and it covers everything the site does with information about its readers.
2. What this policy covers
This policy covers the website, the contact form on it, letters sent to the gazette's email addresses, and The Timetable newsletter. It does not cover other websites, since this site does not place links to outside destinations in its pages. If you arrived here from somewhere else, whatever that place does with your information is governed by its own policy, not this one. This policy also does not cover postal mail sent to the office, beyond the obvious point that letters are kept only as long as correspondence requires. Reading the site does not require an account, a sign-in, or any registration of any kind. It also does not cover networks you read through, such as a library's, which follow their own rules.
3. Information the site collects
The collection is limited to four narrow streams. First, the contact form asks for a name, an email address, a chosen topic, and the message itself. Second, letters sent directly to the gazette's addresses arrive with whatever the sender chooses to include. Third, the hosting provider that serves these pages keeps routine server logs, which record the requesting network address, browser type, pages requested, and timestamps. Fourth, if you subscribe to The Timetable, the site holds the email address you provide for that purpose. Separately, the notice card stores a single entry named hr_gate_choice_v1 in your browser's local storage, recording the choice you made on that card. That entry stays on your device and is not transmitted to the company.
4. How the information is used
Information from letters and the form is used to read your message, answer it, and act on it, for example by checking a reported error against the street and publishing a correction. A newsletter address is used to send The Timetable and for no other mailing. Server logs are used to keep the site running, to notice faults, and to spot abusive traffic. The local storage entry is used so the notice card remembers your choice instead of asking again on every visit. As of the date at the top of this page, the site runs no advertising placements and no measurement tools of its own. If consent-based advertising or measurement is ever enabled, it would operate only after your agreement through the notice card, and this policy would be revised first. As of that same date, the company compiles no profiles of reader behavior for its own purposes.
5. Legal bases for readers in Europe and the United Kingdom
Where the General Data Protection Regulation or the UK GDPR applies, the company relies on a short list of legal bases. Consent covers the newsletter and any optional storage that might ever be switched on through the notice card. Legitimate interests cover answering correspondence, keeping the site secure, and running a small publication in an orderly way. Legal obligation covers the rare case where the company must keep or produce records because a law says so. Where consent is the basis, you may withdraw it at any time, and the withdrawal does not affect what was done before it.
6. Local storage and the notice card
The site keeps exactly one entry in your browser's local storage, named hr_gate_choice_v1, which records whether you chose the fuller setting or the basic one. As of the updated date above, the site sets no cookies of its own, and the pages carry no third party advertising or measurement code. Should consent-based advertising ever be introduced, any storage connected to it would activate only after you agree through the notice card. The Cookie Policy page describes the storage picture in more detail and would be updated before any such change took effect. You can remove the stored entry at any time by clearing site data in your browser, after which the notice card simply asks again.
7. How long information is kept
Correspondence, including form messages and their replies, is kept for up to 24 months after the final exchange, then deleted unless a legal reason requires holding it longer. Server logs are kept by the hosting provider on its standard cycle, which is typically 30 to 90 days, and the company does not extend that. A newsletter address is kept until you unsubscribe, after which it is removed from the sending list within a short technical window. The local storage entry remains in your browser until you clear it, since it lives on your device rather than on the company's systems. Nothing in this list is kept for resale, because nothing here is sold. Backup copies kept by providers expire on the providers' ordinary schedules rather than being held apart.
8. Who receives the information
The circle of recipients is small and is described here by role rather than by name. A hosting provider serves the pages and holds the routine server logs described above. A form delivery service relays contact form submissions to the company's mailbox. An email service holds the company's mailboxes and sends The Timetable. Each provider processes information in order to supply its service and under its own security commitments. The company does not sell personal information and, as of the updated date, shares no reader lists with advertisers. Information may be disclosed if a law, court order, or lawful demand genuinely requires it, and any such disclosure is kept as narrow as the demand allows.
9. Where the information is processed
Hayrace Media LLC operates from Rhode Island, and its service providers process information mainly in the United States. If you read from outside the United States, your messages and subscription details will be transferred to and handled in this country. United States law protects personal information differently than the law of your home country may. For readers in the European Economic Area and the United Kingdom, transfers rest on recognized safeguards, such as standard contractual clauses, where the law requires them. If you would rather not have information handled in the United States, the practical choice is to read the site without writing in.
10. Rights for readers in Europe and the United Kingdom
Where the GDPR or the UK GDPR applies, you may ask for access to the personal information the company holds about you. You may ask for correction of inaccurate details, for erasure, for restriction of processing, and for a portable copy of what you provided. You may object to processing based on legitimate interests, and you may withdraw any consent you gave earlier. Requests go to [email protected], and the company may ask a question or two to confirm the request is really yours. You also have the right to complain to your local supervisory authority, though the company would appreciate the chance to sort things out first. There is no charge for any of these requests, and no reason needs to be given for most of them.
11. Rights in several United States states
Readers in California have rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act, including rights to know, access, correct, delete, and opt out of the sale or sharing of personal information. Readers in Virginia, Colorado, Connecticut, Utah, and Texas hold similar rights under the VCDPA, the CPA, the CTDPA, the UCPA, and the TDPSA respectively. As of the updated date, the company sells no personal information and processes none for targeted advertising, so there is nothing to opt out of, though requests are honored all the same. The company does not treat readers differently for exercising any right. Requests go to [email protected], receive a response usually within 45 days, and may be extended once where the law allows, with notice. Where a state provides an appeal path, the reply will explain how to use it.
12. Children and this site
The gazette is written for a general readership and is not directed to children under 13 years of age. The company does not knowingly collect personal information from children under 13, and the site has no features aimed at them. If you believe a child under 13 has sent personal information to the gazette, please write to [email protected]. The information will be deleted promptly, in keeping with the Children's Online Privacy Protection Act. Parents and guardians are welcome to write with any question about how this site works. Schools and youth groups planning a walk are welcome to write through an adult, which keeps this section satisfied.
13. How information is protected
The site is served over an encrypted connection, and mailboxes are protected with modern authentication. Access to correspondence is limited to the people who need it, which at a company this size is a very short list. Service providers are chosen with care and hold their own published security commitments. Even so, no method of transmission or storage can honestly be described as entirely without weakness. For that reason, please keep truly sensitive details out of letters to the gazette, since a note about a walking route rarely needs them. If the company ever learns of a breach that affects you, it will say so plainly and quickly, as the law requires.
14. Changes to this policy
This policy may change as the gazette grows or as the law shifts, and the date at the top records the latest revision. Material changes, such as the introduction of consent-based advertising or a new category of collection, will be described plainly on this page before they take effect. Smaller edits, such as clearer wording, may be made without ceremony. Continuing to use the site after a revision means the current version applies to that use. If a change matters to you, the contact below is the right place to raise it. Earlier versions can be shared on request, so changes can be compared line by line.
Contact about this policy
Privacy questions and data requests go to [email protected], the address reserved for these matters. You can also write by post to Hayrace Media LLC, 50 Kennedy Plaza, Providence, RI 02903, United States, or call +1 (401) 421-5836. The office keeps hours on Monday, Wednesday, and Friday, from 9:00 am to 3:00 pm, Eastern Time. General letters about routes and articles are better sent to [email protected], so the privacy mailbox stays clear for its purpose.