CaRCC Privacy Policy

The Campus Research Computing Consortium (CaRCC) is committed to protecting your privacy and strongly believes that Members should have control of and say over their personal information. This Privacy Policy describes how CaRCC collects, uses, and shares your information when you use and interact with our Services and applies to all persons who use our Services. Our Privacy Policy governs your access to and use of all CaRCC operated and controlled websites including and  (the “Websites”), our membership management tool (“WildApricot”), and all other membership services controlled or provided by CaRCC (collectively, “Services”).

If you have questions about the or practices, or if you need to contact us about the information we collect about you, please email us at

Information Collection & Use

CaRCC collects data about you and your use of the Services (“Personal Data”) through various means, including when you provide information when you:

  • Make an account in our membership management tool and/or add information to your profile;
  • Sign up for membership to our People Network;
  • Login and use our portal tools;
  • Register for in-person or online events;
  • Sign in to online events;
  • Submit forms and applications;

and when we automatically collect information about you when you access, use, or interact with our Services. We use this information for a variety of different reasons, including to improve Services and to tailor Services and communications to you.

CaRCC processes Personal Data collected through its Services on the lawful basis of legitimate interests to provide these Services to you. Such processing is necessary for the purposes of the legitimate interests pursued by CaRCC or by our Service Providers related to these Services.


CaRCC may require you to register for a CaRCC Membership Account (using a third-party membership management system, currently WildApricot) in order to use certain Services, such as the CaRCC People Network. We do not require you to register to use all of our Services. However if you do register for Services offering a CaRCC Membership Account, you will gain access to those areas and features of those Services that require registration. CaRCC will collect certain information about you in connection with your registration for your CaRCC Membership Account, which may include Personal Data and other information such as a username, password, personal profile, pictures, and your location (should you choose to provide them). Some of your CaRCC Membership Account information, like your name and affiliation, may be displayed to others in the community by default, but sharing information from your Profile is in your control (see the WildApricot Privacy Policy for details). It is your responsibility to update your Profile’s privacy settings. You are not required to provide your Personal Data; however, if you choose to withhold certain Personal Data, we may not be able to provide you with certain Services.

CaRCC may require you to create a Portal Account in order to use certain Services, such as the Capabilities Model assessment tool. We do not require you to register to use all of our Portal Services. However if you do register for Services offering a Portal Account, you will gain access to those areas and features of those Services that require authentication (note that some Services may have additional requirements, such as an institution having contributed Capabilities Model assessment data). CaRCC will collect certain information about you in connection with your registration for your CaRCC Portal Account, which may include information such as an email address and institutional affiliation. This information will not generally be shown to others outside your institution.


If you sign up for a CaRCC Membership or Portal Account, attend a conference or event, email us, subscribe to our newsletters, mailing lists, publications, or blogs, or fill out CaRCC forms, we may keep your message, email address, and contact information to respond to your requests, provide the requested products or Services, and to provide notifications or other correspondences to you. Please note that requests to remove your email address from our lists may take time to fulfill.

CaRCC Website Use Information


CaRCC may track how you use and interact with our Services through the use of cookies, web beacons, links, and other tracking technologies, to help analyze the use of and improve its Services. These technologies may automatically collect information about your use of Services and other online activities, including our email correspondences, third-party services, and client applications. Some Services may not function properly if you disable cookies. Such data may include analytics information, sites visited before visiting our Services, browser type, operating system, and tracking of your interactions with our content, and emails.

Access to the Information CaRCC Has Collected About You

CaRCC provides registered users with a Profile which has settings within its Services to help you access, correct, delete, or modify your personal information associated with our Services.  CaRCC welcomes you to contact us regarding the information we have collected about you, including regarding the nature and accuracy of the data that has been collected about you, to request an update, modification, or deletion of your information, to opt-out of certain Services, uses of your information, or to withdraw any consent you may have granted to CaRCC.

We will retain your information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

Following termination or deactivation of a CaRCC Membership or Portal Account, CaRCC may retain your information and content for a reasonable time for backup, archival, and/or audit purposes.

We will also retain usage data for internal analysis purposes. Usage data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Transfer of Your Information

Your information may be transferred to computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. If you are located outside the United States and choose to provide information to us, please note that we may transfer the data to the United States and process it there (e.g., our current membership management system WildApricot uses servers hosted by Amazon Web Services (AWS), in the United States). Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Security of Your Information

CaRCC takes reasonable efforts to secure and protect the privacy, accuracy, and reliability of your information and to protect it from loss, misuse, unauthorized access, disclosure, alteration, and destruction. CaRCC implements security measures as we deem appropriate and consistent with industry standards. As no data security protocol is impenetrable, CaRCC cannot guarantee the security of our systems or databases, nor can we guarantee that personal information we collect about you will not be breached, intercepted, destroyed, accessed, or otherwise disclosed without authorization. Accordingly, any information you transfer to or from our Services is provided at your own risk.

Please do your part to help us keep your information secure. You are responsible for maintaining the confidentiality of your passwords and CaRCC Accounts, and are fully responsible for all activities that occur under your passwords or CaRCC Accounts.

Sharing of Your Information

CaRCC does not share your information with third parties except as needed to provide our Services (e.g., to support the membership management system or to work with a CaRCC contracted service provider such as an event venue, caterer, etc.), or as required by law. 

Aggregate and/or Deidentified Data. We may use and disclose aggregate, deidentified, and other non-identifiable data related to our Services for quality control, analytics, research, development and other purposes. Where we use, disclose, or process deidentified data we will maintain and use the information in deidentified form and will not attempt to reidentify the information except where permitted by law.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page, and via email and/or a prominent notice on our Service, prior to the change becoming effective.

Contact Us

If you have questions about the or practices, or if you need to contact us about the information we collect about you, please email us at