PRIVACY POLICY

Our Unwavering Commitment to Data Integrity and Trust

The ANTHONY WAYNE VOCALS ARTS BOOSTER (AWVAB), located at 5967 FINZEL ROAD, WHITEHOUSE, OH 43571, is profoundly committed to supporting and promoting the vocal arts while simultaneously protecting the privacy and personal information of our students, their families, our dedicated volunteers, and our generous donors. We understand that in the digital age, trust is paramount, particularly for a non-profit organization that works closely with minors and manages sensitive financial contributions. This Comprehensive Privacy Policy is designed to clearly articulate our practices regarding the collection, use, maintenance, protection, and disclosure of information we gather through our website (awvob.site), online forms, email communications, and through our various fundraising and administrative activities. We aim for complete transparency in outlining our data stewardship responsibilities, ensuring that every member of the AWVAB community understands their rights and our legal obligations. By engaging with our organization, utilizing our resources, participating in our programs, or making donations, you acknowledge and consent to the practices described in this policy. We urge you to read this document carefully and to contact us immediately if you have any questions or require further clarification regarding our data handling procedures, as your confidence in our organization is essential to the success of our mission to foster artistic growth and celebrate the joy of vocal performance.

INFORMATION WE COLLECT: CATEGORIES AND PURPOSE

The information collected by the ANTHONY WAYNE VOCALS ARTS BOOSTER is necessary to perform our core mission: providing logistical, financial, and promotional support for the vocal arts program. The data we collect generally falls into four distinct categories, each serving a specific, operationally necessary purpose.

1. Directly Provided Personal Identification Information (PII)

This category includes any information that can be used to specifically identify an individual, and is primarily collected when a person registers to volunteer, makes a donation, fills out a scholarship application form, or signs up for our organizational newsletters and communications. The collection of this data is entirely voluntary, but is often required to access specific services or administrative functions.

  • Contact Data: Full legal names of parents/guardians and students, mailing addresses (required for tax receipts and official communication), telephone numbers (critical for emergency contacts and logistical coordination during travel/events), and primary email addresses (used for all official correspondence, scheduling, and fundraising appeals).
  • Student Demographic Data: While generally managed by the associated school, AWVAB may collect limited data for specific purposes, such as student names, grade levels, and ensemble participation groups (e.g., “High School Show Choir,” “Middle School Ensemble”) strictly for event logistics, program listings, and communication routing within the Booster organization.
  • Volunteer Qualification Data: For individuals signing up to chaperone or volunteer for high-contact roles, we collect information pertaining to volunteer interest areas, availability, and may require confirmation of successful completion of external background checks mandated by the school district, which, while not stored directly by us, is tracked for compliance purposes.
  • Health and Emergency Data: For students participating in Booster-funded travel or extended off-site activities, we may require essential emergency contact names, relationship to the student, and relevant medical information (e.g., allergies, required medications) to be provided directly to our Program Liaison and Chaperone Coordinator for the duration of the activity, ensuring student safety and rapid response in an emergency situation.

2. Financial and Transactional Information

As a non-profit organization, fundraising and fiscal transparency are central to our function. We collect necessary information related to financial transactions to process donations, issue tax-deductible receipts, and manage scholarship distributions.

  • Donor Data: When making a donation, donors provide their name, billing address, donation amount, and preferred payment method. Crucially, AWVAB does not directly store sensitive financial data, such as full credit card numbers or bank account details. All online payment processing is outsourced to reputable, PCI-compliant third-party payment processors (e.g., PayPal, Stripe, etc.), whose privacy policies govern the secure handling of your payment information. We retain only the necessary confirmation of payment, the amount, and the donor’s contact information required for tax reporting and acknowledgment purposes.
  • Expenditure Data: For reimbursements and expense tracking, we collect banking information (limited details for direct deposit) from volunteers and vendors, names, addresses, and transaction details to ensure accurate budgetary accounting and transparency, which is maintained in secure, restricted-access digital and physical records as required by non-profit governance standards.

3. Automatically Collected Digital Data (Usage Information)

When you interact with our website (awvob.site) and digital communications, certain non-personally identifiable information is automatically collected through technology to help us improve site functionality, optimize user experience, and gauge the effectiveness of our communication strategies.

  • Log Data: This includes information such as your Internet Protocol (IP) address, browser type and version, operating system, the pages of our site you visit, the time and date of your visit, the time spent on those pages, and other usage statistics. We use this data, which cannot identify you as an individual, for technical diagnostics and monitoring site performance.
  • Cookies and Tracking Technologies: Like many modern websites, we use “cookies,” which are small data files placed on your device, to enhance your experience. These cookies help us remember your preferences, track site activity, and analyze web traffic patterns. You have the ability to accept or decline cookies through your browser settings, but please note that disabling cookies may affect the functionality of certain parts of our website, especially those related to sign-ins or payment portals.
  • Analytics: We utilize tools like Google Analytics to track user interaction, which helps us understand which content is most valuable to our community (e.g., which program section or volunteer form is viewed most frequently). This data is aggregated and anonymized before analysis.

4. Publicly Disclosed Media and Imagery Data

Given our focus on performance, the public sharing of media is a key component of our mission to promote and celebrate our students’ achievements.

  • Photographic and Video Content: We routinely capture high-quality photographs and video footage of students participating in rehearsals, concerts, showcases, and competitions. This media is collected with the express written consent of parents/guardians, and the resulting content may feature recognizable student images and audio (vocal performance). The purpose of collecting this media is strictly for non-profit promotional use, including website display, social media posts, program booklets, and fundraising materials. This use is always aligned with the signed media release provided by the parent or guardian at the beginning of the program year, ensuring parental control over public exposure.

HOW WE USE YOUR INFORMATION: ALIGNED WITH OUR MISSION

The ANTHONY WAYNE VOCALS ARTS BOOSTER uses the information we collect for specific, mission-critical purposes, always striving to use the least amount of PII necessary to achieve the desired outcome. Our uses are categorized as follows:

1. Core Operational Support and Logistics

We use contact and enrollment data to manage the day-to-day operations of the Booster organization, ensuring the smooth execution of all activities designed to support the vocal program. This includes coordinating complex schedules, reserving rehearsal spaces, managing costume distributions, organizing transportation logistics for competitions and performance tours, and ensuring that all necessary equipment (microphones, sound systems, etc.) is procured and deployed effectively. Emergency contact and health data are used exclusively to ensure the immediate safety and well-being of students during Booster-sponsored events, travel, and extended activities, accessed only by authorized chaperones and the Program Liaison when necessary.

2. Communication and Engagement

We use your contact information to maintain robust and timely communication with the entire AWVAB community. This includes sending out our regular email newsletters, distributing urgent alerts regarding schedule changes or weather-related cancellations, sharing updates on fundraising milestones, circulating volunteer sign-up opportunities, and sending official invitations to performances, showcases, and parent meetings. Our goal is to ensure you are always informed and engaged in the success of the vocal program, using targeted communication to enhance family involvement, which is the backbone of our organization.

3. Fundraising, Fiscal Management, and Stewardship

The primary use of donor and financial information is for the direct purpose of fulfilling our non-profit mandate: raising and managing funds to support the vocal program. We use this data to process donations accurately, issue official tax receipts in compliance with IRS regulations, track fundraising campaign success metrics, and maintain a secure donor database for stewardship purposes. We also use this information to thank our supporters, recognize major donors (with their explicit consent), and tailor future fundraising appeals based on a donor’s demonstrated giving history and interest areas, ensuring that our appeals are respectful and relevant to our dedicated community of supporters.

4. Promotion, Celebration, and Recruitment

As noted in the media data collection, we use photographs and video footage of student performances and activities, obtained with clear parental consent, to promote the excellence and joy of the vocal arts program to the wider community. This promotional use is critical for inspiring new students to join, demonstrating the value of our programs to potential corporate sponsors, and celebrating the tremendous artistic achievements of our students on our website and social media channels. The public visibility generated by this content is a powerful tool for recruitment and for securing the long-term viability and growth of the vocal program.

5. Research, Analysis, and Service Improvement

The non-personally identifiable usage data collected automatically (via cookies and analytics) is used to analyze the performance of our digital platforms. This helps us understand visitor flow, identify website technical issues, and determine the most effective communication strategies. By continually analyzing this data, we can make informed decisions about site restructuring, content optimization, and allocating resources to ensure our digital presence is as professional and accessible as possible, thereby maximizing our efficiency in supporting the students.

DISCLOSURE AND SHARING OF YOUR INFORMATION

The ANTHONY WAYNE VOCALS ARTS BOOSTER does not sell, rent, or trade any personal information we collect with third parties for their independent marketing or solicitation purposes. We only share information with third parties when it is absolutely necessary to carry out our core mission, comply with the law, or protect the safety of our students.

1. Sharing with Affiliated Organizations

  • The School and Artistic Staff: We share necessary logistical and student group data (names, ensemble lists, emergency contacts) with the vocal arts program’s official artistic directors and school administration. This sharing is essential for coordinating rehearsals, performance events, ensuring compliance with school policies, and integrating Booster support seamlessly with the academic program structure.
  • Third-Party Service Providers: We engage trusted third-party service providers to perform functions on our behalf. These include:
    • Payment Processors (e.g., Stripe, PayPal): For securely handling online donations and ticket sales. They receive the minimum necessary financial data to process the transaction and are legally and contractually obligated to adhere to strict security and privacy standards (PCI Compliance).
    • Email Communication Platforms (e.g., Mailchimp, Constant Contact): For sending mass communications, newsletters, and fundraising appeals. They receive names and email addresses and are contractually forbidden from using this data for any purpose other than facilitating our direct communication to you.
    • Website Hosting and Analytics Providers (e.g., Google Analytics): For maintaining our website and analyzing non-personal traffic data.

2. Legal Requirements and Safety Protection

We may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to: (a) comply with a legal obligation, court order, subpoena, or valid legal process; (b) protect and defend the rights or property of AWVAB; (c) act in urgent circumstances to protect the personal safety of users of the website, students, or the public; or (d) protect against legal liability. This commitment ensures our compliance while maintaining the highest ethical standard for safety.

3. Public and Promotional Disclosure (Media)

As detailed in the collection section, media, including student names (first name only, or full name only with specific consent), photographs, and video clips, may be publicly disclosed on our official website, social media channels, and in printed promotional materials. This public sharing is a fundamental element of our mission to celebrate student achievement and is always governed by the explicit, documented media release consent provided by the student’s parent or guardian. Parents have the continuous right to revoke this consent by contacting us via our official email address.

CHILDREN’S PRIVACY AND COPPA COMPLIANCE

The ANTHONY WAYNE VOCALS ARTS BOOSTER, as a non-profit organization supporting school-based programs, is committed to complying with the Children’s Online Privacy Protection Act (COPPA), where applicable, and, more broadly, to ensuring the highest level of privacy and protection for our student participants, who are often minors under the age of 18.

1. Parental Consent and Control

We do not knowingly collect Personal Identification Information (PII) online directly from children under the age of 13 without verifiable parental consent, except as permitted by COPPA. All registration, application, and consent forms that may collect PII related to a student are directed toward and must be completed by a parent or legal guardian. The parent/guardian must provide explicit consent for the student’s participation in any Booster-supported activity that requires PII submission (such as emergency contact forms for trips).

2. Specific Protections for Student Data

Data related specifically to students (name, grade, group, emergency info) is treated with the highest sensitivity. This information is never used for targeted third-party advertising, nor is it sold or rented. Access to this data within the organization is strictly limited to the Board Chair, Treasurer, Program Liaison, and necessary chaperones during supervised events. This strict access control ensures that sensitive student information remains secured and is used only for the purposes of safety, coordination, and logistical support as authorized by the parents.

3. Media Consent Revocation

Parents/guardians have the unilateral and continuous right to review the personal information we have collected about their child (if any, beyond the standard enrollment lists provided by the school) and to withdraw consent for the future use and public display of their child’s image, voice, or name in our promotional materials. To revoke consent, please send a formal written request to info@awvob.site with the subject line “REVOKE MEDIA CONSENT – [Student Name].” We will then take all reasonable steps to remove the child’s image from future promotional and digital materials within 30 days of receiving the request.

DATA SECURITY, RETENTION, AND INTEGRITY

1. Security Measures

The security of your Personal Identification Information is of paramount importance to the ANTHONY WAYNE VOCALS ARTS BOOSTER. We implement and maintain a variety of physical, electronic, and managerial safeguards designed to protect the information we collect and process against accidental loss, unauthorized access, alteration, or disclosure. Our security measures include:

  • Secure Digital Storage: All PII is stored on password-protected, encrypted cloud-based servers with limited, role-based access granted only to necessary board members.
  • Physical Security: Physical documentation (such as mailed checks or paper consent forms) is stored in locked filing cabinets at the official administrative address (5967 FINZEL ROAD, WHITEHOUSE, OH 43571).
  • Restricted Access: Access to sensitive data, such as emergency contact lists or financial information, is strictly limited to a small number of authorized board members and is never shared with the general volunteer base.
  • Third-Party Vetting: We only contract with third-party vendors and payment processors who demonstrate a verifiable commitment to industry-standard data security protocols and compliance.

However, please be aware that despite our best efforts, no electronic transmission or storage method is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security, and any transmission of personal information is done at your own risk.

2. Data Retention Policy

The ANTHONY WAYNE VOCALS ARTS BOOSTER retains personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Donor and Financial Data: We retain financial transaction records (but not credit card numbers) for a minimum of seven (7) years to comply with tax and non-profit auditing requirements.
  • Student Logistical Data: Information such as student name and ensemble participation is retained for the duration of the student’s involvement in the program. Emergency contact and health forms are deleted or securely destroyed immediately following the conclusion of the specific travel or event for which they were collected.
  • Communication Data: Email lists and general inquiry records are maintained until an individual unsubscribes or requests removal, after which we will securely delete the data, unless there is an outstanding legal requirement to retain it.

YOUR PRIVACY RIGHTS AND CHOICES

You have several rights regarding the personal information the ANTHONY WAYNE VOCALS ARTS BOOSTER collects, and we are committed to respecting these choices.

1. Access, Correction, and Deletion

You have the right to request access to the personal information we hold about you (e.g., your donor history, volunteer hours, or contact details) and to request that we correct any inaccurate or incomplete data. Furthermore, you have the right to request the deletion of your personal data from our systems, subject to our legal obligations to retain certain financial or tax-related records. To exercise these rights, please send an official written request to info@awvob.site.

2. Opt-Out of Communications

You may choose to opt-out of receiving non-essential marketing, fundraising, and informational communications from us at any time. Every mass email we send includes an “Unsubscribe” link at the bottom, which allows you to instantly remove your email address from our general mailing lists. Please note that opting out of general communications will not prevent you from receiving essential administrative and emergency messages directly related to your student’s participation in a time-sensitive event, such as a last-minute rehearsal cancellation or travel update.

3. Cookies and Tracking

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. As noted, if you do not accept cookies, you may not be able to use some portions of our website functionality, particularly interactive elements like ticketing or donation portals.

THIRD-PARTY LINKS AND POLICY CHANGES

1. Links to Other Websites

Our website may contain links to other websites that are not operated by us (such as links to the school district’s website, competition organizers, or our third-party payment processors). If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit, as we have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

2. Changes to This Privacy Policy

The ANTHONY WAYNE VOCALS ARTS BOOSTER reserves the right to update or change our Privacy Policy at any time to reflect changes in our operational practices, legal obligations, or the services we offer. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of the document. For material changes that significantly affect how we use or share PII, we will notify you through the primary email address associated with your account or by placing a prominent notice on our website homepage prior to the change becoming effective. We encourage you to review this Privacy Policy periodically for any changes.

CONTACT US

If you have any questions, concerns, or comments about this Comprehensive Privacy Policy, or if you need assistance exercising your rights, please contact the ANTHONY WAYNE VOCALS ARTS BOOSTER’s administrative team directly:

By Email (Preferred Method): info@awvob.site

By Mail: ANTHONY WAYNE VOCALS ARTS BOOSTER 5967 FINZEL ROAD WHITEHOUSE, OH 43571