Donor Privacy Policy

The Boys & Girls Club of Lewis County respects the privacy of its donors and has put in place a Donor Privacy Policy to honor these rights.

Donor Information Sharing

BGCLC does not sell, rent, trade, or share our donor’s personal information with any other organizations.

We respect our donors’ choices and control over their information. You, as a donor may, at any time, have your name excluded from any donor list exchange activity. To ask that your name be excluded from list exchange activity or to otherwise change how BGCLC contacts you, please email us at [email protected].

From time to time BGCLC will share donor or prospective donor information with Clubs to ensure collaborative efforts.

If an individual requests that information be shared with a Boys & Girls Club then BGCLC will comply with their wishes.

BGCLC never sends out mailings on behalf of other organizations.

BGCLC expects vendors to uphold privacy guidelines. If data is shared, a Non-Disclosure Agreement will be entered into with the vendor and the sharing of data is prevented by contract stipulations that are present in contacts between BGCLC and our vendors.

Collection Of Data

BGCLC collects personal data through event registration, email subscription, online donation services, postal mail, wire transfer, phone, and other electronic means. We only collect this information when users submit it voluntarily or through the public domain. If a user prefers not to submit such information online, they may contact BGCLC to determine an appropriate channel to transmit this information.

From these services, we may collect a person’s first name, last name, email address, company, position, secondary email address, address, city, state, zip code, and phone numbers (home, work, or mobile). We may collect event-specific information pertaining to a person’s attendance, meal preferences and guests. We may collect the provided name and email of a spouse, contributor or foundation to facilitate the recognition for a gift. This confidential information is kept on file for IRS purposes.

BGCLC complies with CANSPAM and at any time donors, volunteers, alumni and friends may “opt- out” or be removed from our contact lists and can unsubscribe to emails. BGCLC will discontinue contact with any person upon oral or written request. For questions regarding our privacy policy or to make an “opt-out” request, please feel free to contact us at: Boys & Girls Club of Lewis County Administrative Services 2071 Jackson Hwy, Chehalis, WA 98532: 360-345-1700 Email: [email protected]

BGCLC will maintain an electronic record in our database of all requests for discontinuance of contacts. Oral requests will be recorded in writing by BGCLC staff and will then be permanently recorded in the electronic donor database.

Storage Of Data

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Donor information is maintained in a password-protected, secured database. Only authorized personnel have access to this information and only for appropriate business purposes. This information is shared with board members and authorized staff, only on a confidential and need-to-know basis.

Discontinuing Contact Upon Request

It is the policy of Boys & Girls Club of Lewis County (BGCLC) to communicate with donors according to their expressed preferences whenever possible. BGCLC will discontinue or change the method used to contact any person upon that person’s oral or written request.

To change your contact information or remove your name from our contact list, please contact us at [email protected] or 360-345-1700.

BGCLC publishes a list of the names of donors over a designated amount in an annual report. Options for anonymous giving and “opt-out” selections are available. Please contact BGCLC for these requests.

BOYS & GIRLS CLUB /YOUTH INFORMATION

Any data maintained by BGCLC related to local Boys & Girls Club affiliates is considered confidential and proprietary and will not be shared with third parties without permission. BGCLC follows the standards set forth above to protect any data received as a result of dues or other payments to BGCLC.

BGCLC does not intend to collect personal information from children under the age of 13. While we encourage children to visit our site and learn more about our programs, we recommend, however, that parents approve and closely supervise the activity of their children at this and all other online sites. We urge children to check with their parents before entering information on any website and we urge parents to discuss with their children restrictions regarding the online release of personal information to anyone they don’t know.

Release Of Information

BGCLC will not use pictures or names without a signed consent form.

BGCLC currently requires a signed parental/guardian release when utilizing children’s stories for fundraising or marketing.

BGCLC may use the story of a child and use a fictitious name to protect their privacy.

EVENTS

Event Attendee’s Information

BGCLC may utilize a system to collect information about guests that are seated at event tables. This information may include name, email, company and address.

Guests may follow the “opt-out” options outlined in this policy.

Privacy Enforcement With Vendors

If data is shared, a Non-Disclosure Agreement will be entered into with the vendor and the sharing of data is prevented by contract stipulations that are present in contacts between BGCLC and our vendors. We do not authorize these service providers to use or disclose the information except as necessary to perform services on our behalf or to comply with legal requirements.

BGCLC may also occasionally ask users to complete surveys for research purposes. There also may be services on our website that require you to fill out an online form or send BGCLC an e-mail message in order to utilize these services. BGCLC collects any information that you provide in such circumstances, including any personal information.

Privacy Enforcement With Corporations/Employee Giving

Some corporations support BGCLC through employee giving programs and campaigns. Generally these are managed by the corporation and are processed through payroll deduction.

BGCLC seeks permission from the corporation before adding any employees to the BGCLC database.

BGCLC may share cumulative giving totals, but will not share individual donor/employee names.

Employees may participate in matching gift programs with their employers. Matching gift requests are sent to the corporation for processing with the knowledge of the employee and the appropriate paperwork.

EMPLOYEE AND VOLUNTEER PRIVACY

Human Resources

The BGCLC Human Resources department ensures that all documents and paperwork that contain personal information, including social security numbers are protected at all times. The primary storage area for all personnel records is a confidential file room which is located in the BGCLC Human Resources department.

All BGCLC Trustees and BOD members have annual background checks that are processed by the BGCLC Human Resources department, yet an external third-party specialist company actually runs the background checks.

All BGCLC employees undergo annual background checks.

Boys & Girls Clubs are required to run annual background checks as well on their employees and volunteers, and they may use several options, including the local Police Department or one of the professional external third-party companies that specialize in this area.

Completed BGCLC employment applications are received and hosted through Paycom. This data is accessed through a protected web portal accessed only by Human Resources staff.

Online Privacy Policy

Boys & Girls Club of Lewis County Privacy Policy

This site is provided by Boys & Girls Club of Lewis County (BGCLC) is committed to complying fully with the Children’s Online Privacy Protection Act of 1998. BGCLC does not intend to collect personal information from children under the age of 13. Our information collection practices are described below. While we encourage children to visit our site and learn more about our programs, we recommend, however, that parents approve and closely supervise the activity of their children at this and all other online sites. We urge children to check with their parents before entering information on any website and we urge parents to discuss with their children restrictions regarding the online release of personal information to anyone they don’t know.

The Information Boys & Girls Club of Lewis County Collects

We respect your privacy as our online guest, and we will not collect any identifying or personal information about you while you are here except as set forth in this Privacy Policy.

We may ask you for identifying and personal information to:

Invite you to receive periodic e-mail updates about our progress: When you accept, or “opt in,” we ask you to give us your e-mail address and respond to some questions that help us tailor our information to your interests. You can “opt out” of receiving these periodic updates at any time.

Processing any online donations you make to BGCLC. When you donate to honor someone else, we do not use the information you give us about that person for any other purpose.

Accepting your online “registration” at our site: When you agree to give us identifying and personal information, you are giving that information only to BGCLC and the parties we have involved in operating this site. You are giving it solely to enable the services this site provides.

Processing registration information for online sweepstakes or contests on the BGCLC website: When you agree to give us identifying and personal information, you are giving that information only to BGCLC and the parties we have involved in operating this site. You are giving it solely to enable the services this site provides.

This list is not exhaustive, but meant to give the website user an idea of the data collecting on this website.
BGCLC also may collect IP addresses, domain names, and similar items regarding users of this site to measure the number of visits, pages visited, average time spent on this site, and similar items.

“Cookies” may be used in connection with this site. A cookie is a small amount of identifier data that is sent to your browser from a web server and stored on your computer’s hard drive. By using cookies, information is potentially collected without your express knowledge. Most browsers are initially set to accept cookies but permit you to change the setting to refuse cookies or to be alerted when cookies are being sent. While refusal to accept cookies will not prevent the use of some portions of this site, other portions of this site may not function properly without cookies.

How Boys & Girls Club of Lewis County Uses the Information It Collects

Boys & Girls Club of Lewis County (BGCLC) uses the information it collects through this site to improve its marketing and promotional efforts, to improve its content, and to customize this site’s services, content, and layout. BGCLC may provide the information it collects through this site to BGCLC’s business partners, and to third parties who provide services on BGCLC’s behalf. BGCLC may use the information it collects through this site to inform you of new services, changes, or promotions. If you do not want us to send you this type of information, please let us know by contacting us at [email protected]. We will not disclose your personal information collected through this site to third parties except as described in this Privacy Policy without first informing you of such change in our disclosure practices and providing you a choice regarding such disclosure.

Generally, BGCLC may use cookies and the information they provide to: (a) remind us of who you are; (b) access your account information in order to deliver to you better and more personalized service; (c) estimate our audience size; (d) determine the nature and extent of repeat usage; and (e) measure certain traffic patterns to understand how users’ habits are similar or different from one another, so that BGCLC may improve our site.

BGCLC understands the importance of privacy and confidentiality to users of this site. BGCLC will not share personal information you submit through this site with companies not affiliated with BGCLC for purposes of marketing or promoting events, products, or similar items, unless such events, products, or similar items are related to BGCLC, and except that BGCLC may, from time to time, make personal information available to selected third parties, but only in the aggregate.

BGCA may disclose information it collects through this site when required to do so by a court, regulatory agency, subpoena, law, regulation, or other body of competent jurisdiction and authority, and for administrative and other purposes that BGCLC deems necessary to maintain, service, and improve its products and services and to protect its rights and property. Finally, if you become involved in any violation of security, violation of this website’s Terms of Use, or violation of any party’s or third party’s rights, BGCLC may release information about you to assist in investigating, resolving, or remediating any such incidents.

Integrity and Security

Not selling your information – Boys & Girls Club of Lewis County (BGCLC) will not sell, trade, rent or exchange its donor list and donor’s personal information with any other organization. From time to time BGCLC will share donor or prospective donor information with Clubs to ensure collaborative efforts. If an individual requests that information be shared with a Club, the BGCLC will comply with their wishes.

Use of SSL and encryption – When Boys & Girls Club of Lewis County (BGCLC) transfers and receives certain types of sensitive information such as online donations and account information, we direct visitors to a secure server, which communicates via SSL encryption and which has been designed to reduce the possibility of interception and hacking. You’ll know that you’re in a secure area of our website when the “http” portion of the BGCLC website address in your browser changes to “https.” The “s” stands for “secure.”

Restricting who has access to your information – Boys & Girls Club of Lewis County (BGCLC) takes precautions to ensure that your personal information is accessible only to authorized individuals, whom are required to comply with our privacy policy.

BGCLC employs commercially reasonable managerial and technical measures to help protect the security and integrity of the personal information it collects online through this site. You acknowledge, however, that no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while BGCLC strives to protect your personal information, BGCLC cannot ensure the security of any information you transmit to or from this site.

Privacy Practices of Other Sites

This Privacy Policy only addresses the use and disclosure of information Boys & Girls Club of Lewis County (BGCLC) collects online through this site, not information that BGCLC collects through other sources. For your convenience, this site may contain links, or addresses, that you can simply click to open other useful sites where we do not control the content or privacy policy. Carefully review the approach these sites take to your privacy before you use them or provide them with information.

We assume no liability for any unauthorized actions of third parties or accidental transmission errors that may disclose information about you, and BGCLC is not responsible for these other sites’ privacy practices, which may be different from BGCLC’s privacy practices.

Contacting Boys & Girls Club of Lewis County About Your Personal Information

If you would like to review the personal information that Boys & Girls Club of Lewis County (BGCLC) has collected about you through this site in order to verify its accuracy and completeness, or if you have a question or complaint regarding BGCLC’s privacy practices, or to request that BGCLC delete your personal information from its records, please contact BGCLC at [email protected]. Boys & Girls Club of Lewis County may revise this Privacy Policy at any time by updating this posting.