1. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for our events (Father-Daughter Dance, Mother-Son Gala, Father’s Day Weekend Celebrations, Family Fun Golf Challenge, etc.)
• Submit a contact form or inquiry
• Apply for sponsorship opportunities
• Make a donation to our organization
• Subscribe to our newsletter or mailing list
• Volunteer with our programs

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Event registration details (participant names, ages, relationships)
• Payment and billing information
• Company or organization name (for sponsorships)
• Demographic information (optional)
• Emergency contact information for event participants

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage patterns, including:

• IP address and location data
• Browser type and version
• Pages you visit on our website
• Time and date of your visit
• Time spent on pages
• Referring website addresses

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us remember your preferences and improve site functionality. You can control cookie settings through your browser preferences.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Event Management: To process event registrations, send confirmations, provide event information, and communicate updates
• Communication: To respond to inquiries, send newsletters, and provide information about our programs and upcoming events
• Payment Processing: To process donations, sponsorships, and event registration fees
• Program Improvement: To evaluate and improve our programs, services, and community impact
• Marketing: To send promotional materials about our mission, events, and sponsorship opportunities (with your consent)
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Safety and Security: To protect the safety of event participants and prevent fraudulent activity

3. How We Share Your Information

We may share your information in the following circumstances:

Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website, conducting our business, and serving our community, including:

• Payment Processors: To process donations and event payments securely
• Form Services: Cognito Forms for contact and registration forms
• Email Services: To send newsletters and event communications
• Event Management Platforms: To manage event logistics and registrations
• Website Hosting: To host and maintain our website

Event Partners and Sponsors

With your consent, we may share limited information with event partners and sponsors to enhance your event experience. This may include your name and participation in specific events.

Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Protect the safety of our staff, volunteers, and event participants

4. Children’s Privacy

Positive Image serves youth and families, and many of our events include minors as participants. We are committed to protecting the privacy of children under the age of 13 in compliance with the Children’s Online Privacy Protection Act (COPPA).

• We do not knowingly collect personal information directly from children under 13 without verifiable parental consent
• Event registrations for minors must be completed by a parent or legal guardian
• Parents/guardians provide emergency contact information and necessary medical information
• Photos or videos taken at events may include minors with parental consent

If you believe we have inadvertently collected information from a child under 13 without proper consent, please contact us immediately at positiveimageta@gmail.com, and we will promptly delete such information.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Secure socket layer (SSL) encryption for data transmission
• Secure payment processing through trusted third-party providers
• Regular security assessments and updates
• Limited access to personal information on a need-to-know basis
• Staff training on data protection practices

However, please note that no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Your Privacy Rights

You have the following rights regarding your personal information:

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within 30 days.

7. Third-Party Websites and Services

Our website may contain links to third-party websites and services, including:

• Social media platforms (Facebook, Instagram)
• Payment processors
• Event registration platforms
• Partner organization websites

We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Photography and Media Consent

Positive Image may take photographs and videos at our events for promotional, educational, and documentation purposes. These images may be used in:

• Our website and social media channels
• Marketing materials and newsletters
• Annual reports and fundraising materials
• Press releases and media coverage

By attending our events, you grant Positive Image permission to use photographs and videos that may include your likeness. If you do not wish to be photographed or have images of your child used, please notify event staff or contact us in writing.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. Factors affecting retention periods include:

• The nature of the information and why it was collected
• Legal, accounting, or reporting requirements
• Potential legal claims or disputes
• Our legitimate business interests

When personal information is no longer needed, we will securely delete or anonymize it.

10. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the “Last Updated” date at the top of this policy
• Post the revised policy on our website
• Notify you of significant changes via email or prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Minnesota-Specific Rights

As a Minnesota-based nonprofit organization serving the Twin Cities area, we comply with applicable Minnesota state laws regarding data privacy and protection. Minnesota residents have additional rights under state law, including enhanced protections for sensitive personal information.