Privacy Policy

Information We Collect

We collect information that you provide to us through this website and our member portal, including:

• Contact details, such as your name, email address, mailing address, and phone number.
• Membership information, such as your membership application, status, committee involvement, and dues records.
• Youth program participant information provided by parents or guardians, such as a mentee application, the participant's name, school and grade information, and emergency contacts.
• Donation records, such as the amount and date of a contribution.
• Event registrations, such as your RSVP and attendance information.
• Application data, including signatures captured when you submit a membership or youth program application.

How We Use Your Information

We use the information we collect to:

• Operate the chapter, including managing membership, committees, governance, and events.
• Send you the communications you have opted into, such as newsletters, event notices, and program updates.
• Administer our programs, including the youth mentoring program.
• Process donations and dues payments.

Communications

Email. We send email communications (such as newsletters and chapter updates) to people who have provided their email address. You can unsubscribe at any time using the unsubscribe link in any email or by contacting the chapter.

Text messages (SMS). We send text messages only to people who have expressly opted in. For full details on how SMS consent is collected and how to opt out, see our Text Messaging (SMS) Policy. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Connected Email Accounts (Google Workspace)

An officer who holds a role tied to a chapter email address may choose to connect that Google Workspace mailbox (for example, treasurer@100bmgdfw.org) to the member portal using Google's secure sign-in. This connection is optional and is used only to:

• Send messages on the chapter's behalf from that role mailbox — for example, an email from the Treasurer to a member — so the message appears in the mailbox's own Sent folder.
• Record communication history with the chapter's existing contacts and members. The portal only stores messages exchanged with people already in the chapter's records; email with anyone else is never read, stored, or displayed.

We request the minimum Google permissions needed for this: permission to send mail as the connected mailbox, and read access used solely to match and record correspondence with existing chapter contacts. Access tokens are encrypted at rest, stored email is protected by the same role-based access controls as the rest of the portal, and a mailbox connection is automatically disconnected when the officer leaves the role or their account is deactivated. An officer can disconnect a mailbox at any time from the portal.

The portal's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell this data, use it for advertising, or transfer it to others except as needed to provide the portal's features to the chapter.

Service Providers

We use a small number of service providers that process information on the chapter's behalf and only as needed to provide their services to us: payment processing (donations, dues, and event payments), email delivery, text messaging, accounting, file storage, and — when an officer connects a chapter mailbox — Google Workspace / Gmail. These providers act on our instructions; we do not sell your information, and we do not share it with third parties for their own marketing purposes.

Children's Privacy

Information about youth program participants is collected with the consent of a parent or guardian, who completes the program application on the participant's behalf. We use this information only for program administration, such as enrollment, mentoring pod assignments, attendance, and program communications.

Data Retention & Security

We retain information for as long as it is needed for chapter operations and program administration. We protect it with reasonable safeguards, including encrypted credentials and role-based access controls that limit who within the chapter can view and manage records.

Your Choices

You can opt out of email communications at any time via the unsubscribe link in any email, and you can opt out of text messages by replying STOP to any message (see the SMS Policy). You can also request corrections to your information by contacting the chapter.

Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at info@100bmgdfw.org.