This Privacy Policy explains how the Campaign collects, uses, protects, shares, and retains personal information. It applies to every person or organization that interacts with us, including youth participants, parents and guardians, mentors, volunteers, staff, speakers, donors, partners, vendors, media representatives, and visitors to our physical venues or online platforms. By engaging with the Campaign in any way, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, you should not provide personal information and should limit your interaction with our services.

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Our Mission and Why We Collect Data

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The Campaign exists to develop ethical leaders, empower youth from diverse communities, serve refugees and immigrants, build character and skills, and strengthen families and communities through education, mentoring, advocacy, and public service. We collect personal information to register participants, manage events and travel, protect safety, provide mentoring and training, support fundraising and donor relations, measure program impact, comply with laws, and communicate responsibly with our community. We do not collect data we do not need, and we do not use personal information in ways that are incompatible with our mission and your reasonable expectations.

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Scope and Relationship to Other Terms

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This Privacy Policy works together with our Terms and Conditions, Code of Conduct, Safeguarding Standards, Media and Communications Policy, and any specific notices provided at the point of collection. If a specific notice conflicts with this Privacy Policy, the more protective terms apply to the extent allowed by law. This Policy covers all online and offline collection of personal information, including paper forms, digital forms, messaging and email, websites, applications, payment portals, registration systems, surveys, photo and video recordings, and data generated during Events, trainings, travel, and advocacy activities.

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Definitions

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Personal information means any information that identifies or can reasonably identify a person, such as name, contact details, date of birth, identification numbers, photos, audio or video, payment information, online identifiers, location data, and information about participation in our programs. Sensitive information refers to details that could cause harm if misused, such as immigration‑related information, refugee or displacement history, health and accessibility needs, background check results, safeguarding reports, financial hardship, religious or cultural practices when voluntarily disclosed, and data about minors. De‑identified information is data that cannot reasonably be used to identify a person, and we use it to evaluate and improve programs without exposing personal identities. Platforms refer to our websites, applications, portals, messaging channels, and any online service we control.

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Categories of Information We Collect

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We collect registration information such as names, addresses, phone numbers, email addresses, dates of birth, language preferences, school or employer details, emergency contacts, and parent or guardian contacts for minors. We collect participation information such as attendance records, program choices, class and workshop sign‑ups, travel preferences, rooming lists, dietary needs, accessibility needs, and feedback surveys. When Events include travel, we may collect travel itineraries, passport details where required by law, logistics, visa information, and insurance confirmations. For mentoring and safeguarding, we may collect information that participants or families choose to share about personal goals, challenges, well‑being, and risk factors, along with notes documenting support and referrals. For volunteers, mentors, and staff, we may collect applications, resumes, references, background check results where permitted by law, training completions, role assignments, and incident reports. For donors and sponsors, we may collect contact details, donation history, preferred recognition, and any restrictions a donor places on a gift. For communications and media, we may collect photos, audio, video, and written testimonials when shared voluntarily or recorded at Events with proper notice. For digital services, we may collect device and usage information such as IP address, browser type, pages viewed, approximate location, time spent, referral links, and cookie identifiers to help us secure our Platforms and improve user experience.

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How We Collect Information

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We collect information directly from you when you register for programs, sign consent forms, apply to volunteer or mentor, communicate with us, make donations, complete surveys, submit assignments, or participate in Events. We collect information from parents or guardians when they register minors or provide consent. We collect information from partners and vendors who operate services on our behalf, such as payment processors, background check providers, travel coordinators, email services, and event platforms, but only what is necessary to provide the service. We collect information from publicly available sources, such as official government websites for verifying travel requirements, and from social media posts that you make public and tag to our initiatives. We may create records based on our interactions with you, such as attendance logs, learning records, or incident reports, to fulfill our duty of care and to improve programs.

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Lawful Bases and Our Reasons for Using Information

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We use personal information because it is necessary to deliver services you request, to run our programs, and to pursue our mission. We rely on consent when we need your permission, for example for certain types of media use, optional research surveys, or direct marketing messages. We rely on contract when you sign up for an Event or service that requires us to collect and process your information to deliver what we promised. We rely on legitimate interests to operate and secure the Campaign, to prevent fraud, to improve programs, to keep records, and to communicate with our community in ways that people reasonably expect. We rely on legal obligations when we must comply with safeguarding and mandatory reporting laws, charitable solicitation rules, tax requirements, public health directives, or court orders. We rely on vital interests in emergencies where we must act to protect life or prevent serious harm, including sharing information with first responders and healthcare providers.

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How We Use Information

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We use personal information to register participants, assign cohorts and mentors, schedule activities, confirm attendance, and manage check‑in and check‑out at Events. We use it to coordinate travel, lodging, and meals, to meet dietary and accessibility needs, and to maintain safety and accountability during trips and advocacy visits. We use it to run secure mentoring and training programs, including evaluating learning progress and providing certificates. We use it to communicate with you about schedules, changes, orientation materials, safety rules, weather advisories, and any urgent updates. We use it to document our work through ethical storytelling and media when permission has been given, and to create reports that demonstrate impact to donors and partners without exposing sensitive details. We use it to process donations, issue receipts, manage donor recognition, and comply with gift restrictions. We use it to detect and prevent misuse of our Platforms, to monitor for cybersecurity threats, and to ensure that digital spaces remain safe for youth and families. We use it to analyze participation trends, program effectiveness, and resource needs using de‑identified or aggregated data wherever possible.

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Media, Storytelling, and Consent

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We believe in ethical storytelling that protects dignity and safety. We seek informed consent before sharing identifiable photos, audio, video, or personal stories, especially when the person is a minor or when the story involves sensitive experiences. Consent may be collected through event registration forms, media release forms, or clear notices at Events. People who do not wish to be photographed or recorded are offered reasonable options, such as designated seating, alternative activities, or visible indicators for photographers to respect. We avoid sharing details that could expose a person to danger, stigma, or retaliation, including information about immigration status, displacement history, or trauma, unless the person clearly understands the risks and gives explicit permission. We may use blurred images, pseudonyms, or composite stories when necessary to protect identities while still sharing program impact.

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Children and Youth Privacy

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Protecting minors is a central part of our mission. We collect information about minors only with verifiable consent from a parent or legal guardian, except when a law allows or requires collection without consent for safety reasons. We limit one‑to‑one digital communications between adults and minors, prefer group or transparent channels, and keep records of mentoring and safeguarding interactions as required by policy. We do not knowingly allow minors to create public online accounts with us without the consent of their guardian. Parents and guardians may review, correct, or request deletion of a minor’s information, subject to safety and legal obligations that may require us to keep certain records.

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Health and Accessibility Information

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We collect health and accessibility information only when necessary to support participation, such as allergies, medications, mobility needs, or assistive technology requirements. We use this information to provide reasonable accommodations, to plan safe meals and room assignments, and to prepare for emergencies. We restrict access to health and accessibility information to staff and volunteers who need it to fulfill their duties, and we protect it through secure storage and limited retention. We are not a healthcare provider, and we do not make medical diagnoses. We encourage participants to consult medical professionals for treatment and advice.

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Safeguarding, Mandatory Reporting, and Limits to Confidentiality

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Our duty to protect children and vulnerable individuals may require us to share information, even when someone requests that we keep it confidential. If we suspect abuse, exploitation, trafficking, severe neglect, or credible threats of harm, we will report to designated safeguarding leads and to authorities as required by law. When we prepare a report, we share only the necessary information and cooperate with lawful investigations, while respecting privacy as much as possible. Safeguarding responsibilities take precedence over other privacy interests, and all staff and volunteers are trained to follow these procedures.

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Cookies, Online Tracking, and Analytics

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Our Platforms may use cookies or similar technologies to enable core functions such as sign‑in, registration, and security, and to help us understand how people use our sites so we can improve them. Some cookies are necessary for the website to function properly, while others help us remember user preferences or track website activity. You can manage cookies through your browser settings and, where available, through a cookie banner or preferences tool. If you block all cookies, some features may not function. We do not use targeted advertising cookies, and we do not sell browsing data to third parties. We may use basic web analytics that collect de-identified or aggregated usage data for security and improvement purposes.

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Communications Preferences

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We send messages to share schedules, safety notices, program updates, fundraising news, and opportunities to serve. You can opt out of promotional emails by using the unsubscribe link provided in the message. You can stop text messages by replying with a standard command such as STOP. Operational messages that are necessary to deliver services, such as emergency notices, confirmations, or changes to Events, may still be sent while you are enrolled. We respect your preferences and aim to keep communications relevant and limited to what is reasonably necessary.

 

Donor and Sponsor Privacy

 

We value donor trust and protect donor information. We collect donor contact details, giving history, gift designations, recognition preferences, and any restrictions that donors place on their gifts. We use this information to process donations, issue receipts, acknowledge support, and comply with legal obligations. We do not sell donor information. We recognize donors publicly only with consent, and we honor requests for anonymity. We may share donor information with trusted service providers who process payments or assist us in managing donor relations, under contracts that require them to maintain the confidentiality and security of this information.

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Sharing Information with Service Providers and Partners

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We share personal information with service providers who perform tasks on our behalf, such as payment processors, background check companies, travel coordinators, communications platforms, learning systems, and event management services. We require these providers to protect personal information, to use it only for the services they provide to us, and to delete it when it is no longer needed. We share personal information with partners when it is necessary to run a joint program, co-host an Event, or provide a service that you have requested. We take steps to align our privacy practices and safeguards. We may share information with government agencies or authorities when required by law, as per a court order, or for safety reasons. We may disclose information to legal, accounting, or insurance advisors under confidentiality obligations when needed to protect our rights and fulfill our duties.

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International Transfers

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Our work may involve people and partners in different countries. When we transfer personal information across borders, we use safeguards that the law allows, such as contractual clauses that require the recipient to protect the information and use it only for authorized purposes. We store data primarily in locations where we operate and where our trusted service providers host systems. We take into account the sensitivity of the information and the risks associated with the transfer, and we limit cross-border sharing to what is necessary for program delivery and safety.

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Security Measures

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We protect personal information through administrative, technical, and physical safeguards. Administrative safeguards include policies, training, background checks where appropriate, confidentiality agreements, and role‑based access controls. Technical safeguards include secure connections, encryption where reasonable, multi‑factor authentication for sensitive systems, routine patching, logging, and monitoring for unusual activity. Physical safeguards include controlled access to offices, locked storage for paper records, and secure handling of devices. No system is perfectly secure, but we work to prevent unauthorized access, use, alteration, or loss. If we discover a data incident that creates a real risk of harm, we will assess the impact, take steps to contain the incident, notify those affected when required by law, and learn from the event to strengthen our defenses.

 

Retention of Information

 

We retain personal information only as long as it is necessary for the purpose it was collected, for legal and reporting requirements, and for safety and accountability purposes. Registration and participation records are typically maintained for the duration of the program and for a specified period afterward to address questions, verify attendance, and assess outcomes. Safeguarding and incident records are kept for extended periods when needed to comply with legal obligations and to protect individuals. Donor records are maintained to fulfill tax and audit requirements and to uphold donor intent. Media content used for education and reporting may be kept in our archives unless you withdraw consent, and no legal or safety reason requires us to keep it. When retention periods end, we delete or de‑identify information in a secure manner.

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Your Rights and Choices

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Depending on where you live, you may have rights to access your personal information, to correct inaccurate details, to delete information, to limit or object to specific uses, and to receive a copy of information you provided in a usable format. You may also have the right to withdraw consent for optional uses, such as media sharing or promotional messages, without affecting your access to core services. We will honor these rights to the extent required by law and in accordance with our safeguarding and legal obligations. If a request would limit our ability to protect safety or comply with the law, we may deny it, but we will explain our reasons whenever possible.

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How to Make a Request

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You can make a privacy request by contacting us through the email or postal address provided in the Contact Us section of this Policy. Please describe your request clearly and include enough information to verify your identity, such as your name, contact information, and the context in which you interacted with the Campaign. If you are making a request on behalf of another person, such as a minor child, we may require proof that you have the legal authority to act on their behalf. We respond within a reasonable timeframe and adhere to any deadlines required by law. We do not charge a fee to process requests unless they are excessive or repeated, in which case we may charge a reasonable fee or refuse the request as allowed by law.

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Special Rules for Minors’ Data Requests

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When a parent or guardian requests access to or deletion of a minor’s information, we will verify identity and authority before responding. Suppose deletion would compromise safety or violate a legal requirement. In that case, we may decline to delete the information but will limit access to it and explain the reason as much as the law allows. When a minor becomes an adult under applicable law, they may exercise their own rights over their information.
 

Payment Information and Financial Data

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Payments are processed through trusted third-party providers that adhere to recognized security standards. We do not store full card numbers or bank account numbers on our own systems. We keep only the minimal records needed for receipts, reconciliation, and audits. If you believe a payment was taken in error or a charge is fraudulent, contact us and your payment provider immediately so we can investigate and take protective steps.

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Social Media and Public Communications

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When you post on social media and tag our Campaign, your post may become visible to the public under the terms of the platform you use. We do not control the privacy practices of social media companies. If we wish to share your public post, we will do so in a manner consistent with fair use and with respect for your preferences, as communicated to us. If you submit a story or testimonial directly to us, we will treat it as personal information and apply the consent and media rules explained in this Policy.

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Research, Evaluation, and Statistics

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To improve programs and demonstrate impact, we may analyze de‑identified or aggregated information. When we work with researchers or evaluators, we require them to protect the privacy of individuals, use the data only for approved purposes, and avoid attempts to re-identify individuals. If a research activity requires identifiable information, we will seek consent and will explain the purpose, risks, and benefits in clear terms.

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Third‑Party Links and Services

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Our Platforms may contain links to third‑party websites or services for convenience, such as travel providers, government offices, or educational resources. We are not responsible for the privacy or security practices of those third parties. You should review their privacy policies before providing information. If a third party collects information on our behalf, we ensure that a contract is in place that requires the third party to protect the information and use it only for authorized purposes.

 

We Do Not Sell Personal Information

 

We do not sell personal information. We do not permit service providers to use personal information for their own marketing or unrelated purposes. We do not share personal information with third parties for their independent advertising. If the law where you live defines sale or sharing differently and gives you the right to opt out, we will honor those rights and still confirm that we do not engage in those practices.

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Changes to This Policy

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We reserve the right to update this Privacy Policy to reflect changes in our programs, technologies, or applicable laws and regulations. When we make material changes, we will post a notice on our Platforms or contact you by reasonable means. The date at the end of this Policy shows when it was last updated. Your continued interaction with the Campaign after the effective date of an update constitutes your acceptance of the revised Policy.

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Contact Us

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You can contact us with privacy questions or requests by using the contact details published on our website and program materials. Please include the words “Privacy Request” in the subject line or at the start of your message so we can route it quickly. If you have a safety concern or believe someone is at immediate risk, contact local emergency services first and then notify us so that we can follow our safeguarding procedures.

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Effective Date and Governing Law

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This Policy takes effect on the date it is published. It is governed by the laws of the country and state where the Campaign’s principal office is located, except where the laws of another place give you additional rights that cannot be limited by contract. If a part of this Policy is found invalid under the law, the rest remains in effect and continues to protect your privacy and our mission.