Data Protection Privacy Policy

Data Protection and Privacy Policy
Our V.I.L.L.A.G.E of Dreamers
Effective Date: January 31, 2025
Last Updated: January 31, 2025
1. Introduction
Our V.I.L.L.A.G.E of Dreamers (“the Organization,” “we,” “our,” or “us”) is committed to protecting the privacy and security of personal data. This Data Protection and Privacy Policy outlines how we collect, use, store, and protect personal information in accordance with applicable data protection laws, including but not limited to the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other relevant privacy laws.
2. Scope
This policy applies to all personal data collected, processed, and stored by Our V.I.L.L.A.G.E of Dreamers, including data from:
- Program participants (mentors, mentees, students, guardians)
- Donors and sponsors
- Volunteers and employees
- Website visitors and subscribers

This policy governs both electronic and physical data handling practices.
3. What Data We Collect
We collect and process the following types of personal data:

A. Personal Information
- Name
- Email address
- Phone number
- Mailing address
- Date of birth

B. Sensitive Information (if applicable)
- Emergency contact details
- Health-related information (only when necessary for program participation)
- Demographic data (e.g., gender, ethnicity) for grant reporting and program impact analysis

C. Financial Information
- Payment details (for donations)
- Billing address
- Tax ID (if applicable for donors and sponsors)

D. Digital Information
- IP address and browser type (for website analytics)
- Cookies and tracking data (for website functionality and donor engagement)
4. How We Use Personal Data
We use personal data for the following purposes:
- Program Administration: Managing mentor-mentee relationships, tracking participation, and providing services.
- Donor & Sponsor Engagement: Processing donations, issuing receipts, and providing updates.
- Volunteer & Staff Management: Processing applications, conducting background checks (if applicable), and facilitating communication.
- Marketing & Outreach: Sending newsletters, event invitations, and updates (with consent).
- Legal & Compliance Requirements: Fulfilling obligations under tax laws, donor reporting, and safeguarding policies.
5. How We Protect Personal Data
We implement the following measures to safeguard personal data:
- Access Controls: Only authorized personnel have access to sensitive information.
- Encryption: Financial and sensitive data are encrypted to prevent unauthorized access.
- Secure Storage: Physical documents are stored securely, and digital data is maintained in password-protected systems.
- Regular Audits: Periodic data protection audits ensure compliance with privacy laws.
6. Data Sharing & Third-Party Disclosures
We do not sell or trade personal data. We may share data in the following cases:
- With Service Providers: Payment processors, email marketing platforms, and IT service providers (bound by confidentiality agreements).
- Legal Compliance: When required by law, such as responding to subpoenas or law enforcement requests.
- With Consent: When individuals explicitly authorize data sharing for collaborations or partnerships.
7. Data Retention
We retain personal data for as long as necessary to fulfill the intended purpose, including legal, financial, and operational requirements:
- Donor and sponsorship records: Retained for a minimum of 7 years for tax compliance.
- Volunteer and staff records: Retained for 5 years post-engagement.
- Program participant data: Retained for up to 3 years after program completion unless otherwise requested.
8. Individual Rights & Choices
Individuals have the following rights regarding their data:
- Access & Correction: Request copies of personal data and corrections to inaccuracies.
- Data Deletion: Request removal of personal information unless retention is legally required.
- Opt-Out of Communications: Unsubscribe from emails and marketing messages.
- Restrict Processing: Limit how their data is used under certain conditions.

Requests can be made by contacting info@ourvillageofdreamers.org. We will respond within 30 days.
9. Cookies & Online Tracking
Our website may use cookies and analytics tools to enhance user experience and track engagement. Users can modify cookie settings in their browser to limit tracking.
10. Policy Updates
We may update this policy periodically to reflect legal or operational changes. Updates will be posted on our website, and material changes will be communicated directly.
11. Contact Information
For questions or concerns regarding this policy, contact:

Our V.I.L.L.A.G.E of Dreamers  
Email: info@ourvillageofdreamers.org  
Website: www.OurVillageofDreamers.org