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Athletic Boosters

Privacy Policy

A Legal Disclaimer

Effective Date: November 18, 2025

This Privacy Policy (“Policy”) explains how Hamilton Athletic Boosters (“Organization,” “we,” “us,” “our”) collects, uses, stores, and protects your information when you access or use our website, online services, donation systems, and related platforms (collectively, the “Site”).

We are committed to respecting your privacy and safeguarding the personal information you provide. By using the Site, you consent to the practices outlined in this Policy.

1. INFORMATION WE COLLECT

We may collect the following categories of information:

1.1 Information You Provide Directly

  • Name

  • Email address

  • Phone number

  • Mailing address

  • Donation amounts and preferences

  • Payment information (processed by third-party providers; we do not store full card details)

  • Form submissions (volunteer sign-ups, contact forms, etc.)

  • Account login credentials (if applicable)

1.2 Automatically Collected Information

Through cookies, analytics, and server logs, we may collect:

  • IP address

  • Browser type

  • Device information

  • Pages visited

  • Time spent on Site

  • Referring URLs

  • General location data (city/region, not precise GPS)

1.3 Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Improve Site functionality

  • Personalize user experience

  • Analyze traffic patterns

  • Support login features

You may disable cookies through your browser settings, but some Site features may not function properly.

2. HOW WE USE YOUR INFORMATION

We use collected information to:

  • Process and acknowledge donations

  • Provide tax receipts

  • Communicate with donors, volunteers, and supporters

  • Improve Site performance and content

  • Maintain records required for 501(c)(3) compliance

  • Respond to inquiries and support requests

  • Protect the security and integrity of the Site

  • Send newsletters, updates, or event information (with opt-out options)

  • Comply with legal or regulatory obligations

We do not sell, trade, or rent your personal information.

3. DONATION & PAYMENT INFORMATION

3.1 Third-Party Payment Processors

Donations and payments are handled through secure third-party processors such as:

  • Stripe

  • PayPal

  • Square

  • Other comparable platforms

These processors store and protect your payment details according to their own policies.
We never have access to full credit card numbers or banking account information.

3.2 Donor Privacy

We respect donor confidentiality.
We may publicly acknowledge donors only with prior permission or using anonymized formats.

We comply with IRS and 501(c)(3) regulations regarding recordkeeping and reporting.

4. SHARING OF INFORMATION

We may share your information only under these conditions:

4.1 With Trusted Service Providers

Such as:

  • Payment processors

  • Email distribution services

  • Website hosting providers

  • Analytics tools (e.g., Google Analytics)

These providers may access information solely to perform services on our behalf and must adhere to confidentiality obligations.

4.2 Legal & Compliance

We may disclose information if required to:

  • Comply with federal, state, or local laws

  • Respond to lawful requests (subpoenas, court orders)

  • Protect the Organization’s rights, property, staff, donors, or users

4.3 Organizational Transitions

If the boosters club merges with or becomes governed by a new parent organization (e.g., school district restructuring), donor and member information may be transferred under confidentiality protections.

We do not sell or distribute personal data for marketing.

5. DATA SECURITY

We take reasonable technical and organizational measures to protect your information, including:

  • Encrypted connections (HTTPS)

  • Limited access controls

  • Secure data storage protocols

  • Use of industry-standard payment processors

However, no system can guarantee 100% security.
Your use of the Site acknowledges this inherent risk.

6. CHILDREN’S PRIVACY

Our Site is not directed to children under 13 years old, and we do not knowingly collect information from minors without parental consent.

If we learn of unauthorized data collection from a minor, we will delete such information promptly.

7. YOUR PRIVACY RIGHTS

Depending on your location, you may have rights to:

  • Access the personal data we retain

  • Request corrections

  • Request deletion (subject to nonprofit legal obligations)

  • Opt out of email communications

  • Disable cookies

  • Withdraw consent where applicable

Requests can be made by contacting us at [Insert Contact Email].

8. DATA RETENTION

We retain information only as long as necessary to:

  • Fulfill the purposes outlined in this Policy

  • Comply with 501(c)(3) and IRS recordkeeping laws

  • Meet audit or accounting obligations

  • Maintain historical donation records

9. THIRD-PARTY LINKS

Our Site may contain links to external websites.
We are not responsible for the privacy practices, content, or policies of any third-party sites.
Users interact with such sites at their own risk.

10. INTERNATIONAL USERS

The Site is intended for users located within the United States.
If you access the Site from outside the U.S., you do so at your own discretion and acknowledge that your information may be processed under U.S. laws.

11. CHANGES TO THIS PRIVACY POLICY

We may update or modify this Policy at any time.
Changes take effect immediately upon posting.
Continued use of the Site after updates constitutes acceptance of the revised Policy.

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