Privacy Policy

1. Organization Information

This privacy policy applies to the website grovelandlibraryfriends.org and all services operated by the Friends of the Groveland Public Library, Inc. ("Friends," "we," "us," or "our"), a 501(c)(3) tax-exempt non-profit organization registered in the Commonwealth of Massachusetts. Our principal office is located at 186 Main Street, Suite 4, Groveland, MA 01834. Our federal Employer Identification Number (EIN) is 04-3821947. For questions about this privacy policy or our data practices, contact us at [email protected] or call (978) 555-0147.

2. Information We Collect

We collect personal information only when you voluntarily provide it to us through our website forms, in-person interactions, or written correspondence. The types of information we may collect include:

• Contact Information: Name, email address, postal address, and telephone number provided when you join as a member, make a donation, register for a program, submit a volunteer application, or contact us with a question.
• Membership and Donation Records: Membership tier, renewal dates, donation amounts and dates, payment method type (but never full credit card numbers, which are processed by our third-party payment processor and never stored on our systems), and designated program preferences.
• Volunteer Records: Information provided on volunteer applications including availability, skills, relevant experience, and background check authorization forms for volunteers working with minors.
• Program Participation: Registration records for programs such as the Summer Reading Marathon, Digital Literacy Workshop, and book clubs, including participant names, ages (for age-appropriate program placement), and emergency contact information for minor participants.
• Website Usage Data: Our website may collect anonymous, aggregated usage statistics including page views, referring URLs, and browser type through standard web server logs. We do not use tracking cookies, third-party analytics platforms, or advertising pixels.

3. How We Use Your Information

We use the personal information we collect exclusively for the following purposes:

• Processing membership applications and renewals
• Acknowledging donations and providing tax receipts
• Communicating about programs, events, and organizational news through our quarterly newsletter and occasional event announcements
• Managing volunteer placements and conducting required background checks
• Registering participants for programs and tracking program outcomes for grant reporting
• Responding to your inquiries and requests
• Complying with legal obligations including IRS reporting requirements for our 501(c)(3) status

4. Information Sharing and Disclosure

We do not sell, rent, trade, or otherwise disclose your personal information to any third party for commercial purposes, under any circumstances. This is a foundational commitment of our organization. We may share limited information only in the following narrow circumstances:

• Payment Processing: Donation and membership payment transactions are processed by our PCI-compliant payment processor. We share only the minimum information necessary to complete the transaction (name, payment amount, and payment method). We never store complete credit card numbers on our systems.
• Background Checks: Volunteer applicants who will work with minors authorize us to submit their identifying information to the Groveland Police Department for CORI background screening, as required by Massachusetts law and our child safety policy.
• Legal Compliance: We may disclose information if required to do so by law, court order, or regulatory requirement, or if we reasonably believe that disclosure is necessary to protect the rights, property, or safety of our organization, our program participants, or the public.
• Aggregate Data: We may share anonymized, aggregate program statistics (such as total number of participants, books distributed, or volunteer hours logged) in grant applications, annual reports, and public communications. These aggregate figures never identify individual participants.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect the personal information in our custody. Member and donor records are maintained in a password-protected database accessible only to authorized board members with a legitimate operational need. Volunteer background check documents are stored in a locked filing cabinet in the Friends office and are destroyed after three years in accordance with our records retention policy. Our website uses HTTPS encryption for all data transmission. While no method of electronic storage or transmission is completely secure, we are committed to protecting your information using measures appropriate for a community non-profit of our size and scope.

6. Your Rights and Choices

You have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct any inaccurate or incomplete information.
• Deletion: Request that we delete your personal information from our records, subject to any legal retention requirements (such as IRS donation records, which must be maintained for seven years).
• Opt-Out: Unsubscribe from our newsletter and marketing communications at any time by contacting us or clicking the unsubscribe link in any email.
• Data Portability: Request your personal data in a commonly used electronic format.

To exercise any of these rights, contact us at [email protected] or write to: Privacy Officer, Friends of the Groveland Public Library, 186 Main Street, Suite 4, Groveland, MA 01834. We will respond to all requests within thirty calendar days.

7. Children's Privacy

We are deeply committed to protecting the privacy of children who participate in our programs. We do not knowingly collect personal information online from children under thirteen years of age without verifiable parental consent. Program registration forms for minor participants are completed by a parent or legal guardian, and we collect only the minimum information necessary for safe program administration (child's first name, age, and parent/guardian contact information). Children's participation records are never shared outside our organization except in anonymized aggregate form for grant reporting purposes.

8. CCPA and GDPR Compliance

While the Friends are a small Massachusetts non-profit and may not meet the technical thresholds for California Consumer Privacy Act (CCPA) or European Union General Data Protection Regulation (GDPR) applicability, we voluntarily adhere to the principles of both frameworks as a matter of best practice. We provide the access, correction, deletion, and opt-out rights described above to all individuals regardless of their jurisdiction. We do not sell personal information under any definition of "sale" used in any privacy statute.

9. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, applicable law, or organizational structure. Material changes will be announced through our newsletter and posted prominently on our website. The "Last updated" date at the top of this page indicates when the most recent revision was published. We encourage you to review this policy periodically.

10. Contact Us

If you have any questions, concerns, or complaints about this privacy policy or our data handling practices, please contact us:

• Email: [email protected]
• Phone: (978) 555-0147
• Mail: Privacy Officer, Friends of the Groveland Public Library, 186 Main Street, Suite 4, Groveland, MA 01834