Last Updated: January 2025
Our Commitment to Privacy
The Washakie County Activity Pass Program ("Program," "we," "us," or "our") is committed to protecting the privacy and confidentiality of all individuals who apply for assistance, make donations, or interact with our program. This privacy notice explains how we collect, use, protect, and share your personal information.
Information We Collect
Application Information
When you apply for Activity Pass assistance, we collect:
- Child's name, date of birth, and address
- Parent/guardian contact information (name, phone, email, address)
- Household composition and size
- Financial information (income range, employment status)
- Information about requested activities and costs
- Explanation of need and circumstances
- Supporting documentation when provided
Contact Information
When you contact us or visit our website, we may collect:
- Name and contact details
- Inquiry details and correspondence
- Website usage information (general analytics, not personal tracking)
Donation Information
When you make or inquire about donations, we collect:
- Donor name and contact information
- Donation amount and method
- Communication preferences
- Information needed for tax receipts
How We Use Your Information
We use collected information for the following purposes:
Program Administration
- Evaluating Activity Pass applications
- Determining eligibility and assistance amounts
- Processing and tracking voucher usage
- Communicating with families about applications and program updates
- Following up on program outcomes and satisfaction
Program Improvement
- Analyzing program effectiveness and impact
- Creating aggregate statistics for reporting purposes
- Identifying community needs and service gaps
- Improving application processes and services
Donor Relations
- Processing donations and providing receipts
- Sending program updates and impact reports
- Acknowledging donations and expressing gratitude
- Responding to donor inquiries
Information Sharing and Disclosure
Limited Sharing
We share personal information only in these limited circumstances:
- Activity Providers: Basic information necessary to process vouchers
- Program Partners: Information necessary for program coordination (with consent)
- Legal Requirements: When required by law or legal process
- Program Evaluation: Aggregate, non-identifying statistics for funders and evaluators
What We Don't Share
We never share, sell, or rent personal information for commercial purposes. We do not share:
- Individual names or identifying details in public reports
- Financial or personal circumstances without consent
- Contact information with third-party marketers
- Details about assistance received by specific families
Data Protection and Security
Security Measures
We protect your information through:
- Secure storage of physical and electronic records
- Limited access to authorized program staff only
- Regular review and update of security practices
- Secure transmission of sensitive information
- Proper disposal of outdated records
Data Retention
We retain information only as long as necessary for program purposes:
- Application records: 3 years after program completion
- Donation records: As required for tax and legal purposes
- Communication records: 2 years unless ongoing correspondence
- Aggregate statistics: Indefinitely without personal identifiers
Your Rights and Choices
Access and Correction
You have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request information about how your data is used
- Withdraw consent for certain uses (where consent is the basis for processing)
Communication Preferences
You may:
- Opt out of non-essential communications
- Choose your preferred method of contact
- Request removal from donor communication lists
- Update your contact information at any time
Children's Privacy
We are committed to protecting children's privacy:
- We collect information about children only as necessary for program purposes
- Parent/guardian consent is required for all applications
- Children's information is never shared without parental consent
- Special care is taken to protect sensitive information about minors
Website and Technology
Website Information
Our website may collect:
- General usage statistics (pages visited, time spent)
- Device and browser information for compatibility
- Information submitted through contact forms
Cookies and Tracking
We use minimal tracking technology:
- Basic analytics to improve website functionality
- No behavioral tracking or advertising cookies
- No personal information collected through cookies
Changes to This Privacy Notice
We may update this privacy notice periodically to reflect program changes or legal requirements. When we make changes:
- We will post the updated notice on our website
- We will indicate the date of the last update
- For significant changes, we will notify current participants directly
- Continued participation in the program constitutes acceptance of changes
Contact Information
If you have questions about this privacy notice or our privacy practices:
- Email: info@zimerchentpro.com
- Phone: +1 (321) 966-9974
- Subject Line: "Privacy Question"
Privacy Concerns
If you have concerns about how your information is handled:
- Contact us directly to discuss your concerns
- We will investigate and respond within 10 business days
- We are committed to resolving privacy issues promptly and fairly
Commitment Statement
The Washakie County Activity Pass Program is committed to maintaining the highest standards of privacy protection. We recognize that trust is essential to our mission of supporting at-risk youth and their families. This privacy notice reflects our dedication to transparency and responsible information handling.
Effective Date: This privacy notice is effective as of January 1, 2025.