Privacy Policy | Chat N Chew

Effective Date: January 1, 2025

At Chat N Chew, we are committed to safeguarding your privacy. This Privacy Policy outlines how we collect, use, and protect your information when you visit our website or engage with our services. By using our website or services, you agree to the practices described in this policy.

1. Information We Collect

We collect personal information (PII) that you provide to us voluntarily when you fill out forms, sign up for events, or contact us directly. This information may include your name, email address, phone number, and any other details necessary to fulfill your request.

We do not directly collect nonpersonal information or payment details on our website. However, if you choose to make a donation or engage in a financial transaction through our platform, payment details are securely collected and processed by third-party payment processors. We do not store your payment information directly on our website.

2. How We Use Your Information

We use the information we collect to:

Provide the services you request, including signing up for events, making donations, or applying for assistance.
Communicate with you about updates, events, and programs.
Fulfill specific requests such as providing gifts through our Christmas Cheer program.
Improve our website, services, and user experience based on feedback and preferences.

3. Third-Party Service Providers

We work with trusted third-party vendors for services like payment processing, email communications, and website analytics. These third parties have their own privacy policies, and we encourage you to review them to understand how your information is handled.

Payment Processing: When you make a donation or engage in a transaction through our website, payment details are collected and processed through secure third-party processors. We do not store or handle payment information directly. Instead, the payment processor shares relevant information with us, such as the amount of the donation and the donor's contact details (name, email) for communication purposes. This ensures that your payment information is securely handled, while we maintain transparency about your donation.
Email and Communication Services: We may use third-party vendors to send email communications, newsletters, or event reminders. These services are used to help us stay in touch with you and provide updates on Chat N Chew's activities. These providers are required to adhere to strict privacy and security standards to protect your information.

4. Sharing Your Information

At Chat N Chew, we respect your privacy and take great care in how your personal information is handled. We do not sell, rent, or share your personal information with third parties for marketing purposes. However, there are specific situations where your information may need to be shared with trusted third parties to fulfill the services we offer or to comply with legal obligations. Below are the main instances in which your information may be shared:

Payment Processors: We use trusted third-party payment processors to securely handle financial transactions such as donations and event registrations. While we do not directly collect, store, or process your payment details (like credit card numbers), the payment processor securely collects that information on our behalf. In turn, they share only the necessary details with us, such as your name, email address, and donation amount, so we can process your request, acknowledge your contribution, and keep you informed. Importantly, Chat N Chew does not share your financial information with these payment processors, they only share your necessary contact details with us for communication purposes.

Important Note: Your payment information, including credit card numbers or billing addresses, is not stored by us and is handled by the payment processor using secure, encrypted technology. This ensures that your payment data is protected while allowing us to continue providing our services.
Volunteers: To help us fulfill program requests and ensure that the support we provide is effective, we may need to share personal information with volunteers. Volunteers may assist in areas such as event coordination, gift distribution for programs like Christmas Cheer, or other community outreach activities. Any personal data shared with volunteers is strictly related to the tasks they are performing on behalf of Chat N Chew and is handled with confidentiality and care.
Legal and Compliance Requirements: There are certain circumstances in which we may be required to disclose your information in order to comply with legal obligations or respond to lawful requests from governmental authorities. These may include subpoenas, court orders, or other legal processes. In such cases, we will ensure that your information is only shared as necessary and within the boundaries of the law.
Other Trusted Third Parties: Occasionally, we may use other third-party service providers to assist with tasks such as hosting our website, sending email communications, or analyzing website traffic. These providers are contractually bound to protect your data and only use it for the specific services they are contracted to perform. They do not have permission to use your data for any other purposes.

Rest assured, Chat N Chew remains committed to protecting your personal information. We limit the sharing of your data to only what is necessary to fulfill our mission and services, and always with trusted, security-conscious partners.

This expanded section should give a clearer understanding of how payment processors interact with your data and reiterate your privacy practices regarding the handling of personal information. Let me know if you need further adjustments!

5. Cookies and Tracking Technologies

Our website may use cookies and other tracking technologies to enhance your user experience and analyze site usage. Cookies are small data files stored on your device that help us track and improve how our website is used. You can control the use of cookies through your browser settings.

6. Confidentiality of Parents and Participants

We take the privacy and safety of the families we serve very seriously, especially those in sensitive situations like domestic violence. Chat N Chew maintains strict confidentiality for the parents and individuals we assist, particularly survivors of domestic violence. We never disclose or share identifying details about these families without their consent.

7. Children’s Privacy

Chat N Chew takes the protection of children's privacy very seriously. We do not knowingly collect personal information from children under the age of 13 unless they are voluntarily participating in specific events like our Christmas Cheer program.

For the Christmas Cheer program, we may collect minimal personal details from children, such as their name, age, and gift preferences, but only when submitted by a parent or guardian via a voluntary form. This information is only used to fulfill requests for gifts or holiday support and is never used for other purposes.

Voluntary Participation: Participation in the Christmas Cheer program is entirely voluntary. Parents or guardians can choose whether to submit the form, and no child will be denied participation based on a decision not to share information.
No Other Use: The information collected through the form is strictly used for fulfilling holiday gift requests and is not shared with any third parties or used for any other purposes, including marketing.
Images of Children: Any images of children on our website or social media come from their participation in Chat N Chew events. These images may be shared publicly as part of event highlights or promotional materials, with the understanding that the parent or guardian’s consent was obtained prior to participation in the event. If you wish for any images to be removed from our website or social media platforms, please let us know, and we will promptly take action.

8. Collection of Images During Events

We may collect images, videos, or photographs during our events for the purpose of highlighting the impact of our programs and sharing them with the community. These images may be used on our website, social media, in newsletters, or for promotional materials.

By attending Chat N Chew events, you consent to the collection of your image. If you do not wish to have your image captured or shared, please inform us at the time of the event or contact us after the event, and we will make reasonable efforts to respect your wishes.

9. Handling Personally Identifiable Information (PII)

We take great care in protecting Personally Identifiable Information (PII), which includes any data that can be used to identify an individual (e.g., name, email, address, phone number). We treat your information with the utmost confidentiality.

Data Storage and Security: Your PII is stored securely, and we implement physical, technical, and administrative measures to protect it from unauthorized access, alteration, or disclosure.
Access to PII: Access to your PII is limited to authorized staff, volunteers, or third-party providers who need it to provide services. For example, payment processors may share your contact details with us to ensure your donation is processed and acknowledged.
No Sharing of PII: We do not share your PII with external entities unless it is necessary to provide services or required by law.
Data Retention: We retain your PII for as long as necessary to fulfill the purposes for which it was collected, such as processing donations or fulfilling program requests. Once your data is no longer needed, we will securely dispose of it.

10. Data Security

We implement a range of security measures to protect your information. However, while we take all reasonable precautions, no transmission method over the internet or electronic storage is 100% secure. We cannot guarantee the absolute security of your information, but we take steps to minimize any risks.

11. Changes to This Privacy Policy

Chat N Chew reserves the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:

Email: cnc@chatnchew.org
Phone: 817-936-9949

CHAT N CHEW