Thank you for your interest and support of Playworks. We value and respect the privacy of our users and supporters and want you to be comfortable and confident sharing contact information with us.
When we refer to “Playworks,” “we,” “our,” or “us” in this policy, we mean Playworks Education Energized, which controls the information collected when you access Playworks websites and services offered on Playworks websites (e.g., on-site coaching, staff and online training, or consultative support). We refer to our services and websites collectively as “Services” in this policy.
Your privacy is important to us, and so is being transparent about when and how we collect, use, store, secure, and share information about you. To that end, this policy is intended to help you understand:
- What information we collect about you;
- How we use information we collect;
- How we share information we collect;
- How we store and secure information we collect;
- How to access and control your information; and
- Other important privacy information.
What is personal information?
What information do we collect about you?
We collect three types of user information: (1) information you provide to us when you use our Services, including personal information; (2) technical information that is automatically collected from all users who visit or use our websites; and (3) information other sources provide to us, as further described below.
Information you provide to us
We collect the following information about you, including personal information, when you input it into the Services or otherwise provide it directly to us.
Profile information: We collect information that you voluntarily provide us, including personal information, such as when you sign up for an event, complete a form or an account profile for the Services, or sign-up for information through the Services. For example, when you create an account profile, we collect your first and last name and an email address.
Employment-related information: We collect information in the process of carrying out our own employment-related functions. This information may be collected in connection with the hiring of Playworks staff, interns, or volunteers, including personal information you provide to us through the Career page on the Playworks website or through other sources. Some examples of the information we collect in this category may include: your name, address, contact information (e.g., email address), educational information, and work history. We may also collect some demographic or related information in order to comply with respective laws.
Donation-related information: We collect information that you voluntarily provide us when you make a donation to Playworks or one of our giving societies. We may also collect information from you when you participate in one of our fundraising or other charitable events. The information we collect may include your name, contact information (e.g., email address), and payment information (including amount donated). All payment information we receive from you is processed through a trusted third-party payment handling company. Playworks does not internally retain any payment card information from donors.
Content you provide through our websites: We collect other information that you submit to the websites owned or operated by Playworks, including personal information. This includes information or content you create, share, post, or provide on or through the Services, or that are provided on your behalf, including information in or about the content that you provide, such as the location of a photo or the date when a file or comment was created. For example, you may provide personal information to us when you provide feedback or when you participate in online courses, interactive features, surveys, contests, promotions, sweepstakes, activities, or other events. This information might include your full name, your email address, your title/position, your location, or your school name.
Information automatically collected when you use the Services
We collect information about you, potentially including personal information, when you use our Services, including when you browse our websites or take certain actions within the Services.
Your use of the Services: We use various technological tools to track information about your habits when you visit our websites and how you interact with any of our Services. This information includes:
• The pages you visit;
• The internal links that you click; and
• Frequently used search terms.
Device and connection information: We collect information about your computer, phone, tablet, or other devices that you use to access the Services. We also collect information through your device about your (1) operating system, (2) browser type, (3) Internet Protocol (IP) address(es), (4) URLs of referring/exit pages, and (5) device identifiers. We use your IP address and/or country preference in order to approximate your general location to enable us to provide you with a more stable and tailored Service experience based on your region. How much of this information we collect depends on the type and settings of the device you use to access the Services. You may be able to change the settings on your computer or mobile device to prevent it from providing us with any location information, if you so choose.
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Information we receive from other sources
In certain situations, we may receive information, including personal information, about you from other Service users, third party services, or business and channel partners.
Other users of the Services: Other users of our Services may provide information about you, including personal information, when they submit content through the Services. For example, we may receive your email address from other Service users when they provide it in order to invite you to use the Services. Similarly, an administrator may provide your contact information when they designate you as a contact. Moreover, Playworks, an administrator, or another user may upload photographs, videos or other media (once consent is obtained) onto our websites that could include your image, or other personal information. Playworks makes use of these materials based on the consent users provide when they sign up for the Services. These are common practices and help us facilitate the growth of our online community through user participation and the exchange of information and ideas.
Other partners: We may also receive information about you, including personal information, and your activities on and off the Services from third-party partners, such as advertising and market research partners who provide us with information (via reports) about your interest in, and engagement with, our Services and online advertisements. For example, we use Marketo, Google Analytics, Google Tag Manager, Google AdWords (Conversion Tracking), and Facebook (Conversion Tracking). Some or all of these tools may be used to track information about your behavior on our website depending on your region.
How Playworks uses and discloses the information we collect
To provide the Services and personalize your experience: We use information about you, including personal information, to provide the Services to you, and operate and maintain the Services. Our Services also include tailored features that personalize your experience. For example, we may use your email domain to infer your affiliation with a particular organization or industry to personalize the content and experience you receive on our websites. Where you use Playworks Services, we may combine information about you and your activities to provide an integrated experience, such as to allow you to find information from one service while searching from another, or to present relevant product information as you travel across our websites.
To develop and improve our products and Services: We are always looking for ways to make our Services smarter, faster, more secure, more integrated, and more useful to you. We use location and limited demographic information to form collective learnings about how people use our Services and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. We also test and analyze certain new features with some users before rolling the feature out to all users.
To communicate with you about the Services: We use personal information like your contact information to send transactional communications via email and within the Services, including confirming your purchases or donations; reminding you of subscription expirations; responding to your comments, questions and requests; providing customer support; and sending you technical notices, updates, security alerts, and administrative messages. We also provide tailored communications based on your activity and interactions with Playworks. These communications are part of the Services and in most cases you cannot opt out of them. If an opt-out is available, you will find that option within the communication itself or in your account settings.
To market, promote, and drive engagement with the Services: We use your personal information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying Playworks ads on other companies’ websites and applications, as well as on platforms like Facebook and Google. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new services, survey requests, newsletters, and events we think may be of interest to you. We also communicate with you about new product or service offers, promotions and contests. You can control whether you receive these communications as described below under “Opt-out of communications.”
Customer support: We use your information, including personal information, to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve our Services.
With your consent: We may use information about you, including personal information, where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.
How else Playworks shares the information we collect
Sharing with third parties
We share information, sometimes including personal information, with third parties that help us operate, provide, improve, integrate, customize, support and market our Services.
Service providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you, sometimes including personal information. If a service provider needs to access information about you to perform services on our behalf, they do so under instruction from us, including instructions that require that they abide by policies and procedures designed to protect your information.
With your consent: We share information about you, including personal information, with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.
Compliance with enforcement requests and applicable laws; Enforcement of Our Rights: We may share information about you, including personal information, with a third party if we believe that sharing is reasonably necessary to: (a) comply with any applicable law, regulation, court order, legal process, or governmental request, including to meet national security requirements; (b) enforce our agreements, policies, and terms of service; (c) protect the security or integrity of our products and Services; (d) protect Playworks, our customers, or the public from harm or illegal activities; or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.
How we store and secure information we collect
Information storage and security
We use data hosting service providers in the United States to host the information we collect, and we use appropriate technical and organizational measures to secure your data. While we implement safeguards designed to protect your information, including your personal information, no security system is impenetrable. Due to the inherent nature of the Internet, we cannot guarantee that data and information, including personal information, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from unauthorized access and/or use, exfiltration, or similar misconduct. We will respond to requests about these issues within the applicable timeframes mandated by state, federal, or relevant foreign law. Where required by applicable laws, we will provide notification to both the affected users and the relevant regulatory authority/authorities.
How long we keep information
How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time as discussed below, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information, isolate it from any further use until deletion is possible.
Account information: We retain your account information until you delete your account. We also retain some of your information, including personal information, as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you. Where applicable state, federal, or foreign law requires, we agree to only retain the minimum amount of personal information necessary to provide the Services for which we have legal bases. In those situations, we also agree to only maintain the data for a period of time necessary to carry out those Services for which we possess the legal justifications to do so.
Information you share on the Services: If your account is deactivated or disabled, some of your information, potentially including personal information and the content you have provided will remain in order to allow other users to make full use of the Services. For example, we continue to display testimonials and comments you provided on our websites. However, where applicable state, federal, or foreign laws require, we agree that we will only retain the minimum amount of information necessary to carry out those Services for which we possess the legal justifications to do so. For example, we may continue to retain your name, address, contract information where necessary to complete an ongoing contractual agreement. We may also retain some information necessary to respond to legal process, or to exercise our legal rights regarding an ongoing or reasonably anticipated legal dispute.
For residents of the European Union (“EU”) or users whose use of our Services fall within EU regulations, where we no longer possess any legal basis to retain or process your data, we will promptly delete your data, or anonymize or partition your data until deletion can occur.
Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences unless and until you specifically ask us to delete such information. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.
How to access and control your information
You have certain choices available to you when it comes to Playworks’ treatment of your information. Below is a summary of those choices, how to exercise them, and details on any limitations. We will respond to requests about access to and control of your information within a reasonable timeframe. Where required by state, federal, or foreign law, we will agree to respond to users’ access, deletion, rectification, or suspension requests within the applicable timeframe for the relevant jurisdiction. For those users located in the EU or whose use of our website falls under EU regulations, we agree, subject to any legally permitted exception or extension, to respond to access, deletion, rectification, or suspension requests within 30 days of receipt of the request.
You have the right to request a copy of your information; to object to our use of your information (including for marketing purposes); to request the deletion or restriction of your information; or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. For all other requests, you may contact us as provided in the “Contact Us” section below, to request assistance.
Your request and choices may be limited in certain cases. For example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we are permitted by law or have compelling legitimate interests to keep.
Rights to access and control your personal information
We provide you with many choices about the collection, use, and sharing of your personal information, including: deleting or correcting information you provide on our Services (including posts, media, payments, communications, etc.), controlling the visibility of your information, or utilizing opt-outs and communication controls. For the personal data we have about you, you can:
Deactivate membership to a Service: You or an administrator can deactivate your access to a Service. If you can deactivate your own access, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact us at email@example.com and include “Deactivate Membership” in the subject line of the email.
Delete your information: In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we do not have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place prior to the time we receive your withdrawal of consent. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. However, we recognize and agree that, where we no long possess the legal justification or other applicable ground for the continued retention of your information, we will delete all of your personal data within a reasonable amount of time. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until such time as the request is honored or the dispute is resolved. Please reach out to firstname.lastname@example.org and include “Delete my Information” in the subject line of the email.
Opt-out of communications: Playworks sends promotional communications to users who have opted-in on any of our Services. You may opt-out of receiving promotional communications from us by (1) using the “unsubscribe” link within each email, (2) updating your email preferences within some Service account settings, or (3) contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt-out from receiving promotional messages from us, you may (depending upon the Services you use) continue to receive transactional messages from us regarding our Services. Please note, you may continue to receive generic, non-personalized ads which are placed on social media platforms or search platforms, although such ads will not be particularly focused on the user preferences you expressed to us prior to your opt-out. We acknowledge and agree to abide by all applicable state, federal, and foreign laws relating to first and third-party digital marketing, and where you have requested no further communication with us, you must affirmatively provide us with updated express consent before we can send you any further communications or solicitations.
You may be able to opt out of receiving personalized advertisements from other companies who are members of the Network Advertising Initiative or who subscribe to the Digital Advertising Alliance’s Self-Regulatory Principles for Online Behavioral Advertising. For more information about this practice and to understand your options, please visit: http://www.aboutads.info, http://optout.networkadvertising.org/ and http://www.youronlinechoices.eu .
Additional rights when personal information is subject to the EU General Data Protection Regulation (“GDPR”)
If the processing of your personal information is subject to the GDPR, and your personal information is processed based on legitimate interests, you have the right to object to the processing on grounds relating to your specific situation.
If the processing of your personal information is subject to the GDPR, you also have certain rights to request to have your personal information deleted, request that processing of your personal information be restricted, and to ask for portability of your personal information.
You can exercise these rights (including making these requests) by emailing us at email@example.com. Please put the statement “GPDR Privacy Rights” in the body of your request, as well as your name, country or region, and enough information to allow us to respond to your request.
Information relevant to EU data subjects and users¹
The following sections contain information relevant to users if the processing of their personal information is subject to the GDPR. Certain provisions of this section also apply to users located in Switzerland, or whose use or access to our Services fall within Swiss regulations.
Lawful bases for processing personal data
If the processing of your personal information is subject to the GDPR, whenever we use or share personal information, we ensure that we have identified a legal basis under which such processing may occur. Playworks will only collect and process personal data about you where we have a lawful basis for doing so. Lawful bases include where you have expressly given consent, where processing is necessary for the performance of a contract between you and Playworks (e.g., to deliver content you have paid for through our websites), or where processing is necessary to further Playworks’ legitimate interests.
As discussed above, you have the right to decline to provide or to withdraw your consent to collect or process personal data at any time. Where we rely upon our legitimate interests to collect or process personal data, you also have the right to object. If you have any questions about the lawful bases upon which we collect and use your personal data, please contact us at firstname.lastname@example.org.
Playworks may process your personal data for the purposes of our legitimate interest or for the legitimate interests of third-parties, provided that such processing shall not outweigh your rights and freedoms. For example, we may process your personal data to:
- Protect you, us, or others from threats (e.g., security threats, threats of physical harm, or fraudulent activity) or illegal conduct;
- Comply with laws that apply to Playworks;
- Enable or administer our business, such as for tasks related to quality control, customer service, or consolidated reporting;
- Understand and improve our business and customer relationships in general; and
- Enable us, visitors, or users to connect with each other, to provide advice and support, express opinions, exchange information, and utilize products or services.
Cross-border data transfers
Depending on the Service we provide, and to whom we provide it, we may process personal data both inside and outside of the United States. Where overseas processing of personal data applies, we rely on legally-provided mechanisms to lawfully transfer data across borders. Countries where we process data may have laws that are different from, and potentially not as protective as, the laws of your own country.
For our users who are in the EU or Swiss citizens, or whose use of our Services falls within EU or Swiss regulations, the service providers we use to process personal data may also carry out cross-border transfers of that data as part of the services they provide to Playworks. All of the data processing service providers Playworks uses have affirmed that they abide by the EU-U.S. and the Swiss-U.S. Privacy Shield Frameworks (collectively, “Frameworks”). These Frameworks were designed by the United States Department of Commerce and the European Commission and Swiss Administration to provide companies in the EU, Switzerland, and the United States with a mechanism to comply with data protection requirements when transferring personal data from the EU and Switzerland to the United States
For general information about the Frameworks, please refer to the informative website on the Frameworks maintained by the International Trade Administration (“ITA”), a subdivision of the United States Department of Commerce. Learn More.
For information about the specific mechanisms used by Playworks’ data processing service providers, please refer to the ITA website providing information specific to each service provider’s certifications under the Frameworks:
- Salesforce – Salesforce Notice of Certification Under the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework. Learn More.
- Marketo, Inc. – Notice of Certification Under the Marketo EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework. Learn More.
- Veer West LLC, via FormAssembly – Veer West LLC Notice of Certification Under EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework. Learn More.
Other important information
Any financial transactions made on our website are done through a secured third-party service provider (Authorize.Net) to protect our Visitors from online theft or fraud. The third-party service providers engaged by Playworks are not authorized to retain, share, store, or use personal information for any other purpose aside from processing your payment or donation and they have represented to us committed to safeguarding customer information and combating fraud. Authorize.Net has represented to us that it dedicates significant resources toward a strong infrastructure and industry-leading technologies and protocols, such as 128-bit Secure Sockets Layer (SSL) and is compliant with a number of government and industry security initiatives such as the Payment Card Industry Data Security Standard (PCI DSS). Learn more.
On occasion, Playworks recognizes and thanks donors publicly. If you would prefer not to be recognized, or that your gift remain anonymous, please let us know by emailing email@example.com and placing “Donor Anonymity” in the subject line. Your wishes will be respected.
We do not intend that any portion of the websites or Services we provide will be accessed or used by children under the age of 13. We do not knowingly collect personal information via our websites, applications, services, or tools from users in this age group. If you are a parent or guardian of a child under the age of 13 and believe we have collected information from your child in error or have questions or concerns about our practices relating to children, please notify us at firstname.lastname@example.org and we will promptly respond.
In addition, we do not intend that any portion of the websites or Services will be accessed or used by children under the age of 16 the processing of data regarding whom may be subject to the GDPR. We do not knowingly collect personal data via our websites, applications, services, or tools from users who fall within this category. If you are a parent or guardian of a child under the age of 16, the processing of data related to that child is subject to the GDPR, and you believe that we have collected information from your child in error or have questions or concerns about our practices relating to children’s privacy, please notify us at email@example.com and we will promptly respond.
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For our users who are in the EU or Swiss citizens, or whose use of our Services falls within EU or Swiss regulations, you have the legal right to lodge complaints against Playworks if you believe your fundamental rights or freedoms have been violated. If you have questions or complaints about this Policy, please first contact Playworks at firstname.lastname@example.org and provide us the opportunity to timely resolve the issues. You can also reach us by mail at the above address. If you feel that, after reaching out to us with your question or complaint and providing us a reasonable time to respond, you have not received a satisfactory response, you have the option to contact your country’s Data Protection Authority (“DPA”) or similar regulatory body. To find contact information for your country’s DPA or similar body, please refer to the list provided on the website of the European Commission. Learn More.
¹Certain Swiss data-privacy regulations apply many of the same data protection requirements as other EU data-protection regulations. Given these similarities, although Switzerland is not a member of the EU, this policy groups Swiss users, or those whose use of Playworks’ Services fall within Swiss regulations, together with individuals who are in the EU for the purposes of EU-specific provisions.
This Privacy Notice is effective as of May 25, 2018.