Revised Effective Date: January 20, 2023
What Personal Information Do We Collect?
User Provided Information
We may collect three types of information that users provide when interacting with our Sites or through Other Communications:
Personal Information – information that identifies (whether directly or indirectly) a particular individual, such as the individual’s name, home and seasonal mailing addresses, personal and work email address, and telephone number. When anonymous information is directly or indirectly associated with personal information, the resulting information also is treated as personal information.
Anonymous Information – information that does not directly or indirectly identify, and cannot reasonably be used to identify, an individual. Aggregate Information – we may use personal and de-identified or anonymous information to create a third type of information – aggregate information. Aggregate information means information about groups or categories of individuals, which does not identify and cannot reasonably be used to identify an individual.
For example, we collect:
· Information you provide when you create an account, register for an event or activity, apply for a job, contact us, or engage in any other method of submission, such as your first and last name, personal and work email address, full work, home and seasonal mailing addresses, home, work and/or mobile telephone number, work and employment histories, username, password and any other information, preferences, content, files or media you submit as part of that form;
· Transaction information you provide when you make a donation or pay for an event or activity, such as first name, last name, full mailing address, telephone number, and payment information;
· Information you provide in forums on our Sites and applications, such as your posts, images, videos, documents or any other materials shared; Information sent either one-to-one or within a limited group using our message, chat, post, or similar functionality, where we are permitted by applicable law to collect this information; Information we obtain from a third party, such as a site or platform provider, about use of our applications on third-party sites or platforms;
· Location information, including location information provided by a mobile or other device interacting with one of our Sites or applications (including through beacon technologies), or associated with your IP address, where we are permitted by law to process this information;
· Activity information about your use, and the use by any person(s) you authorize through your account, of our Sites and applications, such as the content you view or post, how often you use our services, and your preferences; and Usage, viewing, technical, and device data when you visit our Sites, use our applications on third-party sites or platforms, or open emails we send, including your browser or device type, unique device identifier, and IP address.
A cookie is a text file sent by a web server and placed on your computer by your web browser. Cookies can be divided into two different types: session and persistent. Session cookies differ from persistent cookies primarily in that session cookies are temporary and expire and are normally typically deleted when you close your browser. Persistent cookies, in contrast, remain stored on your computer after you close your browser until they are deleted either because they expire or you delete them. ROOTONE may use session cookies and persistent cookies in connection with providing our Sites.
You may instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, part of the Sites may function differently and not as well and you may not be able to use some portions of our Sites.
The types of cookies we may use are:
Session Cookies. We may use session cookies to operate our Site and for security purposes. Persistent Cookies. We may use persistent cookies to remember your preferences and various settings.
Cookies are often used in conjunction with other Internet technologies, such as web beacons or pixels, to understand behavior on the Internet.
Although we use the services of third parties in connection with these cookies, we do not allow the third-party service provider to use personal information about the users of our Sites for their own purposes.
Website Performance Analysis
Google Analytics: We use Google Analytics, which is provided by Google Inc. Google Analytics cookies help us improve our website by providing us with aggregate statistics on how many users visit it, which parts of the site are viewed the most, the city or regional location of those users, device type and browser. These cookies do not identify you personally. Nevertheless, if you prefer to prevent Google from collecting data generated by cookies and relating to your use
of the website (including your IP address) as well as from processing this data by Google by downloading and installing the Browser Add-on on https://tools.google.com/dlpage/gaoptout?hl=en
Facebook Pixel: We use Facebook Pixel, which is provided by Facebook, Inc. Facebook Pixel cookies help us to measure the return on investment of Facebook Ads by reporting on the actions people take after viewing those ads. We create pixels that track conversions, add them to the pages of their website where the conversion will happen and then track these conversions to ads they are running on Facebook. No personal information is contained or collected as a result of using these cookies or pixels. If you want to opt out of Facebook Pixel cookies, please use the following link: http://optout.networkadvertising.org/?c=1
Session cookies will expire whenever you close your browser or shut down your computer, and such cookies need not be blocked. Persistent cookies used for specific purposes as described above will expire when that purpose is no longer required, such as when a survey closes.
You can find out more about how to block cookies in specific browsers at http://aboutcookies.org.
How We Use and Share Personal Information
Uses of Personal Information
ROOTONE’s current and future mission and programs. This includes processing listservs, newsletter subscriptions, message boards, broadcast emails, webinar and event registrations, processing donations, and registration for activities or opportunities. It also includes alerting recipients on our email list of upcoming events, fundraising campaigns, programs, and news so they may stay current on new developments related to ROOTONE and/or other not-for-profit organizations that collaborate with ROOTONE to further our charitable mission. We may use your personal information for confirmation of donations, registrations, or other actions you take on our Site, and for related customer service needs. We may periodically contact you with offers, surveys, and information about our services, grantees and affiliates, your subscription, legal notices, or other important information. ROOTONE may communicate with you via email, mailings, phone calls and social media messaging. If you are a registered user, you may alter your user profile in order to remove your name from our e-mail recipient list. If we intend to collect and use personal information for another purpose, we may seek your permission at the time the information is collected. For example, if you register for one of our events, we may seek your permission to share your personal information with corporate sponsors.
We may use the information that is not personally identifiable to analyze the design and functioning of our site in order to make site improvements. We may use such information in the aggregate to analyze site usage.
We may use automated processing of your personal information in order to tailor our communications with you and manage our relationships with our donors and contacts. This automated processing may impact the type of communications you receive from us.
Sharing of Personal Information
We do not sell, rent, swap or trade your personal information. If you are subscribing to a listserv or other similar network or cohort, online or otherwise, we may share your personal information with the listserv, network, or cohort members for which you registered. We may share your personal information with other not-for-profit organizations or other entities that collaborate with ROOTONE to further our charitable mission or as otherwise described at the point where we collect the information from you for the purposes described in this policy statement. We will share your personal information in the event that it is necessary for any of the following reasons:
· to protect our rights or property or the safety of our employees or others; to comply with any court order, legal process, or respond to any governmental or regulatory request;
· to transfer information in the event of a merger, transfer of assets, or other organizational restructuring; and/or
· to prevent, or take other action regarding actual or suspected illegal or fraudulent activities or potential threats to the physical safety or well-being of any person.
We also use trusted third-party service providers or other third-party organizations helping to support our mission by collecting, storing, processing, or sharing personal information on our behalf, such as to complete your donations and other payments you make to ROOTONE. We engage with third parties to assist with supporting our operations and business needs, including vendors in the following areas: (i) credit card or payment processors; (ii) cloud storage providers; (iii) customer support tools; (iv) data collection platforms; (v) product development tools; (vi) IT
and security providers; (vii) marketing tools; (viii) relationship management platforms; and (ix) analytics tools.
Retention of Personal Information
Lawful Basis for Processing Your Personal Information
The laws in some countries require us to tell you about the lawful grounds we rely on to collect, use, disclose, and otherwise process your personal information. To the extent those laws apply, our lawful basis for processing your personal information is in support of our legitimate interests, where those interests are not overridden by your fundamental rights and freedoms. This includes: (i) providing a safe user experience on our Site; (ii) customer service; (iii) sending communications to you to let you know about what we are doing with your donations and to solicit additional donations; (iv) protecting users, our workers, and our property; (v) analyzing and improving our operations (e.g., optimizing the design and operation of our Site); and (vi) managing legal issues.
Your Data Rights and Choices.
If you are within the European Union, United Kingdom, and/or the European Economic Area, you have the following rights:
-You have the right to request from ROOTONE access to your personal information, and the rectification of inaccurate personal information concerning you.
-You have the right to request that ROOTONE not subject your personal information to automated processing.
-You have the right to obtain from ROOTONE the erasure or the restriction of processing of your personal information in certain circumstances, including when the data are no longer necessary in relation to the purposes for which they were collected or otherwise processed, except when ROOTONE is required by law to maintain or otherwise process your personal information, for the establishment, exercise, or defense of legal claims, or for the protection of the rights of another person.
You may exercise these rights by contacting ROOTONE using the contact information provided below.
If you are within the European Union, you also have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work, or place of an alleged infringement of the applicable data protection law. However, we encourage you to contact us first at email@example.com and we will try to resolve your concerns.
If you would like to submit a data access, correction, restriction, or deletion request, you can do so by contacting us at firstname.lastname@example.org and we will process such request with respect to any personal information that we are able to link to you individually based on the information that you can provide to us. These rights and options that you have with respect to personal information are subject to limitations and exceptions under applicable law.
Our Sites use appropriate procedures to ensure the security of your personal information and to protect it from unauthorized access. In particular, when we ask you to enter credit card information, we use the top industry standard security protection, encryption, Secure Sockets Layer (SSL) transmission connection, and a secure server for information storage.
If you are under 18, you need parent/guardian permission to use a credit card to make purchases online.
ROOTONE is committed to maintaining your confidence and trust, and we take reasonable security measures to protect your information, including the use of appropriate physical, technical, and administrative controls. However, no security system is impenetrable, and no transmission or electronic storage of information is guaranteed to be secure. We therefore urge you to always use caution when transmitting information over the Internet. Further, it is important for you to protect against unauthorized access to your password and to your computer. Be sure to sign off when finished using a shared computer.
The Sites are not intended for children under 13 years of age. We do not knowingly collect or store any personal information about children under 13 years of age through the Sites, unless provided by a parent, guardian, or other adult seeking our services on behalf of a child. If parents believe that we have unintentionally collected their child’s personal information, they should contact us to request the deletion of the information at email@example.com.
We are based in the United States. The information you submit to us and that we automatically collect as a result of your using the Sites will be transferred to, collected and processed in the United States, where the privacy and data protection rules may differ from those in your country. By using our Sites, you consent to the international transfer to, collection, process, and storage of, your personal information in the United States.
We May Change this Notice
RootOne LLC 520 Eighth Avenue, 15th floor Telephone: 646-472-5300 Fax: 212-664-7976 Email: firstname.lastname@example.org
Last Updated: January 20, 2023