Privacy Policy

Learn how we protect and use your personal information.

Last Updated: October 20, 2025 | Effective Date: October 20, 2025

1. Introduction & Contact Information

Agnes Stewart Middle School PTSO ("we," "our," or "us") is committed to protecting your privacy and ensuring transparency in how we collect, use, and safeguard your personal information. This Privacy Policy explains our practices regarding the collection, use, and disclosure of personal information when you use our website (asmsptso.com) or interact with our services.

Contact Information for Privacy Inquiries:

  • Email: contactus@asmsptso.com
  • Mailing Address: Agnes Stewart Middle School PTSO, 900 S 32nd St, Springfield, OR 97478
  • Privacy Officer: Available via email for all privacy-related inquiries

2. Information We Collect

We collect information you provide directly to us, information we obtain automatically when you use our services, and information from other sources. The categories of personal information we collect include:

Information You Provide Directly

  • Contact Information: Name, email address, phone number (when provided through our contact, volunteer, or donation forms)
  • Volunteer Information: Areas of interest, availability preferences, additional notes
  • Donation Information: Donation amount, type (one-time or monthly), dedication information, billing address (for donations ≥$50)
  • Newsletter Subscriptions: Email address for newsletter communications
  • Communications: Messages, questions, or feedback you send to us

Information We Collect Automatically

  • Usage Data: Pages visited, time spent on site, referring websites
  • Technical Data: IP address, browser type, device information, operating system
  • Cookies and Similar Technologies: We use essential cookies for form functionality and may use analytics cookies if implemented

Information from Third Parties

  • Payment Processors: Stripe processes donation payments and provides transaction data (we do not store payment card information)
  • Newsletter Services: Email service providers may collect delivery and engagement data

3. How We Use Your Information

We use the information we collect for the following purposes:

  • Communication: To respond to your inquiries, send newsletters, and provide updates about PTSO activities
  • Volunteer Coordination: To manage volunteer opportunities and match interests with available positions
  • Donation Processing: To process donations, issue receipts, and manage recurring contributions
  • Administrative Purposes: To maintain records, improve our services, and ensure compliance with legal obligations
  • School Support: To organize events, coordinate teacher appreciation activities, and support educational programs
  • Legal Compliance: To meet our obligations under applicable laws and regulations

4. Information Sharing & Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties for marketing purposes. We may share your information only in the following limited circumstances:

  • Service Providers: With trusted third-party service providers who assist us in operating our website, processing payments, or sending communications (e.g., Stripe for payment processing)
  • Legal Requirements: When required by law, court order, or governmental regulation
  • PTSO Operations: With authorized PTSO volunteers and administrators who need access to perform their duties
  • Consent: When you have given explicit consent for specific sharing

5. Data Retention

We retain personal information only as long as necessary for the purposes outlined in this policy:

  • Contact Form Submissions: 1 year (minimum for follow-up purposes)
  • Volunteer Information: 2 years (while volunteer relationship may be ongoing)
  • Financial/Donation Records: 7 years (IRS requirement for tax-exempt organizations)
  • Newsletter Subscriptions: Until unsubscribed or consent withdrawn
  • General Business Records: 3 years (standard business practice)

Note: These are minimum retention periods based on legal requirements (7 years for financial data) and reasonable business needs (1-3 years for other data). Data may be deleted earlier when no longer needed for the purposes collected.

6. Your Rights (GDPR/CCPA Compliance)

Depending on your location and applicable law, you may have the following rights regarding your personal information:

Right to Access
Right to Rectification
Right to Erasure
Right to Data Portability
Right to Object/Restrict Processing
Right to Withdraw Consent

How to Exercise Your Rights

To exercise any of these rights, please contact us at contactus@asmsptso.com. We will respond to your request within 30 days (or as required by applicable law).

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

Technical Measures

  • Encryption of data in transit and at rest
  • Secure hosting infrastructure

Administrative Safeguards

  • Access controls
  • Staff training
  • Regular security audits

Payment Security: PCI compliance through Stripe (we never store payment card information)

Incident Response: Procedures for detecting, reporting, and responding to security incidents

8. International Data Transfers

  • Current Storage: Data currently stored in United States on servers operated by German-based hosting provider
  • Potential Changes: Hosting provider may relocate servers internationally, potentially affecting data location
  • Compliance Measures: We ensure compliance with applicable data protection laws for any international transfers
  • EU Residents: We implement appropriate safeguards (such as Standard Contractual Clauses) if data transfers occur
  • User Notification: Users will be notified of any significant changes to data storage locations

9. Children's Privacy

Website Usage

  • Not Directed at Children: Our website and services are not directed at children under 13
  • Adult Users: Forms and data collection are intended for adults (parents, guardians, volunteers, donors)
  • Children's Presence: Children may visit the site or appear in event photos in the photo gallery

Parental Consent & Rights

  • Parental Consent: If children under 13 attempt to use forms, parental consent is required
  • Event Photos: Parental consent obtained before publishing photos of children
  • Photo Removal: Parents can request removal of children's photos by contacting us
  • COPPA Compliance: We comply with COPPA requirements for any children's data collection
  • School Activities: School-related activities may involve collection of student information with parental consent

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Sending email notifications for significant changes
  • Updating the "Last Updated" date at the top of this policy

Your continued use of our services after any changes indicates your acceptance of the updated policy.

11. Contact Information

For privacy-related inquiries or to exercise your rights, please contact us:

  • Email: contactus@asmsptso.com
  • Mailing Address: Agnes Stewart Middle School PTSO, 900 S 32nd St, Springfield, OR 97478
  • Response Time: We will respond to privacy inquiries within 30 days

Agnes Stewart Middle School PTSO (EIN: 39-4457495) is a 501(c)(3) tax-exempt organization recognized by the IRS. Donations to our organization are tax-deductible to the extent allowed by law. We will provide documentation of your donation for your records and tax purposes.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and agree to our collection and use of your information as described herein.