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Privacy Policy

1. Introduction

Blackboots is a nonprofit community organization. We are committed to handling personal information with transparency, respect, and care in support of our programs, events, and communications.

This Privacy Policy explains how Blackboots collects, uses, stores, and shares information obtained through our website, programs, and related activities. It is intended to help you understand what information may be collected, how it is used, and what choices you have regarding your information.

By accessing or using Blackboots websites, services, or participating in our activities, you acknowledge and agree to the practices described in this Privacy Policy.

Blackboots does not engage in the sale of personal information and seeks to limit the use of collected data to purposes directly related to its organizational activities.

2. Information We Collect

Blackboots may collect information in the following ways:

Information You Provide

We may collect personal information that you voluntarily provide when you interact with Blackboots. This may include:

  • name and contact information (such as email address or phone number)
  • information submitted through contact forms, event registration, or volunteer sign-up
  • information provided through direct communication with Blackboots
  • any additional information you choose to share in connection with your participation in our programs or activities

Providing this information is voluntary, but certain activities may not be possible without it.

Information Collected Automatically

When you visit Blackboots websites or interact with online services, certain information may be collected automatically. This may include:

  • internet protocol (IP) address
  • browser type and device information
  • pages visited and interactions with the website
  • general usage data and traffic patterns

This information is used to understand how our website is used and to improve functionality and accessibility.

Information from Third-Party Services

In some cases, Blackboots may receive information through third-party services used to support our operations, such as event registration platforms, donation processors, or communication tools. The information received is limited to what is necessary to carry out those services.

3. How We Collect Information

Blackboots collects information through direct interaction, participation in organizational activities, and use of our website and related services.

Direct Submissions

We collect information when you voluntarily provide it to Blackboots. This may occur when you:

  • complete forms on our website
  • register for events or programs 
  • sign up to volunteer or participate in activities
  • contact Blackboots through email or other communication channels

Event and Program Participation

Information may be collected in connection with your participation in Blackboots events, programs, or activities. This may include information provided during registration, check-in, or follow-up communication.

Website and Online Activity

When you access Blackboots websites, certain information may be collected automatically through standard web technologies. This includes interactions with pages, navigation patterns, and general usage activity.

Third-Party Services

Blackboots may collect information through third-party services that support our operations, such as event registration platforms, communication tools, or payment processors. These services collect and provide information to Blackboots as necessary to perform their functions.

Passive Collection Technologies

Information may also be collected through technologies such as cookies or similar tools that operate when you interact with Blackboots websites or embedded content.

4. How We Use Information

Blackboots uses collected information for purposes directly related to its organizational activities, operations, and communications.

Operational Use

We may use information to administer programs, coordinate events, manage volunteer participation, respond to inquiries, and carry out the day-to-day functions of the organization.

Communications

We may use information to communicate with participants, volunteers, supporters, and other individuals who engage with Blackboots. This may include responding to messages, providing event information, sharing updates, and distributing organizational communications.

Website Functionality and Improvement

We may use information to operate, maintain, evaluate, and improve our website and related online services. This may include understanding general site usage, improving accessibility, and addressing technical issues.

Security, Integrity, and Compliance

We may use information to protect the security and integrity of our systems, prevent misuse, enforce organizational policies, and comply with legal or administrative obligations.

Limited Purpose Use

Blackboots seeks to use personal information only to the extent reasonably necessary for its organizational functions and does not use personal information for unrelated commercial purposes.

5. Information Sharing and Third-Party Services

Blackboots does not sell, rent, or trade personal information to outside entities.

Limited Sharing with Service Providers

Blackboots may share information with third-party service providers that support our operations. These may include services related to:

  • website hosting
  • event registration and management
  • payment processing
  • communication and email distribution

These providers are given access only to the information necessary to perform their functions and are not authorized to use that information for independent purposes.

Organizational Use Only

Information shared with service providers is used solely to support Blackboots activities and operations. Blackboots does not provide personal information to third parties for their own marketing, advertising, or data aggregation purposes.

Legal and Safety Requirements

Blackboots may disclose information when required to do so by law or when such disclosure is necessary to:

  • comply with legal obligations
  • protect the rights or safety of Blackboots, its participants, or others
  • enforce organizational policies or agreements

Limited Disclosure Principle

Blackboots seeks to limit the sharing of personal information to what is reasonably necessary to support its operations and to maintain the trust of its community.

6. Cookies, Analytics, and Website Technologies

Blackboots may use cookies and similar technologies to support the operation of its website and to understand how it is used.

Cookies are small data files stored on your device when you visit a website. These technologies help us:

  • maintain basic website functionality
  • understand general patterns of website usage
  • improve accessibility and user experience

Blackboots may also use basic analytics tools or services that collect information about how visitors interact with the website. This information is used in aggregate form to help improve the performance and usability of the site.

Third-party services embedded within the website (such as video players or social media content) may also use cookies or similar technologies as part of their functionality.

You may choose to control or disable cookies through your browser settings. Disabling cookies may affect how certain parts of the website function.

7. Data Storage and Security

Blackboots stores information using systems and services appropriate to its organizational needs.

Access to personal information is limited to authorized individuals who require it to perform their roles within the organization.

Blackboots takes reasonable measures to protect personal information from unauthorized access, use, or disclosure. These measures are intended to support the responsible handling of information in alignment with organizational practices. However, no method of data transmission or storage can be guaranteed to be completely secure. Blackboots cannot ensure or warrant the absolute security of information.

8. Data Retention

Blackboots retains personal information only for as long as it is reasonably necessary to support its organizational activities, operations, and communications.

Information may be retained for purposes including:

  • maintaining communication with participants, volunteers, and supporters
  • documenting events and organizational activities
  • fulfilling administrative, legal, or financial obligations

The length of time information is retained may vary depending on the nature of the information and the purpose for which it was collected.

Blackboots may review and remove information when it is no longer needed for its intended purpose, subject to any applicable legal or administrative requirements.

Retention practices are intended to balance operational needs with respect for individual privacy and data minimization.

9. Your Rights and Choices

Blackboots seeks to provide individuals with reasonable control over their personal information.

Access and Correction

You may request access to the personal information Blackboots holds about you and may request corrections if that information is inaccurate or incomplete.

Requests for Removal

You may request that Blackboots remove or limit the use of your personal information. Blackboots will make reasonable efforts to honor such requests, subject to any legal, administrative, or operational requirements.

Communication Preferences

You may choose to limit or opt out of certain communications from Blackboots at any time by following the instructions provided in those communications or by contacting the organization directly.

Limitations

In some cases, Blackboots may not be able to fully remove or modify information, particularly where it has already been incorporated into published materials, archived records, or required organizational documentation.

Contact for Requests

Requests related to personal information may be directed to Blackboots through its official communication channels. Blackboots will review and respond to requests in a reasonable timeframe.

10. Media, Photography, and Event Documentation

Blackboots may document its events, programs, and activities through photography, video, or audio recording for purposes including community communication, education, and organizational record-keeping.

Participation in Blackboots activities may involve the capture of images or recordings in accordance with event notices and applicable consent practices.

Blackboots maintains a separate Photo & Media Use Policy that governs the collection, use, and handling of media, including privacy considerations, consent frameworks, and limitations on third-party use.

Individuals participating in Blackboots activities are encouraged to review the Photo & Media Use Policy for additional details regarding media practices.

11. Adult Participation Policy

Blackboots is intended for consenting adults. Blackboots programs, events, and related online services are not directed to minors.

Blackboots does not knowingly collect personal information from minors or invite minors to participate in fully endorsed organizational activities.

If Blackboots becomes aware that personal information has been submitted by or collected from a minor, Blackboots will make reasonable efforts to remove that information from its active records, subject to any applicable legal or administrative requirements.

If you believe that a minor has provided personal information to Blackboots, please contact the organization through its official communication channels.

12. External Links

Blackboots websites and communications may include links to third-party websites, services, or platforms.

These external sites are not operated or controlled by Blackboots. As a result, Blackboots is not responsible for the content, practices, or privacy policies of those third parties.

Individuals who access third-party sites through links provided by Blackboots are encouraged to review the privacy policies and terms of those sites before providing personal information or engaging with their services.

13. Policy Updates

Blackboots may update this Privacy Policy from time to time to reflect changes in its practices, operations, or applicable requirements.

The most current version of this Privacy Policy will be made available through Blackboots official communication channels, including its website. The effective date of the policy will be indicated at the time of publication.

Individuals are encouraged to review this Privacy Policy periodically to remain informed about how information is handled.

14. Contact Information

Blackboots welcomes questions, concerns, or requests related to this Privacy Policy and the handling of personal information.

General Inquiries

For general questions regarding this Privacy Policy or Blackboots practices:
Email: [email protected]
Organization: Blackboots Twin Ports Inc.

Privacy and Data Requests

For requests related to personal information, including access, correction, or removal:
Contact: Vice President
Email: [email protected]

Blackboots will review and respond to requests in a reasonable timeframe in accordance with this Privacy Policy.

Media and Photography Inquiries

For questions related to photography, recorded media, or the Photo & Media Use Policy:
Contact: Communications Director
Email: [email protected]

Organizational Contact

For general organizational matters or if you are unsure where to direct your inquiry:
Contact: Secretary
Email: [email protected]

Blackboots will make reasonable efforts to direct inquiries to the appropriate individual or role.