Privacy Policy

Introduction

Purpose of the Privacy Policy

At the Miami County Community Foundation (MICOCF), we are deeply committed to respecting and protecting the privacy of every individual who interacts with us. Whether you are a donor, grant recipient, volunteer, event participant, or visitor to our website, safeguarding your personal information is of utmost importance to us. This Privacy Policy is designed to inform you about how we collect, use, disclose, and protect your personal data. Our aim is to be transparent about our practices and to empower you with the knowledge to make informed decisions regarding your personal information.

Scope of the Policy

This Privacy Policy applies to all personal information collected by MICOCF through various channels, including our website at www.micocf.org, online forms, email communications, postal mail, telephone conversations, and in-person interactions at events or our office. It governs the data practices for all services and activities offered by MICOCF. By engaging with us through any of these channels, you consent to the practices described in this policy.

 

Information We Collect

At the Miami County Community Foundation (MICOCF), we are dedicated to maintaining the trust and confidence of our donors, grant recipients, volunteers, event participants, and website visitors. One way we achieve this is by being transparent about the information we collect and how we use it.

Personal Information

We collect personal information that you voluntarily provide to us when you interact with MICOCF. This includes, but is not limited to:

• Contact Information: Your name, mailing address, email address, and telephone number.
• Donation Details: Information related to your donations, such as donation amounts, dates, and any specific fund designations.
• Financial Information: Payment details like credit card numbers or bank account information when you make a donation or payment.
• Demographic Information: Age, gender, occupation, and areas of interest, which help us understand our community better.
• Communication Preferences: Your preferences regarding the types of information you wish to receive from us.
• Event Participation: Information collected when you register for or attend our events, such as dietary restrictions or accessibility needs.
• Grant and Scholarship Applications: Educational background, employment history, financial need details, and references provided in applications.

We collect this information through various methods:

• Online Forms: When you fill out forms on our website, such as donation forms, subscription requests, or event registrations.
• Email and Postal Mail: Communications you send to us requesting information or providing feedback.
• In-Person Interactions: Information gathered during meetings, events, or when you visit our office.
• Telephone Conversations: Details you provide when you call us for inquiries or assistance.

Non-Personal Information

When you visit our website or interact with our online services, we may automatically collect certain non-personal information, which does not directly identify you. This includes:

• Technical Information:
  • IP Address: Helps us identify the geographic location of our website visitors.
  • Browser Type and Version: To ensure our website is compatible with the browsers our visitors use.
  • Operating System: Assists in optimizing our website for different devices.
• Usage Data:
  • Pages Visited: Information about the pages you view on our site.
  • Time and Date of Visit: Helps us understand peak usage times.
  • Referring Website: The website that led you to ours, if applicable.
• Cookies and Similar Technologies:
  • Cookies: Small files stored on your device to enhance website functionality and user experience.
  • Web Beacons: Tiny graphics that help us monitor website traffic and user engagement.

This non-personal information is collected using technologies such as cookies, web beacons, and log files. It helps us improve our website, tailor content to user preferences, and ensure our online services function correctly.

Sensitive Information

In certain situations, we may collect sensitive personal information to provide specific services or comply with legal obligations. This may include:

• Financial Information:
  • Bank Account and Payment Card Details: Collected when processing donations, grants, or payments.
  • Tax Identification Numbers: For tax receipt purposes and compliance with IRS regulations.
• Health and Accessibility Information:
  • Medical Conditions or Dietary Restrictions: If you attend events where such information is necessary for your safety and comfort.
• Background Checks:
  • Criminal History or Legal Matters: For volunteer positions or grant applications that require such vetting.

We handle sensitive information with the highest level of care:

• Enhanced Security Measures: Sensitive data is encrypted during transmission and stored on secure servers.
• Access Controls: Only authorized personnel who require access to perform their duties can view sensitive information.
• Confidentiality Agreements: Staff and volunteers with access to sensitive data are bound by strict confidentiality obligations.
• Compliance with Laws: We adhere to all applicable laws and regulations governing the collection and use of sensitive information.

Children’s Information

We recognize the importance of protecting the privacy of children. We do not knowingly collect personal information from individuals under the age of 13 without verifiable parental consent. If we become aware that we have inadvertently received personal information from a child under 13 without proper consent, we will delete such information from our records.

Third-Party Sources

Occasionally, we may obtain information about you from third-party sources to supplement our records, such as:

• Public Records and Directories: For updating contact information and outreach efforts.
• Social Media Platforms: Information you have made publicly available or shared with us through your social media interactions.
• Partner Organizations: Data shared with us when collaborating on joint initiatives or events.

We combine this information with the data we already have to enhance our services, ensure data accuracy, and deepen our understanding of our community’s needs.

 

How We Use Your Information

At the Miami County Community Foundation (MICOCF), we utilize the personal and non-personal information we collect to further our mission of enhancing the quality of life in Miami County. Our use of your information is guided by principles of transparency, integrity, and respect for your privacy. Below, we outline the various ways we use the information you provide to us.

Service Delivery

• Processing Donations and Grants: Your financial and contact information enables us to process your donations, issue tax receipts, acknowledge your contributions, and manage grant distributions. This ensures that your generosity directly supports the causes you care about.
• Providing Requested Services or Information: When you inquire about our programs, request resources, or seek assistance, we use your information to respond promptly and effectively to your needs.

Communication

• Newsletters and Updates: With your consent, we use your email and mailing addresses to send you our newsletters, annual reports, impact stories, and updates on initiatives, events, and opportunities to get involved.
• Event Information: If you register for or express interest in our events, we use your contact details to provide logistical information, updates, and post-event follow-ups.
• Responding to Inquiries: We use the information you provide to address your questions, feedback, or concerns, ensuring open and meaningful communication.

Improvement and Personalization

• Enhancing Our Services: By analyzing usage data and feedback, we gain insights into how we can improve our programs, services, and communications to better serve you and the community.
• Personalizing User Experience: Understanding your interests and preferences allows us to tailor our communications and interactions, making them more relevant and engaging for you.

Legal Compliance

• Regulatory Obligations: We use your information to comply with legal and regulatory requirements, such as processing tax-deductible donations in accordance with IRS regulations and maintaining accurate financial records.
• Preventing Fraud and Abuse: Your information helps us monitor and protect against fraudulent activities, unauthorized transactions, and other liabilities, safeguarding both you and our organization.

Volunteer and Employment Opportunities

• Application Processing: If you apply for a volunteer position or employment with MICOCF, we use your personal information to evaluate your application, verify credentials, conduct background checks (with your consent), and communicate throughout the recruitment process.
• Management and Engagement: For our volunteers and staff, we use your information to coordinate activities, provide necessary training, and ensure a safe and productive environment.

Grant and Scholarship Administration

• Evaluating Applications: We use the information provided in grant and scholarship applications to assess eligibility and make informed decisions based on our established criteria and the needs of the community.
• Ongoing Support and Compliance: For recipients, we use your information to manage agreements, disburse funds, monitor progress, and ensure compliance with the terms of the grant or scholarship.

Compliance with Your Preferences

• Honoring Communication Choices: We respect your choices regarding how and when we communicate with you. Your preferences guide us in customizing the frequency and type of communications you receive.
• Opt-Out Requests: If you choose to opt out of certain communications or data uses, we use your information to implement those requests promptly.

Aggregated and Anonymized Data

• Statistical Analysis: We may compile aggregated data that does not identify individuals to analyze trends, measure the effectiveness of our programs, and report on our impact to stakeholders and the community.
• Research and Reporting: Such data helps us in preparing reports, grant applications, and strategic planning without compromising your personal privacy.

Third-Party Service Providers

• Operational Support: We engage trusted third-party service providers to assist with functions such as payment processing, data analysis, email distribution, and website hosting. Your information is used by these providers solely to perform services on our behalf and under strict confidentiality agreements.
• Ensuring Quality Services: Collaborating with specialized providers allows us to enhance our services while maintaining high standards of data protection.

Emergency Situations and Legal Rights

• Protecting Health and Safety: In critical situations, we may use your information to protect the vital interests of individuals or the community, such as during public health emergencies or natural disasters.
• Enforcing Our Policies and Legal Rights: We may use your information to enforce our policies, contracts, and legal agreements, or to defend against legal claims.

Children’s Information

• Program Participation: For programs involving minors, we use the information provided with parental or guardian consent to administer the program, ensure the safety of participants, and communicate with parents or guardians.
• Safeguarding Minors: We implement additional protections when handling children’s information, in compliance with applicable laws and best practices.

 

Information Sharing and Disclosure

At the Miami County Community Foundation (MICOCF), we understand that the information you provide to us is personal and sensitive. We are committed to maintaining your trust by handling your information with care and discretion. This section outlines the circumstances under which we may share your information and the measures we take to protect your privacy.

Third-Party Service Providers

To facilitate our operations and provide our services effectively, we engage reputable third-party service providers. These partners assist us in various functions, including but not limited to:

• Payment Processing: Secure handling of donations and financial transactions.
• Data Management: Hosting and maintaining our databases and IT infrastructure.
• Email and Mail Distribution: Managing communications such as newsletters, event invitations, and fundraising appeals.
• Event Management: Assisting with the organization and execution of events and programs.

When we share your information with these providers:

• Limited Use: They are granted access only to the information necessary to perform their specific services.
• Confidentiality Agreements: They are contractually obligated to protect your information and use it solely for the purposes we specify.
• Security Compliance: We ensure they employ robust security measures consistent with our standards and legal requirements.

Legal Requirements

We may disclose your information in good faith when such action is necessary to:

• Comply with Legal Obligations: Respond to subpoenas, court orders, or legal processes served on MICOCF.
• Protect and Defend Rights: Safeguard the rights, property, or safety of MICOCF, our stakeholders, or the public.
• Prevent Illegal Activities: Assist in the investigation or prevention of suspected fraud, harassment, or other violations of law.

In such cases, we will endeavor to notify you of the disclosure, unless prohibited by law or court order.

Business Transfers

In the unlikely event of a merger, acquisition, restructuring, or sale of all or a portion of our assets, your personal information may be transferred to the successor organization. In such transitions:

• Notification of Changes: We will inform you of any change in ownership or use of your personal information.
• Continued Protection: The successor organization will be bound by this Privacy Policy or provide notice of any changes to it.

Consent-Based Sharing

We value your preferences and will not share your personal information with third parties for their marketing purposes without your explicit consent. Situations requiring your consent include:

• Collaborative Initiatives: Partnering with other organizations on programs or events where sharing information enhances your experience.
• Testimonials and Stories: Sharing your experiences or success stories in our publications or on our website.

You have the right to decline such sharing, and your participation is entirely voluntary.

Aggregated and Anonymized Data

We may share aggregated or anonymized information that does not personally identify you for purposes such as:

• Research and Analysis: Collaborating with researchers or policymakers to address community needs.
• Reporting and Impact Assessment: Demonstrating the effectiveness of our programs to stakeholders and funders.
• Marketing and Public Relations: Highlighting trends and successes without disclosing individual identities.

Nonprofit and Community Partners

In pursuit of our mission, we may collaborate with other nonprofit organizations, community groups, or agencies. When sharing information with these partners:

• Purpose Limitation: Information is shared only to advance specific programs, services, or initiatives that benefit the community.
• Privacy Assurance: Partners are required to protect your information in accordance with applicable laws and standards.

Protection of Children’s Information

For programs involving minors, we may share necessary information with:

• Parents or Guardians: Keeping them informed about program activities, progress, and any concerns.
• Educational Institutions: Coordinating with schools or educational programs to support the child’s development.
• Authorized Agencies: Complying with legal requirements for reporting or collaborating with child welfare organizations.

All sharing of children’s information is conducted with utmost care and in compliance with relevant laws.

International Data Transfers

MICOCF primarily operates within the United States. However, if any data transfers occur across international borders:

• Legal Safeguards: We ensure compliance with applicable data protection laws and utilize standard contractual clauses or obtain your consent.
• Security Measures: Your information remains protected under the same security protocols regardless of where it is processed.

Compliance with Donor Privacy Practices

For our donors, we adhere to strict confidentiality and ethical fundraising practices:

• Anonymity Requests: If you prefer your donations to remain anonymous, we will honor your request in all public acknowledgments.
• Third-Party Fundraisers: We do not sell, rent, or trade donor information to third parties for fundraising purposes.

Your Control over Information Sharing

We respect your right to control how your information is shared:

• Opt-Out Options: You may opt out of certain types of sharing by contacting us using the information provided in the “Contact Information” section.
• Access and Correction: You have the right to access and request corrections to your personal information we hold.

Security and Protection Measures

When sharing information, we employ various safeguards to protect your data:

• Encryption: Sensitive data is encrypted during transmission and storage where applicable.
• Access Controls: Only authorized personnel with a legitimate need have access to your information.
• Regular Audits: We periodically review our practices to ensure compliance with this Privacy Policy and applicable laws.

 

Cookies and Tracking Technologies

At the Miami County Community Foundation (MICOCF), we are committed to providing a user-friendly and efficient online experience. To achieve this, we use cookies and similar tracking technologies on our website and digital platforms. This section explains what these technologies are, the types of cookies we use, why we use them, and how you can manage your preferences.

Types of Cookies Used

Cookies are small text files stored on your device (computer, tablet, or mobile) when you visit a website. They help the website recognize your device and remember information about your visit. We use the following types of cookies:

1. Essential Cookies:
   • Description: These cookies are necessary for the website to function correctly. They enable core functionalities such as page navigation, access to secure areas, and form submissions.
   • Examples: Session identifiers, authentication tokens.
2. Performance and Analytics Cookies:
   • Description: These cookies collect information about how visitors use our website, allowing us to improve its performance and your experience.
   • Examples: Google Analytics cookies that track page views, time spent on pages, and error reports.
3. Functional Cookies:
   • Description: These cookies allow the website to remember choices you make and provide enhanced, more personalized features.
   • Examples: Remembering your language preferences, font sizes, and user settings.
4. Targeting and Advertising Cookies:
   • Description: We may use these cookies to deliver content that is more relevant to you and your interests. They can be used to deliver targeted advertising or limit the number of times you see an advertisement.
   • Examples: Cookies that track browsing habits to tailor fundraising appeals.
5. Third-Party Cookies:
   • Description: Some cookies may be placed by third-party services that appear on our pages. These cookies are not controlled by MICOCF.
   • Examples: Social media sharing buttons (e.g., Facebook, Twitter), YouTube video embeds.

Purpose of Cookies

We use cookies and similar technologies for various purposes:

• Enhancing Website Functionality: To ensure our website operates smoothly and efficiently.
• Personalizing Your Experience: To remember your preferences and tailor content accordingly.
• Analyzing Website Usage: To gather insights into how our website is used, helping us improve its structure and content.
• Marketing and Fundraising Efforts: To deliver relevant information and opportunities that may interest you.
• Security Measures: To protect our website and users from malicious activities.

Web Beacons and Similar Technologies

In addition to cookies, we may use web beacons, pixel tags, and other tracking technologies:

• Web Beacons/Pixels: Small graphic images or code snippets embedded in emails or web pages that monitor user activity.
• Purpose: To determine whether emails have been opened, links clicked, or to measure the effectiveness of campaigns.

User Control Over Cookies

We respect your right to privacy and provide you with options to manage your cookie preferences:

• Browser Settings: Most web browsers allow you to control cookies through their settings preferences. You can set your browser to:
  • Accept or Reject All Cookies: Choose whether to allow any cookies to be stored on your device.
  • Delete Existing Cookies: Remove cookies that have already been set.
  • Notify When Cookies Are Set: Receive alerts when a website attempts to place a cookie.
• Opt-Out Mechanisms:
  • Analytics Opt-Out: You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
  • Advertising Preferences: Use tools like the Network Advertising Initiative Opt-Out Tool to manage preferences for interest-based advertising.
• Cookie Consent Banner: Upon your first visit to our website, a banner will appear requesting your consent to use certain cookies. You can accept all cookies or customize your choices.

Impact of Disabling Cookies

While you have the freedom to disable cookies, please be aware that doing so may affect the functionality and performance of our website:

• Essential Functions May Be Limited: Disabling essential cookies can prevent you from accessing certain features or completing transactions.
• Personalization Will Be Reduced: Your preferences will not be remembered, leading to a less tailored experience.
• Performance Issues: The website may load slower or not function as intended.

Third-Party Tracking Technologies

We may include links to external websites or services that use their own cookies and tracking technologies. MICOCF does not control these third parties and is not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party websites you visit.

Do Not Track Signals

Our website currently does not respond to “Do Not Track” (DNT) signals. DNT is a preference you can set in your web browser to inform websites that you do not want to be tracked. We will update this policy if our practices change in the future.

Updates to This Section

We may update our use of cookies and tracking technologies over time. Changes will be reflected in this Privacy Policy, and significant updates may be communicated through notices on our website or via email.

Third-Party Links and Services

The Miami County Community Foundation (MICOCF) website and communications may contain links to third-party websites, services, and content that are not owned or controlled by MICOCF. This section outlines our policies regarding these third-party links and services to ensure you understand how your information may be affected when you interact with them.

External Websites

Our website may provide links to external websites for your convenience and information. These include links to:

• Partner Organizations: Nonprofits, community groups, or agencies we collaborate with.
• Resource Providers: Entities offering services or information that may benefit our community.
• Event Sponsors and Advertisers: Businesses or organizations that support our events and initiatives.

Please note:

• No Control Over Third-Party Practices: MICOCF does not control and is not responsible for the content, privacy policies, or practices of any third-party websites.
• Separate Privacy Policies: When you follow a link to an external site, you are subject to the privacy policy of that site. We encourage you to read the privacy statements of any website you visit.

Third-Party Services and Content

We may incorporate third-party services and content into our website and communications, such as:

• Embedded Videos and Media: Content from platforms like YouTube or Vimeo.
• Social Media Features: “Like” or “Share” buttons from social media networks like Facebook, Twitter, or Instagram.
• Online Donation Platforms: Third-party payment processors or fundraising platforms that facilitate online donations.

Please be aware:

• Data Collection by Third Parties: These services may collect information about your browsing habits or require you to provide personal information.
• Use of Cookies and Tracking Technologies: Third-party content may use cookies, web beacons, or similar technologies to collect data, independent of MICOCF’s practices.
• Authentication Requirements: Some features may require you to log in to your account with the third-party service, subjecting you to their terms and policies.

No Endorsement Implied

Providing links or access to third-party websites and services does not imply endorsement, approval, or affiliation unless explicitly stated. MICOCF is not responsible for the content, accuracy, or opinions expressed on these sites.

Security and Liability

• Data Security: We are not responsible for the security of any information you share with third-party websites or services.
• Transactions with Third Parties: Any transactions or agreements between you and third-party providers are solely between you and the respective provider. MICOCF shall not be liable for any loss or damage arising from such dealings.

Your Responsibility

• Review Policies: We strongly recommend that you review the privacy policies, terms of use, and practices of any third-party websites or services before providing personal information or engaging in transactions.
• Exercise Caution: Be cautious when sharing information or downloading content from external sources, as they may pose security risks.

Changes to Third-Party Links and Services

• Periodic Updates: The third-party links and services available through our website may change over time. We reserve the right to add, modify, or remove such links and services at our discretion.
• Notification of Changes: Significant changes to the way we present third-party content will be reflected in updates to this Privacy Policy.

Contact Us

If you have any questions or concerns about our use of your data, cookies, and tracking technologies, please contact us:

• Email: info@micocf.org
• Phone: (913) 245 0050
• Mailing Address: Miami County Community Foundation
  702 Baptiste Dr
  Paola, KS 66071, USA