Privacy Policy
Effective Date: 12-12-2025
1. Introduction
AIW Foundation (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website aiwfoundation.org (the “Website”) or interact with our organization.
By using our Website, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our Website.
2. Information We Collect
2.1 Personal Information You Provide
We collect personal information that you voluntarily provide when you:
- Make a donation
- Register for events or programs
- Sign up to volunteer
- Subscribe to our newsletter
- Contact us through forms or email
- Create an account on our Website
This information may include:
- Name and contact information (email address, phone number, mailing address)
- Payment information (credit card details, billing address)
- Demographic information (age, gender, when relevant to programs)
- Employment or professional information (for volunteer applications)
- Emergency contact information
- Background check information (for volunteers working with minors)
- Any other information you choose to provide
2.2 Information Collected Automatically
When you visit our Website, we automatically collect certain information, including:
- IP address
- Browser type and version
- Device type and operating system
- Pages visited and time spent on pages
- Referring website
- Date and time of visit
- Clickstream data
2.3 Cookies and Tracking Technologies
We use cookies, web beacons, and similar tracking technologies to:
- Remember your preferences
- Understand how you use our Website
- Improve user experience
- Analyze Website traffic and usage patterns
You can control cookie settings through your browser preferences, but disabling cookies may affect Website functionality.
2.4 Third-Party Analytics
We use third-party analytics services (such as Google Analytics) to help us understand how visitors use our Website. These services collect information about your use of our Website and other websites.
3. How We Use Your Information
We use the information we collect to:
- Process donations and provide tax receipts
- Communicate with donors, volunteers, and program participants
- Send newsletters and updates about our programs (with your consent)
- Manage volunteer applications and background checks
- Coordinate events and programs
- Process event registrations and check-ins
- Respond to inquiries and provide customer support
- Improve our Website and services
- Comply with legal obligations and reporting requirements
- Analyze and understand our audience and engagement
- Prevent fraud and ensure security
4. How We Share Your Information
4.1 We Do Not Sell Your Information
AIW Foundation does not sell, rent, or trade your personal information to third parties.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
4.2 Service Providers
We may share your information with trusted third-party service providers who assist us in:
- Payment processing (credit card processors, PayPal, etc.)
- Email marketing and communications (FluentCRM and email service providers)
- Event management and registration
- Background check processing (for volunteer screening)
- Website hosting and maintenance
- Data analysis and analytics
- Database management
These providers are contractually obligated to protect your information and may only use it to perform services on our behalf.
4.3 Legal Requirements
We may disclose your information if required by law, court order, or other legal process, or if we believe disclosure is necessary to:
- Comply with legal obligations
- Protect the rights, property, or safety of AIW Foundation, our users, or others
- Prevent fraud or security threats
- Respond to government requests
4.4 Business Transfers
If AIW Foundation merges with another organization or transfers assets, your information may be transferred as part of that transaction.
4.5 With Your Consent
We may share your information for other purposes with your explicit consent.
5. Donor Privacy
5.1 Donor Information Protection
We understand the importance of donor privacy. We maintain the confidentiality of donor information and do not share donor lists with other organizations.
5.2 Public Recognition
If you make a donation, we may publicly recognize your contribution (such as in annual reports, newsletters, or on our Website) unless you request anonymity. You may opt out of public recognition by contacting us.
5.3 Donation Records
We maintain records of donations for tax reporting purposes and to provide you with tax receipts. These records are kept secure and confidential.
6. Email Communications
6.1 Marketing Emails
If you subscribe to our newsletter or provide your email address, we may send you:
- Updates about our programs and impact
- Event invitations
- Volunteer opportunities
- Fundraising appeals
6.2 Unsubscribe
You can unsubscribe from marketing emails at any time by:
- Clicking the “unsubscribe” link in any email
- Contacting us directly at [contact email]
- Updating your preferences in your account settings
6.3 Transactional Emails
Even if you unsubscribe from marketing emails, we may still send you transactional emails related to:
- Donation receipts
- Event registrations
- Account information
- Important organizational updates
7. Data Security
7.1 Security Measures
We implement reasonable security measures to protect your information, including:
- Secure socket layer (SSL) encryption for data transmission
- Secure servers and databases
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
7.2 Payment Security
Payment information is processed through secure, PCI-compliant payment processors. We do not store complete credit card information on our servers.
7.3 No Guarantee
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
8. Data Retention
We retain your personal information for as long as necessary to:
- Fulfill the purposes described in this Privacy Policy
- Comply with legal, tax, and accounting requirements
- Resolve disputes and enforce our agreements
When information is no longer needed, we will securely delete or anonymize it.
9. Your Rights and Choices
9.1 Access and Correction
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Update your information through your account settings
9.2 Deletion
You may request deletion of your personal information, subject to legal retention requirements. To request deletion, contact us at [contact email].
9.3 Data Portability
You may request a copy of your personal information in a portable format.
9.4 Opt-Out
You can opt out of:
- Marketing emails (via unsubscribe link)
- Cookies (via browser settings)
- Analytics tracking (via browser extensions or opt-out tools)
9.5 Do Not Track
Our Website does not currently respond to “Do Not Track” browser signals.
10. Children’s Privacy
Our Website is not intended for children under 13. We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have collected information from a child under 13, please contact us immediately.
For programs serving minors, we obtain appropriate parental consent and follow best practices for child protection.
11. Third-Party Websites
Our Website may contain links to third-party websites. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party sites you visit.
12. California Privacy Rights
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected
- Right to know if personal information is sold or shared
- Right to opt out of the sale of personal information (we do not sell information)
- Right to request deletion of personal information
- Right to non-discrimination for exercising privacy rights
To exercise these rights, contact us at info@aiwfoundation.org.
13. International Users
Our Website is operated from the United States. If you are located outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from your jurisdiction.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Effective Date.” We encourage you to review this policy periodically. Your continued use of the Website after changes are posted constitutes acceptance of the updated policy.
For material changes, we may provide additional notice, such as an email notification or prominent notice on our Website.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
AIW Foundation
Privacy Officer
1310 Rayford Road, Ste. 350 Spring, Texas 77386
For data protection inquiries, please include “Privacy Request” in your subject line.
16. Specific Technologies and Services
For transparency, we use the following technologies and services that may collect or process your information:
Website and Email Services
- WordPress: Content management system for our Website
- FluentForms: Form submissions and data collection
- FluentCRM: Email marketing and subscriber management
Payment Processing
- Stripe and Paypal
Analytics
- Google Analytics (anonymized IP tracking)
Event Management
- Eventin: Event registration and management
- QR code check-in systems
Background Checks
- Checkr: Background screening for volunteers working with minors
Hosting and Infrastructure
- Hostinger Web Services
- Cloudflare CDN
Each of these services has its own privacy policy, which we encourage you to review.
Last Updated: 12-12-2025