Privacy Policy.
Introduction.
The Ryan Bartel Foundation (“we,” “us,” or “our”) is committed to protecting the privacy and security of personal information, especially when it concerns children. We are a Virginia-based non-profit organization and operate in accordance with applicable state and federal privacy laws, including the Virginia Consumer Data Protection Act (VCDPA) and the Children’s Online Privacy Protection Act (COPPA).
This Privacy Policy explains how we collect, use, store, and protect personal information, particularly data related to children.
Scope.
This policy applies to all personal data we collect, whether online or offline through events, forms, and other interactions with children and their families.
Information We Collect.
We may collect the following types of personal information, including but not limited to:
- Full name
- Date of birth
- Gender
- Race
- School name and/or grade level
- Parent or guardian contact information
- Medical or health-related data (if relevant for participation in activities)
- Photos or videos (for program documentation or promotional use, with consent)
- Contact information (email, phone number, address)
- Emergency contact details
- Consent forms and related documentation
- Consent to text
We do not collect more information than is reasonably necessary to participate in our programs.
How We Collect Information.
We collect information, including but not limited through:
- Online registration forms
- Paper enrollment forms
- Event sign-in sheets
- Surveys and feedback forms
- Email communications
- Phone communications
- Our website or mobile application (if applicable)
How We Use Information.
We use the information we collect for purposes aligned with the Foundation’s mission in accordance with this policy, including but not limited to:
- Register children for programs and services
- Communicate with parents or guardians
- Ensure the safety and well-being of participants
- Comply with legal and regulatory requirements
- Evaluate and improve our programs
- Apply for grants and report on grant performance
- Promote our work (with explicit consent for photos/videos)
Data Sharing and Disclosure.
We do not sell, rent, or trade personal information.
We may share personal data with:
- Authorized staff, contractors and volunteers (under confidentiality agreements)
- Third-party service providers (e.g., database hosting, communication tools)
- Emergency personnel or authorities (in cases of safety concerns)
- Grant funders or partners (only aggregated, anonymized data unless consent is given)
All third parties are contractually obligated to maintain the confidentiality and security of the data.
Parental Rights and Choices.
Under COPPA and VCDPA, parents/guardians have the right to:
- Review the personal data we have collected from their child
- Request that we delete their child’s information
- Withdraw consent at any time
- Opt out of the collection or processing of their child’s data for specific purposes
To exercise any of these rights, please contact us at:
📧 privacy@ryanbartelfoundation.org
We will respond to verified requests within 45 days as required by law.
Data Security.
We use secure systems, encrypted databases, and staff training to protect personal information. Access is limited to authorized personnel, and data is transmitted using secure methods such as HTTPS. While no system can guarantee absolute security, we take reasonable steps to safeguard your data and review our practices regularly. If you have concerns, please contact us at privacy@ryanbartelfoundation.org.
Data Retention.
We retain personal data only as long as necessary to fulfill the purposes described in this policy, as outlined in our Data Policy or as required by law. After that period, we securely delete or anonymize the data.
International Data Transfers.
We do not knowingly transfer personal data outside of the United States.
Changes to This Policy.
We may update this Privacy Policy from time to time. Any changes will be posted on our website and communicated to parents/guardians when appropriate.
Contact Us.
If you have questions or concerns about our privacy practices, or would like to make a request regarding your child’s data, please contact us:
privacy@ryanbartelfoundation.org
Last Updated: December 13, 2025
Approved by: Board of Directors
