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Privacy Policy

The Brian Westbrook Foundation ("BWF," "we," "us," or "our") is committed to protecting the privacy and security of the personal information we collect. This Privacy Policy explains how we collect, use, share, and protect information about our program participants, donors, volunteers, website visitors, and other individuals who interact with our organization. By using our website, participating in our programs, or engaging with our organization, you agree to the practices described in this Privacy Policy.


Information We Collect

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Program Participant Information

  • Names, dates of birth, and contact information

  • Parent or guardian contact information for minors

  • Emergency contact information

  • Medical information relevant to safe program participation

  • Photos and videos taken during programs (with consent)

  • Program participation records and evaluations​

Donor Information

  • Names and contact information (email, phone, mailing address)

  • Donation amounts and history

  • Payment information (processed securely through third-party payment processors)

  • Communication preferences

  • Employer information for matching gift programs

Volunteer Information

  • Names and contact information

  • Volunteer applications and references

  • Background check results

  • Volunteer hours and activities

  • Skills and interests

Website Visitor Information

  • IP addresses

  • Browser type and device information

  • Pages visited and time spent on our website

  • Cookies and similar tracking technologies

Partner and Sponsor Information

  • Organization names and contact information

  • Partnership agreements and communications

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How We Use Your Information


We use the information we collect for the following purposes:
Program Administration

  • Register and manage participants in our equestrian programs, youth afterschool programs, summer camps, and other educational initiatives

  • Ensure the health and safety of all participants

  • Communicate program schedules, updates, and information to participants and families

  • Evaluate program effectiveness and outcomes

Fundraising and Donor Relations

  • Process donations and issue tax receipts

  • Thank donors and recognize their generosity (with permission)

  • Send updates about our programs, impact, and fundraising campaigns

  • Manage donor relationships and engagement

Volunteer Management

  • Process volunteer applications and conduct background checks

  • Schedule and coordinate volunteer activities

  • Track volunteer hours and contributions

  • Recognize and appreciate volunteers

Communications and Marketing

  • Send newsletters, program updates, and event invitations

  • Share stories and photos showcasing our impact (with appropriate consent)

  • Promote our programs and events

  • Respond to inquiries and requests

Legal and Safety Obligations

  • Comply with applicable laws and regulations

  • Protect the safety and security of program participants, especially youth

  • Maintain records required by law or our insurance providers

  • Respond to legal processes and protect our legal rights

Website Improvement

  • Analyze website usage to improve user experience

  • Troubleshoot technical issues

  • Prevent fraud and ensure website security

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Protection of Children's Privacy


We are committed to protecting the privacy of children who participate in our
programs. In accordance with the Children's Online Privacy Protection Act
(COPPA), we:

  • Obtain verifiable parental consent before collecting personal information from children under 13

  • Only collect information from children that is reasonably necessary for program participation

  • Do not condition a child's participation on providing more information than is necessary

  • Allow parents to review, update, or request deletion of their child's information

  • Obtain separate consent before using photos or videos of children for promotional purposes

  • Limit access to children's information to authorized staff and volunteers who need it for program purposes

 

Photo and Video Consent

We may take photos and videos during our programs to document activities and​ share our impact with supporters. We will:

  • Obtain written consent from parents/guardians before photographing minors

  • Provide options to opt out of photography

  • Use images only for purposes described in the consent form

  • Never include identifying information (such as full names or addresses) alongside photos of minors without explicit permission.

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Safety and Security

Information Sharing and Disclosure


We Do Not Sell Your Information: BWF does not sell, rent, or trade personal information to third parties for marketing purposes.


When We Share Information


We may share personal information in the following limited circumstances:
Service Providers: We work with trusted third-party service providers who help us operate our programs and website, such as:

  • Payment processors (for donation processing)

  • Email service providers (for newsletters and communications)

  • Database and cloud storage providers

  • Background check providers (for volunteer screening)

  • Website hosting and analytics providers

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

 

Program Partners: We may share limited participant information with partner organizations (such as schools, community centers, or other nonprofits) when necessary to deliver collaborative programs. We ensure partners agree to protect participant privacy.

 

Legal Requirements: We may disclose information when required by law, such as:

  • In response to a subpoena, court order, or legal process

  • To comply with government reporting obligations

  • To protect the safety of our participants, staff, or the public

  • To prevent or investigate possible illegal activity or violations of our policies

 

With Your Consent: We may share information for other purposes with your explicit consent.

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Donor Privacy Rights


We respect the privacy preferences of our donors.
Recognition: Donors may choose to:

  • Be publicly recognized by name in our materials (website, annual reports, event programs, etc.)

  • Remain anonymous

  • Use a different name for recognition purposes

Communication Preferences: Donors may:

  • Opt out of fundraising appeals while continuing to receive program updates

  • Opt out of all communications

  • Update their contact information or communication preferences at any time

Financial Security: We use secure, industry-standard payment processing systems. We do not store complete credit card information on our systems.

Donor Information Requests: Upon request, we will provide donors with:

  • Confirmation of donations made

  • Information about how their donation was used

  • Removal from our mailing or email lists

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Data Security


We take the security of your information seriously and implement appropriate technical, administrative, and physical safeguards, including:

  • Secure servers and encrypted data transmission (SSL/TLS)

  • Restricted access to personal information (limited to authorized staff and volunteers)

  • Background checks for staff and volunteers who work with youth or handle sensitive data

  • Regular security assessments and updates

  • Secure disposal of physical and electronic records when no longer needed

  • Staff training on data privacy and security practices

While we strive to protect your information, no security system is completely secure. We cannot guarantee the absolute security of information transmitted over the internet.

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Your Privacy Rights


You have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we have about you.

  • Correction: Request that we correct inaccurate or incomplete information.

  • Deletion: Request that we delete your information, subject to legal and operational requirements (such as donation records required for tax purposes).

  • Opt-Out: Unsubscribe from marketing emails or other communications at any time.

  • Withdraw Consent: Withdraw consent for specific uses of your information, such as photo releases.

To exercise these rights, please contact us using the information provided at the end of this policy.

 

Cookies and Tracking Technologies


What Are Cookies?
Cookies are small text files stored on your device when you visit our website. We use cookies and similar technologies to:

  • Remember your preferences

  • Understand how visitors use our website

  • Improve website functionality and user experience

  • Analyze website traffic and performance

 

Types of Cookies We Use

  • Essential Cookies: Necessary for the website to function properly

  • Analytics Cookies: Help us understand how visitors interact with our website

  • Functional Cookies: Remember your preferences and settings

 

Your Cookie Choices
You can control cookies through your browser settings. Most browsers allow you to:

  • View and delete cookies

  • Block all cookies

  • Block third-party cookies

  • Receive warnings before cookies are stored

Note that disabling cookies may affect website functionality.

 

Third-Party Links


Our website may contain links to third-party websites, such as social media platforms or partner organizations. This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any third-party sites you visit.

 

Data Retention


We retain personal information only as long as necessary to fulfill the purposes
described in this Privacy Policy, unless a longer retention period is required or
permitted by law.

Retention Periods:

  • ​Donor records: Retained in accordance with IRS requirements (typically 7 years minimum)

  • Participant records: Retained for the duration of program participation plus 3 years

  • Volunteer records: Retained for the duration of service plus 3 years

  • Website analytics: Typically retained for 2 years

When information is no longer needed, we securely delete or anonymize it.

 

Changes to This Privacy Policy


We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make
changes, we will:

  • Update the "Last Updated" date at the top of this policy

  • Notify users of material changes via email or prominent website notice

  • Obtain new consent where required by law

We encourage you to review this Privacy Policy periodically.

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Contact Us


If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:


The Brian Westbrook Foundation
Email: info@brianwestbrookfoundation.com
Mailing Address: 12412 Van Brady Rd Upper Marlboro, MD 20772
Phone: 240-525-7954


For privacy-related inquiries, please allow up to 10 business days for a response.

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