Buddy Up for Life, Inc., an Ohio nonprofit corporation and tax-exempt organization described in Section 501(c)(3) of the Internal Revenue Code (26 U.S.C. § 501(c)(3)) (“Buddy Up for Life,” “we,” “us,” or “our”), respects your privacy and is committed to protecting the personal information entrusted to us. “You” or “you” refer to each person who accesses or uses the Services (as defined below).

This privacy policy (this “Privacy Policy”) explains how we collect, use, disclose, retain, and protect personal information when you:

• visit our website at <https://buddyupforlife.org/> or any other website that links to this Privacy Policy;
• register for or participate in our programs, classes, camps, events, or other activities;
• volunteer with us;
• make a donation or payment;
• communicate with us;
• interact with our social media pages; or
• otherwise engage with Buddy Up for Life.

We refer to these websites, programs, activities, communications, and other interactions collectively as the “Services.”

This Privacy Policy is intended to provide notice of our privacy practices. Where applicable law requires consent for a particular use of personal information, we will seek that consent separately.

1. Personal Information We Collect

The personal information we collect depends on how you interact with us and which Services you use.

1.1 Information You Provide to Us

We may collect personal information that you provide directly to us, including:

• Contact information: such as your name, postal address, email address, and telephone number.
• Account and registration information: such as usernames, passwords, registration status, program selections, chapter affiliation, and communication preferences.
• Participant information: such as a participant’s name, age, date of birth, gender, clothing size, program eligibility information, scheduling information, accommodations, interests, and prior participation.
• Parent, guardian, and emergency-contact information: including names, relationships, email addresses, telephone numbers, and authorization information.
• Volunteer information: such as age, availability, program preferences, experience, training status, emergency-contact information, background-check information, and other information relevant to volunteer service.
• Health, accessibility, and safety information: such as allergies, dietary restrictions, medications, diagnoses, physical or developmental needs, communication needs, behavioral considerations, emergency instructions, or other information reasonably necessary to provide safe and appropriate programming.
• Donation and transaction information: such as the amount and date of a donation or payment, billing contact information, transaction history, and related records. Payment-card information may be collected and processed directly by our third-party payment processors rather than stored by Buddy Up for Life.
• Event and program information: such as attendance, participation, performance, progress, feedback, survey responses, and scholarship requests.
• Photographs, video recordings, audio recordings, and testimonials: when permitted by an applicable authorization, release, or other legal basis.
• Communications: including emails, telephone messages, correspondence, inquiries, requests, and other information you provide when communicating with us.
• Employment or contractor information: if you apply for employment or seek to provide services to Buddy Up for Life.
• Other information you choose to provide.

Please provide only information that is accurate and relevant to your interaction with us.

1.2 Information Collected Automatically

When you use our website or other online Services, we and our service providers may automatically collect certain information, including:

• Internet Protocol address;
• browser type and version;
• device type and operating system;
• referring and exit pages;
• pages viewed and links selected;
• dates and times of visits;
• approximate geographic location derived from an Internet Protocol address;
• cookie identifiers and similar online identifiers; and
• information concerning how you interact with our website.

We may collect this information through cookies, pixels, tags, log files, analytics tools, and similar technologies.

1.3 Information We Receive From Other Sources

We may receive personal information from:

• parents, guardians, caregivers, family members, or authorized representatives;
• local chapters, program coordinators, coaches, instructors, and volunteers;
• event sponsors and community partners;
• social media platforms;
• payment processors and fundraising platforms;
• background-check providers;
• service providers assisting with registrations, communications, events, or technology;
• publicly available sources; and
• other persons or organizations acting at your direction or with appropriate authorization.

If you provide us with personal information about another person, you represent that you have authority to provide that information and, where required, have given that person appropriate notice or obtained any required consent.

2. How We Use Personal Information

We may use personal information to:

• operate, administer, and improve our Services;
• determine eligibility for and register individuals in programs, classes, camps, events, and activities;
• match participants with volunteers, instructors, coaches, or other participants;
• provide appropriate accommodations and support;
• protect the health, safety, and well-being of participants, volunteers, employees, and others;
• communicate with participants, parents, guardians, volunteers, donors, and other members of our community;
• process payments, donations, refunds, scholarships, and other transactions;
• issue donation acknowledgments and maintain tax and accounting records;
• administer volunteer applications, screening, training, scheduling, and assignments;
• organize events, fundraising campaigns, and community activities;
• send newsletters, program announcements, fundraising appeals, event invitations, and other communications;
• respond to inquiries, requests, complaints, and feedback;
• maintain and improve our website, programs, and operations;
• understand participation, engagement, and use of our Services;
• conduct surveys, evaluate program effectiveness, and prepare aggregated reports;
• maintain records and fulfill contractual, tax, accounting, insurance, and legal obligations;
• detect, investigate, and prevent fraud, misuse, security incidents, and other harmful activity;
• establish, exercise, or defend legal claims;
• enforce our agreements, policies, waivers, and terms;
• protect our legal rights and the rights of others; and
• carry out other purposes disclosed when the information is collected or otherwise permitted by law.

We may use information that has been aggregated or deidentified so that it does not reasonably identify an individual for research, reporting, planning, fundraising, program development, and other lawful purposes. We will not attempt to reidentify information that has been deidentified, except as permitted by applicable law to evaluate whether our deidentification processes are effective.

3. Sensitive Personal Information

Some information collected in connection with our programs may be considered sensitive under applicable law, including information concerning health, disability, accommodations, or children. We collect and use sensitive personal information only as reasonably necessary to:

• provide requested programs and Services;
• determine and implement appropriate accommodations;
• respond to emergencies;
• protect the health and safety of participants and others;
• comply with legal, insurance, or risk-management obligations; or
• carry out another purpose disclosed at the time of collection.

We do not use sensitive personal information to make inferences about individuals for unrelated marketing or advertising purposes. Buddy Up for Life is generally not a healthcare provider or health plan subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). Information you provide to us therefore may not be protected by HIPAA, although we will handle it in accordance with this Privacy Policy and other applicable laws.

4. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

• enable website functionality;
• remember user preferences;
• maintain security;
• understand how visitors use our website;
• diagnose technical issues;
• improve website performance and content; and
• measure the effectiveness of communications and outreach.

Some cookies may be placed by service providers that assist us with website hosting, analytics, embedded content, payments, registrations, social media, or other functions. You may be able to control cookies through your browser settings or through any cookie-preference tool made available on our website. Blocking or deleting certain cookies may affect the availability or operation of some website features. Where required by applicable law, we will request consent before using nonessential cookies or similar technologies. Because there is not currently a generally accepted standard governing how websites should interpret or respond to browser-based “Do Not Track” signals, our website does not currently respond to those signals. Where required by applicable law, we will recognize and process Global Privacy Control signals and other legally recognized universal opt-out preference signals as requests to opt out of the sale or sharing of personal information or the processing of personal information for targeted advertising, to the extent we engage in those activities.

5. How We Disclose Personal Information

We may disclose personal information in the following circumstances:

5.1 Service Providers

We may disclose personal information to vendors, contractors, consultants, and other service providers that perform services for us, such as:

• website hosting and maintenance;
• program registration and scheduling;
• payment and donation processing;
• email, text-message, and direct-mail communications;
• data storage and information technology support;
• analytics;
• accounting, auditing, and professional services;
• volunteer screening and background checks;
• insurance and risk management;
• event administration; and
• marketing and communications support.

We expect service providers to use personal information only as reasonably necessary to provide services to us or as otherwise permitted by applicable law.

5.2 Local Chapters and Program Personnel

We may disclose personal information to our local chapters and to authorized employees, coordinators, coaches, instructors, volunteers, facilities, and program personnel when reasonably necessary to administer a program, support a participant, coordinate an activity, or protect health and safety. Access is limited to information reasonably necessary for the recipient’s role.

5.3 Parents, Guardians, Caregivers, and Authorized Representatives

We may disclose information concerning a participant to the participant’s parent, legal guardian, caregiver, emergency contact, or other authorized representative when appropriate and permitted by law.

5.4 Partners, Sponsors, and Co-Hosted Activities

We may disclose limited personal information to community organizations, facilities, sponsors, or other partners when reasonably necessary to administer a jointly offered program or event. We do not disclose personal information to mission-aligned organizations for their own independent marketing merely because their missions are similar to ours. If we propose to disclose personal information to another organization for its own purposes, we will provide any additional notice or choice required by applicable law.

5.5 Professional Advisers

We may disclose personal information to attorneys, accountants, auditors, insurers, and other professional advisers when reasonably necessary to obtain advice, protect our interests, or comply with our obligations.

5.6 Legal, Safety, and Compliance Disclosures

We may disclose personal information when we believe in good faith that disclosure is reasonably necessary to:

• comply with applicable law, regulation, legal process, court order, or governmental request;
• protect the health or safety of an individual;
• report suspected abuse, neglect, exploitation, or other misconduct;
• investigate fraud, security incidents, or violations of our policies;
• protect the rights, property, or safety of Buddy Up for Life or others; or
• establish, exercise, or defend legal claims.

5.7 Organizational Transactions

If Buddy Up for Life is involved in a merger, reorganization, affiliation, consolidation, transfer of programs or assets, dissolution, or similar organizational transaction, personal information may be disclosed or transferred as part of that transaction, subject to applicable law.

5.8 With Your Direction or Consent

We may disclose personal information at your direction, with your consent, or as otherwise disclosed when the information is collected.

5.9 Aggregated or Deidentified Information

We may disclose information that has been aggregated or deidentified so that it does not reasonably identify an individual.

6. Sale and Sharing of Personal Information

Buddy Up for Life does not sell personal information in exchange for money. Certain privacy laws define “sale,” “sharing,” or “targeted advertising” broadly enough to include some uses of advertising cookies or disclosures of online identifiers to third parties. Buddy Up for Life does not intend to use personal information for cross-context behavioral advertising or disclose it to third parties for such advertising. If our practices change, we will update this Privacy Policy and provide any notices and opt-out mechanisms required by applicable law.

7. Communications and Marketing Choices

You may unsubscribe from promotional emails by following the unsubscribe instructions included in the email or by contacting us at Info@Buforlife.org. Even after you opt out of promotional communications, we may continue to send nonpromotional communications concerning:

• a registration or transaction;
• a program in which you or a family member participates;
• volunteer assignments;
• safety, scheduling, or administrative matters;
• changes to our policies; or
• our ongoing relationship with you.

You may request changes to other communication preferences by contacting us using our information below.

8. Children’s Privacy

Buddy Up for Life provides programs serving children and adults with Down syndrome. Our general website is intended primarily for parents, guardians, caregivers, adult participants, volunteers, donors, and other members of the community. We do not knowingly collect personal information online directly from a child under 13 without verifiable consent from the child’s parent or legal guardian, except as otherwise permitted by the Children’s Online Privacy Protection Act and other applicable law. Parents and guardians may provide information concerning a child when registering the child for a program or otherwise interacting with us. We may use that information to administer the requested program, provide accommodations, communicate with the parent or guardian, and protect the child’s health and safety. If we learn that we collected personal information online directly from a child under 13 without the authorization required by law, we will take reasonable steps to delete the information. A parent or guardian who believes that a child has provided personal information to us without appropriate authorization may contact us at Info@Buforlife.org. We may adopt additional notices, consent forms, waivers, or releases for particular programs or activities involving minors.

9. Photographs, Videos, and Testimonials

We may photograph, film, or record programs, events, participants, volunteers, and activities for program administration, education, fundraising, reporting, publicity, social media, or promotional purposes. Where required or appropriate, we will obtain a separate media authorization or release from the participant or the participant’s parent or legal guardian. The collection and use of photographs, videos, audio recordings, names, likenesses, or testimonials will be governed by the applicable authorization or release in addition to this Privacy Policy.

10. Payment Processing

Payments and donations made through our website may be processed by third-party payment processors. Those processors may collect payment-card and financial information directly from you. Buddy Up for Life may receive limited transaction information, such as your name, contact information, payment amount, transaction date, and payment status, but generally does not receive or store complete payment-card numbers. A payment processor’s collection and use of information may also be governed by its own privacy policy and terms.

11. Third-Party Websites and Services

Our Services may contain links to or integrations with third-party websites, applications, social media platforms, payment services, registration systems, or other services. This Privacy Policy does not govern the privacy practices of third parties. We encourage you to review the privacy policies of third-party services before providing them with personal information. The inclusion of a link or integration does not necessarily imply that Buddy Up for Life endorses or controls the third party’s privacy practices.

12. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. The safeguards we use may include access controls, authentication measures, encryption where appropriate, staff or volunteer training, vendor-management procedures, secure storage, and incident-response practices. No method of transmission or storage is completely secure. Accordingly, we cannot guarantee the absolute security of personal information.

13. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide programs and Services;
• maintain participant, donor, volunteer, and transaction records;
• comply with tax, accounting, insurance, contractual, and legal obligations;
• address safety or risk-management concerns;
• resolve disputes; and
• establish, exercise, or defend legal claims.

The applicable retention period depends on factors such as the nature and sensitivity of the information, the purpose for which it was collected, legal and contractual requirements, and operational needs. When personal information is no longer reasonably necessary, we may delete it, deidentify it, or securely dispose of it, subject to applicable law and our records-retention practices. Information may remain temporarily in backup systems until those systems are overwritten in the ordinary course.

14. Your Privacy Choices and Rights

Depending on where you reside and subject to applicable exceptions, you may have the right to request that we:

• confirm whether we process your personal information;
• provide access to or a copy of certain personal information;
• correct inaccurate personal information;
• delete certain personal information;
• provide certain information in a portable format;
• restrict or object to certain processing;
• identify categories of personal information we have collected, used, or disclosed;
• identify categories of recipients to which information has been disclosed;
• honor an opt-out request concerning the sale or sharing of personal information or targeted advertising; or
• review an appeal from the denial of a privacy request.

You may also have the right not to receive discriminatory treatment for exercising an applicable privacy right. To submit a request, contact us at Info@Buforlife.org or at the mailing address provided below. Please identify the nature of your request and provide information reasonably sufficient for us to locate the relevant records. We may take reasonable steps to verify your identity and authority before completing a request. We will use information submitted for verification only for verification, security, fraud-prevention, and compliance purposes. An authorized agent may submit a request on your behalf where permitted by law. We may require evidence of the agent’s authority and may contact you directly to verify the request. Some information may be exempt from a request under applicable law. For example, we may retain information necessary to complete transactions, comply with legal obligations, protect safety, prevent fraud, or establish or defend legal claims.

15. State-Specific Disclosures

Certain state privacy laws apply only to organizations that satisfy specified revenue, data-processing, or other thresholds. Because Buddy Up for Life is a nonprofit organization, some state consumer privacy laws may not apply to some or all of our activities. Where a state privacy law applies to Buddy Up for Life, we will provide the rights and disclosures required by that law. Any state-specific privacy notice posted by us will supplement this Privacy Policy and will control to the extent of a conflict concerning residents of that state.

16. International Visitors

Buddy Up for Life is based in the United States, and our Services are directed primarily to individuals in the United States. If you access our Services from outside the United States, your information may be collected, transferred to, stored in, and processed in the United States or another jurisdiction whose privacy laws may differ from those in your location. Where required by applicable law, we will use an appropriate legal basis and safeguards for an international transfer of personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, Services, technology, or legal obligations. When we update this Privacy Policy, we will revise the “Last Updated” date at the top. If we make a material change, we may provide additional notice through our website, by email, or through another appropriate method. Changes will apply prospectively from the effective date stated in the updated Privacy Policy, except as otherwise permitted or required by law.

18. Entire Agreement

This Privacy Policy, together with the Terms of Use, Website Linking Policy, and any additional policies, terms, consent, release, or other agreement expressly applicable to a particular transaction, program, event, or service, constitute the entire agreement between you and Buddy Up for Life regarding your use of the Services.

19. Contact Us

Questions, concerns, requests, or complaints regarding this Privacy Policy or Buddy Up for Life’s privacy practices may be directed to:

Buddy Up for Life, Inc.
Attn: Privacy Policy
7795 Walton Parkway, Suite 370
New Albany, Ohio 43054

Email: Info@Buforlife.org
Telephone: 614-579-8808