# Privacy Policy ### 1. Introduction #### Overview of Privacy Commitment At the Space Force Cadet Corps (SFCC), we recognize the importance of privacy and are committed to protecting the personal information of our members, supporters, and website visitors. We understand that effective privacy practices are crucial to maintaining trust and confidence among all those who interact with our organization. To this end, we are dedicated to handling personal information responsibly and in accordance with applicable privacy laws. Our commitment extends to ensuring that: - Personal data is processed transparently, fairly, and lawfully. - Data collection is limited to what is necessary for operational needs and legal compliance. - Information is stored securely and accessed only by authorized personnel. - Members and users have control over their own information, consistent with legal guidelines. #### Purpose of the Privacy Policy This Privacy Policy is designed to inform you about how the SFCC collects, uses, discloses, and manages the data we gather from all interactions with our organization, including but not limited to our website, mobile applications, and various service offerings. The policy is structured to help you understand: - The types of personal information we collect and the reasons for its collection. - How we use and protect your information. - The circumstances under which we may disclose your information to others. - Your rights concerning your personal information and how you can exercise them. --- ### 2. Scope of This Policy #### Applicability to Users and Members This Privacy Policy applies to all individuals who interact with the Space Force Cadet Corps (SFCC) in any capacity, including: - **Cadets**: Young individuals enrolled in our training and educational programs. - **Adult Volunteers and Staff**: Those who contribute their time or expertise to facilitate our operations and activities. - **Supporters and Donors**: Individuals or organizations that support the SFCC through donations, pledges, sponsorships, or in-kind contributions. - **Website Visitors**: Anyone who accesses our website or engages with the SFCC through digital platforms, regardless of membership status. This policy encompasses all interactions with the SFCC, whether they occur online through our website and associated digital platforms, or offline during physical training sessions, meetings, or other SFCC-related events. By engaging with the SFCC, users and members consent to the collection, use, and sharing of their personal information as described in this Privacy Policy. #### Types of Services Covered The SFCC provides a range of services that are subject to this Privacy Policy, including, but not limited to: - **Educational Programs**: All educational and training services provided by the SFCC, which may involve the collection of personal and sensitive information necessary for enrollment and participation. - **Online Services**: Features available through our website, such as newsletters, registration forms, and user account areas. - **Fundraising Activities**: Initiatives aimed at raising funds for the SFCC’s operations, which may involve promotional communications and collection of donor information. - **Community Outreach and Events**: Programs designed to engage with the broader community, which may require the collection of personal information from participants for registration and communication purposes. - **Mobile Applications**: Any mobile apps provided by the SFCC for educational or operational purposes, which may collect user data for functionality and user experience enhancements. --- ### 3. Information Collection and Use #### Types of Information Collected At the Space Force Cadet Corps (SFCC), we collect various types of information to facilitate our operations and enhance the services we offer. This information falls into several categories: - **Personal Identification Information**: This includes names, addresses, email addresses, telephone numbers, and other contact details necessary for registering members and communicating with them. - **Demographic and Background Information**: Such as age, education level, gender, and other demographic data that help us tailor our programs and services. - **Health Information**: For cadets participating in physically demanding activities and field trips, we collect health-related information to ensure their safety and provide necessary accommodations. - **Payment Information**: We collect payment details through secure processing services to manage donations, membership fees, and other financial transactions related to our services. - **Educational and Professional Information**: For adult volunteers and staff, this may include resumes, qualifications, past experience, military records, licenses, and other relevant data for role assignment and responsibility delineation. #### Purposes for Collecting and Using Information The information collected by the SFCC is used for a variety of purposes, aligned with our mission to educate and inspire future leaders in space-related fields: - **Membership Management**: To register new members, manage existing memberships, and ensure all participants receive appropriate support and resources. - **Program Development and Delivery**: To design, implement, and manage educational programs and training sessions tailored to the needs and backgrounds of our members. - **Safety and Health Considerations**: To ensure that all physical activities are conducted safely and that individual health needs are accommodated during these activities. - **Communication**: To inform members about upcoming events, updates, and opportunities within the SFCC, and to maintain engagement with our community. - **Fundraising and Marketing**: To conduct fundraising activities, process donations, and promote the SFCC’s mission and activities to a broader audience. - **Compliance and Reporting**: To adhere to legal requirements, report to regulatory bodies, and provide necessary information for grants or sponsorship agreements. --- ### 4. Data Storage and Security #### Security Measures and Data Protection Protocols The Space Force Cadet Corps (SFCC) strives to protect the personal information of our members, volunteers, and website visitors. We aim to implement robust security measures and data protection protocols that are designed to safeguard the confidentiality, integrity, and availability of all data under our stewardship. - **Data Encryption**: We endeavor to utilize strong encryption technologies to help protect data during transmission and while stored on our systems. - **Access Control**: Access to personal information is generally limited to authorized personnel who require the information to perform their job functions. We aim to implement role-based access controls to ensure appropriate access levels are maintained. - **Regular Audits**: We periodically review our security practices to assess their effectiveness and to identify and address potential vulnerabilities. - **Data Retention Policies**: Personal information is intended to be retained only as long as necessary to fulfill the specific purposes for which it was collected, as outlined in our Privacy Policy, or as required by applicable law. We seek to securely delete or anonymize data when it is no longer needed. - **Incident Response Plan**: We are developing established procedures designed to manage data breaches or security incidents promptly. Our response plan includes steps for containment, thorough investigation, and, if necessary, notification to affected individuals and relevant authorities. #### Third-party Services and Data Handling The SFCC collaborates with third-party service providers who may process personal information on our behalf. These providers are chosen with care to ensure they uphold standards compatible with our privacy values. - **Vendor Management**: We negotiate contractual agreements with all third-party providers that require them to protect any personal information they process and to adhere to our data security standards. - **Transparency**: We disclose the roles of third-party services we engage with, such as cloud hosting platforms, payment processors, and software applications. Details regarding these services are made available to our members and on our website. - **Data Transfer Safeguards**: For third-party services that might store or process data outside our primary jurisdiction, we strive to ensure that appropriate safeguards, like standard contractual clauses or compliance with international data protection frameworks, are employed. This section reflects our ongoing commitment to implementing sound data security practices. However, it is important to recognize that no system can be guaranteed to be 100% secure, and we cannot fully eliminate all risks associated with personal information handling. --- ### 5. Information Sharing and Disclosure #### Circumstances Under Which Information is Shared The Space Force Cadet Corps (SFCC) is cautious and deliberate in its approach to sharing personal information. Information is shared only under specific circumstances which are aligned with our mission and operational requirements, always ensuring compliance with applicable laws. - **With Service Providers**: We share information with third-party service providers to the extent necessary for them to perform services on our behalf, such as payment processing, database management, and web hosting. These providers are obligated by contract to safeguard the information and use it only as directed by SFCC. - **Legal Requirements and Law Enforcement**: We may disclose information when legally required to do so in response to law enforcement requests or where required by applicable laws and court orders. - **In Emergencies**: Information may be shared when necessary to prevent a serious threat to the health and safety of an individual or the public, in line with legal and ethical standards. - **In Organizational Transitions**: If SFCC undergoes a merger, acquisition, bankruptcy, or other transaction in which information is transferred as one of the business assets, that information will be shared in accordance with the confidentiality terms of this Privacy Policy. #### Restrictions on Sharing Personal Identifiable Information (PII) To protect the privacy of our members and to minimize liability, the SFCC places strict limitations on the sharing of personally identifiable information: - **PII Non-Disclosure**: We do not share PII with third parties for their marketing purposes or any other purpose outside of the services they provide to us, without explicit consent from the individual. - **Minimization of Shared Data**: When sharing information is necessary, we strive to limit the scope of data shared to the minimum necessary to achieve the specific purpose. This is especially critical in protecting sensitive data such as health information or contact details. - **Transparency and Consent**: Whenever possible, we inform individuals about the types and recipients of shared information and seek their consent where applicable. This section aims to provide clarity and reassurance about the circumstances under which SFCC shares information and the strict safeguards in place to protect personal data. While we are committed to maintaining the highest standards of privacy, it is important to acknowledge that no data transmission or storage system can be guaranteed to be 100% secure. We take reasonable steps to protect your information but cannot ensure or warrant the security of any information you transmit to SFCC. --- ### 6. User Rights and Access #### Rights to Access, Correct, or Delete Personal Information The Space Force Cadet Corps (SFCC) respects the privacy rights of our members, staff, and website visitors. In accordance with applicable data protection laws, individuals associated with the SFCC have the following rights over their personal information: - **Right to Access**: Individuals have the right to request access to the personal information that SFCC holds about them. This includes the right to be informed about the nature of the personal information, the purposes for its processing, and who it has been shared with. - **Right to Correction**: If an individual believes that the information SFCC holds is inaccurate or incomplete, they have the right to request that it be updated or corrected. - **Right to Deletion**: Individuals can request the deletion of their personal information from SFCC's records, particularly when it is no longer necessary for the purposes for which it was collected, or if they withdraw consent (where consent is the basis of processing). #### Procedures for Exercising User Rights To ensure that these rights can be exercised easily and transparently, SFCC has established the following procedures: - **Requests**: Requests for access, correction, or deletion of personal information must be submitted in writing to the designated Data Protection Officer (DPO) at SFCC. The contact details for the DPO are provided in the contact section of this policy. - **Verification**: To protect the confidentiality of information, SFCC will verify the identity of the requester before processing any request to access, correct, or delete personal information. - **Response Time**: SFCC aims to respond to all legitimate requests within one month of receipt. If the request is particularly complex or there are multiple requests, this period may be extended by up to two additional months. In such cases, the requester will be informed of the delay and the reasons for it. - **Limitations and Denials**: In certain circumstances, SFCC may not be able to fulfill a request due to specific legal requirements or obligations that prevent the deletion or alteration of certain data. If a request is denied, the individual will be informed of the reasons for the denial and provided with information on how to appeal the decision. By establishing these clear procedures and ensuring easy access to them, SFCC demonstrates its commitment to upholding the privacy rights of individuals. However, it is important to note that while SFCC makes every effort to accommodate reasonable requests, not all requests may be legally or practically feasible. SFCC cannot guarantee complete or comprehensive removal or editing of content from the internet or other records, and some residual information may remain because of backups and legal requirements. --- ### 7. Cookies and Tracking Technologies #### Use of Cookies and Similar Technologies The Space Force Cadet Corps (SFCC) utilizes cookies and similar tracking technologies on our website to enhance user experience and improve the functionality of our services. These technologies play a crucial role in: - **Enhancing Website Performance**: Cookies help us understand how users interact with our website, which enables us to optimize content and streamline navigation for better performance. - **Personalization**: By using cookies, we can tailor experiences and content to individual preferences based on previous interactions with our website. - **Analytics and Improvement**: We use tracking information to gather usage and performance data. This helps us analyze the effectiveness of our content and design, leading to continuous improvements. - **Security**: Cookies and tracking technologies also contribute to securing our website by identifying and mitigating risks and potential threats. #### Managing Preferences and Opt-Out Options We are committed to providing users with choices about the use of cookies and tracking technologies: - **Cookie Preferences**: Users can generally manage their cookie preferences through the cookie consent banner presented on their first visit to our website. This banner should explain the types of cookies we use and allows users to select their preferences. - **Browser Settings**: Users can also control the use of cookies at the browser level. Most modern browsers offer options to block cookies and other tracking technologies. Instructions for managing cookie settings can be found in the browser's help menu. - **Opt-Out Tools**: For analytical and advertising cookies, users can opt out by visiting the specific platforms that provide these services. We provide links to these tools directly from our cookie consent banner and in our privacy policy. We strive to provide clear and comprehensive information about our use of cookies and tracking technologies to ensure transparency. However, it is important to note that while we make every effort to accommodate user preferences, some parts of our website may not function properly if cookies are disabled. Additionally, opting out of cookies does not mean that users will no longer see advertisements; it only means that the ads will not be tailored based on their interests. SFCC does not bear responsibility for the effectiveness of browser-based cookie controls or the integrity of third-party opt-out tools. Users are encouraged to familiarize themselves with their browser settings and third-party policies to make informed decisions about tracking technologies. --- ### 8. Compliance and Cooperation with Regulatory Authorities #### Compliance with Legal Obligations The Space Force Cadet Corps (SFCC) is committed to full compliance with all applicable laws and regulations that affect our operations and practices. This commitment ensures that we operate not only in accordance with the law but also in a manner that upholds the trust and safety of our members and the community. - **Data Protection and Privacy Laws**: SFCC is being designed to adhere to specialized data protection laws such as the GDPR (for EU residents), CCPA (for California residents), and other relevant national and international regulations that govern the collection, use, and safeguarding of personal data. - **Educational and Charitable Regulations**: As an educational and charitable entity, we comply with the regulations that govern these areas, ensuring that our activities meet all statutory requirements and ethical standards. - **Financial Compliance**: We adhere to applicable financial laws and standards, ensuring that all financial transactions and fundraising activities are conducted transparently and are fully accountable. #### Cooperation with Law Enforcement and Other Authorities SFCC cooperates with law enforcement and other governmental authorities when legally required or when such cooperation is deemed necessary to protect the safety and security of our members and the public. This cooperation is guided by the following principles: - **Lawful Requests**: We only respond to requests for information that are legal and appropriately documented, such as subpoenas or court orders. - **Minimize Disclosure**: In fulfilling these requests, we aim to limit the disclosure of information to what is legally required. This approach helps protect the privacy and rights of our members. - **Transparency**: Whenever possible and legally permissible, we inform affected members about requests for their data unless prohibited by law or court order. SFCC seeks to balance our legal obligations with our commitment to member privacy. However, it is important for members to understand that under certain circumstances, we may be required to take actions that could otherwise be in contrast to our standard privacy practices due to legal requirements. --- ### 9. Changes and Updates to the Privacy Policy #### Notification of Changes The Space Force Cadet Corps reserves the right to update or modify this Privacy Policy at any time and for any reason to ensure that it remains compliant with legal standards and best practices or to reflect changes in our data management practices. Whenever significant changes are made, we will take the following steps to ensure our members and users are well-informed: - **Advance Notice**: Prior to the implementation of significant changes, we will provide reasonable advance notice through our website or via direct communication to our members, depending on the nature of the changes. - **Clear Communication**: Changes will be communicated clearly and prominently. We will outline what the changes are, why they have been made, and what impact, if any, they may have on users. - **Effective Date**: We will always indicate the date when the changes will become effective ("initial implementation"), giving users time to review the modifications before they take effect. #### Access to Updated Policies To ensure that all stakeholders can easily access the most current version of our Privacy Policy, we have implemented the following measures: - **Permanent Availability**: The updated Privacy Policy will always be accessible on the SFCC website. A dedicated section for privacy policies will be maintained, where the current and any previous versions of the policy will be available. - **Direct Links**: Whenever significant updates are made, direct links to the revised policy may be provided in any announcement or notification communication. This makes it easy for users to review the changes directly. - **Archival of Old Versions**: For transparency and reference, we may keep an archive of previous versions of the Privacy Policy on our website. This archive may include the dates for which each version was in effect. --- ### Policy Revision History | Revised On: | Revised By: | Revision Notes: | | ----------- | ----------- | ---------------------------- | | 04/25/2024 | M. S., COO | Initial implementation | | 04/27/2024 | M. S., COO | Modified Section 2, 4, 8 & 9 | --- > [!tip] [Contact Us](mailto:[email protected]) Follow Us: [Discord](https://discord.gg/vKBrnsqbwH) | [LinkedIn](https://www.linkedin.com/company/spacecadets) | [Instagram](https://instagram.com/ussf.cc) | [Twitter](https://twitter.com/ussfcc) > > _© 2024 Space Force Cadet Corps. All rights reserved._ > > In partnership with the [[Space Force Association]]. > > By using this website, you agree to our [[Terms of Service]].