Who are we: 
Our website address is: www.ChristmasProviders.org.  We are a 100% volunteer, non profit organization whose mission is to provide Christmas cheer to families in need that are enrolled in the Hurst-Euless-Bedford (HEB) or Birdville (BISD) school districts in Texas.

What personal data we collect and why we collect it:

Login / Sign-up Forms 
Registration on this site is currently for use only by Texas Birdville Independent School District (BISD) and Hurst-Euless-Bedford (HEB) Independent School District qualified families and Christmas Providers Adopt-a-Family and Food Relief Program support staff and volunteers. Registration of non-qualified users will result in user profile deletion.

During the registration process we collect your contact information (name, address, phone, email) along with the gender, age, & languages spoken for all family members plus for children only, we collect additional information to facilitate the purchase of Christmas gifts: ethnicity, clothes sizes, color and gift preferences.

For security and auditing purposes, a record of all of your logged-in actions and changes within the WordPress dashboard will be recorded in an audit log with the WP Security Audit Log plugin. The audit log also includes the IP address where you accessed this site from.

Comments
We do not allow visitors to leave comments on the site.

Media
The only media we support are user provided profile pictures. Your picture is only available to you and Christmas Provider staff members who are authorized to use the website.  If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. This type of location data can be extracted by anyone authorized to access your file should your image be downloaded.

Be advised that photos may be taken while you or members of your organization volunteer and that we (Christmas Providers) may use those photos on our social media platforms.  If you do not want your photos to be used, please send an email to christmasproviders@gmail.com.

Cookies
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Analytics

Who we share your data with
Any information we collect from you is for the sole purpose of fulfilling our mission to secure a “Provider” to adopt you and your family for the Christmas season. We do not share your data with anyone outside of the family (or organization) that has adopted you (re: “Provider”) and the Christmas Provider’s office staff.

How long we retain your data
For users that register on our website (if any), we also store the personal information they provide in their user profile indefinitely. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. This information will be retained for use with the Christmas Provider’s program until you specifically request it’s deletion. By retaining your data, you will be able to easily find your record for registering for next year’s program.

What rights you have over your data
If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. You may contact our office by sending an email to Christmasproviders@gmail.com if you would like a copy of your data or if you want your data permanently deleted.

Contact information
If you have any privacy-specific concerns, please contact our office by sending an email to Christmasproviders@gmail.com.

How we protect your data
All information entered is stored on a commercially managed server.  We have taken steps to ensure data access is restricted to authorized use only and sensitive data such as passwords are encrypted.

Staff Training: We include a section in our staff training that emphasizes the importance of retaining the privacy of any personal information collected.