This privacy policy covers the following:
- General Information
- CAPPA Compliance for Members under age 13
- CAPPA Compliance for the Young Writers Contest
GENERAL INFORMATION
CWC-Mt. Diablo collects some of your personal information if you join the club as a member, set up an author profile with us, register for a program, or otherwise use our website to submit articles, writing submissions, and announcements. This information is for internal use and is not sold or distributed to others.
We may collect the following information from you:
Your name, address, email, phone number, social media accounts, including websites and blogs, publishing history, and links to your works.
You retain the rights to all works you submit to CWC-Mt. Diablo.
Your membership information is stored in the California Writers Club state-wide database of members. Your personal record is available to you, the branch membership chair, president, and vice-president, as well as to the state membership chair and the executive committee.
We use your personal information to track membership status and payment so we can maintain our non-profit status and report our income to the IRS, and to send you a monthly newsletter (The Write News), and #Newsflashes (twice a month) to announce upcoming events or provide information you may find of interest.
We do not share your personal information with anyone, even other members, without your express permission.
If you provide information for our website profile pages for published authors, you are giving us permission to publish the information on our website.
If you provide information to the Write News via an interview or articles, you understand and give permission that this information is published in the newsletter and is publicly available on our website.
You may, at any time, request to view the information we have about you, restrict its use, or instruct us to delete it. This can be done via email to the branch president at privacy@cwcmtdiablo.org.
THIRD PARTY APPS
Mailchimp: We use MailChimp to collect and store email addresses for purposes of sending you announcements (#Newsflashes) and the monthly newsletter (Write News). You may unscubscribe from these mailings at any time through Mailchimp’s Unsubscribe link at the bottom of each email.
See MailChimp’s Privacy Policy
Zoom: If the program you register for is held on Zoom, your name and email are sent to Zoom to automatically register you for the meeting. You will receive a confirmation email from Zoom with a link to join the meeting at the appropriate time.
See Zoom’s Terms of Service and Privacy Policy.
Zapier: We use Zapier to automate tasks such as making Zoom registrations and adding data to spreadsheets. The information is kept by Zapier on an Activity Log for up to a month as an audit trail for the tasks we perform.
See Zapier’s Privacy Policy.
NOTICE OF RECORDINGS
In the event our meetings are held online via Zoom or other media, we may record the meeting. Recordings are done in speaker view so the audience doesn’t appear. However, if you speak unmuted during the meeting, you will appear on the recording.
The recordings (video, audio file, and public chatbox) are available to anyone who registered for the meeting but was unable to attend any portion.
Guest speakers have the right to further restrict our sharing portions of the recordings.
You may opt out of being recorded at any time, by turning off your video, muting, and changing your name as it appears on the screen. You may also opt to not attend a meeting.
Compliance with Children’s Online Privacy Protection Rule (“COPPA”)
FOR MEMBERSHIP
Parents of children under 13 years of age:
CWC membership is open to anyone 8 years of age or older. If your child under the age of 13 years submits an application to join our branch, we will ask for your name and email address in order to send you notification of the application. We will include a permission slip (form) for your consent to allow us to collect and use your child’s personal information as stated in the general Privacy Policy above. In addition, we ask you for specific consent for your child to attend our meetings on Zoom. We need you to electronically sign the permission form and send it back to us. We will then email you to confirm your answer.
Note that our meetings are for a general audience and we cannot confirm that all material and language will meet PG-13 guidelines.
You may use the permission form to:
a) Consent to the policy as stated
b) Consent to allow us to collect the information for internal use, but restrict us from using the information for other purposes, such as emailing a newsletter or sending branch announcements.
c) Decline to consent.
You may request to view the information we have on your child and direct us to change or remove, some or all of the information. You may do this at any time by emailing us at privacy@cwcmtdiablo.org.
THIRD-PARTY APPS
Mailchimp: We use MailChimp to collect and store email addresses for purposes of sending you announcements (#Newsflashes) and the monthly newsletter (Write News). You may unscubscribe from these mailings at any time through Mailchimp’s Unsubscribe link at the bottom of each email.
See MailChimp’s Privacy Policy
Zoom: During the current pandemic, we hold our meetings on Zoom. When your child registers for a meeting on our website, your child’s name and email are sent to Zoom to automatically register them for the meeting. A confirmation email from Zoom is sent to your child’s email address with a link to join the meeting at the appropriate time.
See Zoom’s Terms of Service and Privacy Policy.
In particular, the Zoom’s Terms of Service states in Section 7:
“INTENDED USE; RESTRICTION ON USE BY CHILDREN. The Services are intended for business use. You may choose to use the Services for other purposes, subject to the terms and limitations of this Agreement. Zoom is not intended for use by individuals under the age of 16, unless it is through a School Subscriber (as that term is defined in the Services Description) using Zoom for Education (K-12).”
Because of this, we will ask for your specific permission to allow your child to attend our meetings on Zoom. We also suggest that you or another adult attend the meeting with your child.
Zapier: We use Zapier to automate tasks such as making Zoom registrations and adding data to spreadsheets. The information is kept by Zapier on an Activity Log for up to a month as an audit trail for the tasks we perform.
NOTICE OF RECORDINGS
In the event our meetings are held online via Zoom or other media, we may record the meeting. Recordings are done in speaker view and the audience never appears. However, if your child speaks unmuted during the meeting, they will appear on the recording.
The recordings (video, audio file, and public chatbox) are available to anyone who registered for the meeting but was unable to attend any portion.
Guest speakers have the right to further restrict our sharing portions of the recordings.
Your child may opt out of being recorded at any time, by turning off video, muting, and changing the name as it appears on the screen. Your child may also opt out by not attending the meeting.
CAPPA Compliance for the YOUNG WRITERS CONTEST
Our Young Writers Contest is open to all middle school students (6th, 7th, and 8th grades) who live in, or attend school in, Contra Costa County.
We will collect the following information from your child:
First and last name, city of residence, email address, school attending, teacher’s name
This information is collected directly when your child fills out and submits an entry form to our contest. We use the information to track contest submissions and notify contest winners, their parents, and teachers. We also use the information to respond to questions, invite winners to our Awards Ceremony, and create awards certificates. In the event we need to mail prizes to winners, we will ask you, the parent, to provide a mailing address.
THIRD-PARTY APPS THAT WE USE
Zapier: We use Zapier to automate tasks such as adding data to spreadsheets. The information is kept by Zapier on an Activity Log for up to a month as an audit trail for the tasks we perform.
YOUR PARENTAL RIGHTS
We do not share personal information with third parties. In the event your child is a winner in our contest, we will ask you for specific permission to share your child’s name on our website, monthly newsletter (The Write News), and in the publication of a Winners’ Anthology. The anthology is available to contest winners, their families, teachers, and our branch membership.
We supply announcements to newspapers, but never include the names of the winners.
We will ask your permission to use photographs (that you provide us and/or that are taken at our awards ceremony) without any identifying information for newspapers, our website, and our newsletter.
We will not require your child to provide more information than is reasonably necessary to participate in the contest, announce winners, create prizes, or for winners to collect prizes.
At any time, you may review your child’s personal information, direct us to delete it, and refuse to allow any further collection or use of the child’s information.
You can agree to our collection and use of your child’s information, but still not allow disclosure to third parties.
We have implemented the following process to help you exercise these rights:
- When your child submits an entry to the Young Writers Contest, we ask for a parent or guardian name and email address.
- We immediately send you a notice requesting your consent to collect and use the personal information on the submission form.
- The notice includes a link to this Privacy Policy.
- The notice also contains a link to a permission slip for you to fill out and submit via our website.
- You may consent to let us collect and use your child’s personal information for internal use in our contest and to use (in the event you child is a winner) for announcement and publishing purposes.
- You may consent to let us collect and use your child’s personal information for internal use in our contest, but not consent to allow any other uses.
- You may decline consent to let us collect and use your child’s personal information
- We will respond via email to you, to confirm your choice.
- In the case of non-consent, we will immediately delete all information collected on you and your child. This means that your child will not be able to participate in the Young Writers Contest.
You may email us directly at any time, at privacy@cwcmtdiablo.org.
