Privacy Policy

Bankhead Boys Association is a Georgia nonprofit corporation recognized as a 501(c)(3) charitable organization (EIN 58-2087289). We have served young men in Bankhead Courts and other underserved areas of Atlanta since 1990 through mentoring, social services, and Scouting.

This policy explains what information we collect through this website, our member portal, and our mobile app, why we collect it, who can see it, and the choices parents, guardians, youth, volunteers, and donors have.

You can reach us at 6100 Fulton Industrial Blvd SW, Atlanta, GA 30336, by phone at 678-951-6356, or by email at info@bankheadboys.org.

This policy applies to everyone who interacts with us online: parents and guardians, youth participants, mentors and volunteers, board members, donors, newsletter subscribers, and visitors who simply browse the public pages of the site.

It does not cover information you give directly to a third party, such as our donation processor, Facebook, YouTube, or your school district. Those services have their own privacy policies.

We collect only what we need to run a safe program and keep accurate records.

• Enrollment information provided by a parent or guardian: the youth's name, date of birth, gender, school, grade level, contact details, home address, guardian and emergency contacts, uniform and shoe sizes, allergies and medical notes, interests, career goals, college plans, and any school portal or academic details you choose to share.
• Account information: name, email address, assigned access level (for example parent, mentor, board member, or director), and authentication data. Passwords are handled by our hosting platform and are never visible to our staff.
• Program records: attendance, participation, advancement and badge progress, volunteer hours, mentoring notes, and required documents such as consent and medical forms.
• Academic records: class names, grade levels, quarters, grades, and teacher names that a parent, guardian, or school provides so we can support a youth's progress.
• Volunteer and mentor records: contact details, employer, mentoring assignment, screening and training status, and references.
• Media: photographs and videos taken at program activities, including images uploaded to the member gallery.
• Donation information: donor name, email address, amount, and date. Card and bank details are entered directly with our donation processor and never reach our servers.
• Technical information: session cookies that keep you signed in, and security logs such as sign-in time and account email used to detect unauthorized access.

Most of the youth we serve are minors, and some are under 13. We do not allow a child to create or manage their own account. Accounts for youth are created and controlled by a parent or guardian, and enrollment information is supplied by the parent or guardian through our program paperwork and portal.

Where the Children's Online Privacy Protection Act (COPPA) applies, that enrollment constitutes verifiable parental consent for us to collect and use the information needed to operate the program. We do not use children's information for behavioral advertising, we do not sell it, and we do not condition participation on a child providing more information than the program requires.

A parent or guardian may review their child's information, ask us to correct it, or ask us to delete it by contacting us at the address above. If we learn that we have collected information from a child outside this process, we will delete it.

• Operate the program: enrollment, mentoring matches, troop activities, camps, trips, and transportation.
• Keep youth safe: emergency contact, allergies, medical needs, supervision ratios, and incident follow-up.
• Support education: sharing progress and encouragement with parents, mentors, and, where a parent authorizes it, school staff.
• Communicate: program updates, meeting and trip notices, newsletter issues, and responses to your questions.
• Administer volunteers: screening, training, assignments, and board reporting.
• Accept and acknowledge donations and meet our tax and charitable-solicitation obligations.
• Report impact in aggregate to sponsors, funders, and the public, using statistics that do not identify a child.
• Comply with law, including child-abuse reporting duties, insurance requirements, and record-keeping rules.

We do not sell, rent, or trade personal information, and we do not share it with advertising networks. We share it only in these situations:

• With our board members, staff, and mentors, on a need-to-know basis. A mentor sees the records of the youth assigned to them. A parent or guardian sees the records of their own children.
• With Scouting America (formerly Boy Scouts of America) and our local council, to register youth and adult members, charter our unit, and meet Scouting's membership and safety requirements.
• With a school or teacher, when a parent or guardian authorizes it and it helps the youth in school.
• With the companies that host and operate our website, member portal, and app, which process data only on our instructions.
• With our donation processor, to accept and receipt contributions, and with our accountant or auditor.
• With insurers, background-check providers, and legal counsel as needed to run the program safely and lawfully.
• With child protective services, law enforcement, or a court when we are required by law or when we believe a child is at risk. We may report suspected abuse without the consent of the person involved.
• In a reorganization, merger, or transfer of the organization's assets, where the receiving organization agrees to honor this policy.

We photograph and record activities to celebrate the youth, report to sponsors and donors, and promote the program. We publish photos on this site, in the member gallery, and on our social media pages.

We ask for media permission at enrollment. A parent or guardian may decline or withdraw permission at any time by contacting us, and we will stop using new images of that child and remove existing images from public pages within a reasonable time.

We do not publish a child's full name with a photograph on public pages without permission, and we do not include a child's contact details, school, or address in public posts.

We follow Scouting America's Barriers to Abuse, including two-deep leadership, no one-on-one contact, and the buddy system. Reports and incident records are kept confidential and are shared only with the people who must act on them: the Executive Director, the board chair, our insurer or counsel, and the authorities.

Georgia law requires certain adults to report suspected child abuse or neglect (O.C.G.A. § 19-7-5). Our staff and volunteers report suspected abuse or neglect regardless of whether they fall under the statutory list. Reports go to Georgia DFCS at 1-855-GA-CHILD, to law enforcement, and for Scouting matters to the Scouts First Helpline at 1-844-726-8871.

We use a small number of cookies and browser storage entries that are necessary for the site to work: keeping you signed in to the member portal, remembering your display preference such as light or dark mode, and protecting forms against abuse.

We do not run third-party advertising pixels or sell audience data. If we add analytics in the future, we will update this policy and ask for consent where the law requires it.

• Access is role-based: each account sees only the records its role allows, and private documents are stored with restricted access rather than on open web links.
• Traffic to the site and portal is encrypted in transit.
• Accounts support multi-factor authentication, and we recommend it for board members and staff.
• Only staff, board members, and mentors who need a record can open it, and we review access when a volunteer's role changes or ends.
• We keep paper records such as signed consent forms in locked storage.
• If a breach affects personal information, we will notify affected individuals and the Georgia Attorney General as required by O.C.G.A. § 10-1-910 et seq.
• No system is perfectly secure. Please use a strong, unique password and tell us right away if you believe an account has been compromised.

We keep enrollment and program records for as long as a youth is active and for a reasonable period afterward, so we can provide references, verify participation for scholarships or employers, and respond to legal claims. Academic records are kept while a youth is in the program and archived afterward.

Volunteer screening and training records are kept for the length of service and as long as needed to show compliance with Scouting and insurance requirements.

Donation records are kept for at least seven years to satisfy IRS substantiation rules.

When information is no longer needed, we delete or destroy it. Some records, such as an abuse report, may need to be kept longer.

You may ask us to show you the personal information we hold about you or your child, correct anything that is wrong, delete information we are not required to keep, withdraw a consent such as photo permission, or stop receiving the newsletter. Email us or call the office and we will respond within 45 days.

If you live in California or another state with a consumer privacy law, you also have the rights those laws give you, including the right to know, delete, correct, and opt out of sale or sharing. We do not sell or share personal information for cross-context behavioral advertising, and we do not discriminate against anyone who exercises a privacy right.

We may need to verify that you are the parent, guardian, or account holder before acting on a request. Requests that would expose another child's information cannot be granted.

Online gifts are processed by Donorbox and its payment processor. Card numbers, bank details, and billing addresses are entered on their secure pages and are never stored by us. We receive the donor's name, email address, amount, and date so we can thank you and issue a receipt.

Donations are tax-deductible to the extent allowed by law. Our EIN is 58-2087289. Donor names may be listed in program materials unless you ask us not to; we do not publish donation amounts without permission.

Our site links to Facebook, YouTube, TikTok, our newsletter archive, and our donation page. When you follow those links, the privacy policy of that service applies. We are not responsible for how another organization handles your information.

We will update this page when our practices change and will revise the date at the top. If a change materially affects how we use a child's information, we will notify parents and guardians by email or through the member portal before the change takes effect.

If you have a question or a concern about this policy, contact us first at info@bankheadboys.org or 678-951-6356. You may also contact the Georgia Attorney General's Consumer Protection Division or the Federal Trade Commission.