Privacy & Data Policy
Effective Date: 7 July 2025
Broken Arrow Neighbors (also referred to as BA Neighbors or BAN) is committed to protecting the privacy and security of all individuals who interact with us, whether as clients, donors, volunteers, or supporters. This Privacy & Data Policy explains what information we collect, how we use it, and the choices available to you.
Information We Collect
We may collect personal information in the following ways:
Clients (program participants):
• Contact information: name, date of birth, address, phone, email
• Demographics: race/ethnicity, household role (head of household, dependent, etc.), veteran status, disability status
• Service information: requests, eligibility, and services provided
• Documents: IDs, proof of address, proof of income, USDA eligibility forms
Donors, volunteers, and supporters:
• Contact information: name, address, phone, email
• Payment information (for donations, event tickets, and future e-commerce)
• Event registration and RSVPs
Automatically collected data:
• Device and browser information, location, and website usage data
• Cookies and tracking pixels (e.g., Feathr, NeonOne, Stripe)
How We Use Information
We use personal information for purposes including:
• Providing assistance (food, financial, job mentorship, seasonal programs)
• Processing donations and event registrations
• Communicating with clients, donors, volunteers, and supporters
• Managing volunteer opportunities and program sign-ups
• Fulfilling e-commerce orders (future)
• Reporting to state agencies, grant funders, and our Board of Directors
• Conducting outreach, fundraising, and targeted advertising
• Internal analysis and aggregated reporting (without personally identifying individuals)
Data Sharing
• Client data: Stored in a shared Salesforce-based database used by multiple local nonprofits. This allows us to coordinate services, track assistance provided, and make referrals to other community resources.
• Donor, volunteer, and supporter data: Stored in systems such as Feathr, NeonOne, eTapestry, and Square. This data is not included in the client database.
• Third-party processors: We share limited information with service providers (e.g., Stripe for payments, NeonOne for donor management) strictly for the purpose of carrying out services on our behalf.
We do not sell personal information to third parties.
Data Retention
• Clients: Records are retained as long as individuals remain active in our programs or as required for compliance and reporting. Clients may request deletion of their records; however, deleted records make individuals ineligible for continued services until new information is provided.
• Donors, volunteers, and supporters: Records may be retained as long as reasonably necessary to support engagement and comply with legal obligations.
• Aggregate reports: Data previously included in reports, analytics, or grant submissions may remain in anonymized or non-identifiable form even if an individual record is later deleted.
Your Rights
You may request to:
• Access your personal information
• Correct or update inaccurate information
• Request deletion of your personal data (subject to eligibility requirements)
• Opt out of marketing communications at any time
Requests can be submitted by email to help@baneighbors.org.
GDPR Rights (for individuals in the European Union)
If you are located in the EU, you also have the right to:
• Restrict or object to the processing of your data
• Request data portability
• Lodge a complaint with your local supervisory authority
Cookies and Tracking
We use cookies and similar technologies provided by third parties (such as Feathr, NeonOne, and payment processors) to:
• Analyze website usage
• Support online donations and event registrations
• Deliver targeted advertising and outreach
You may disable cookies in your browser settings, though some features of our site may not function properly.
Security
We use encryption, password protections, and access controls to secure personal data. Only staff and volunteers with a legitimate need may access personal records.
In the event of a data breach, we will notify affected individuals and comply with all applicable state, federal, and international laws.
Children’s Privacy
We do not knowingly collect information directly from children under 13. Parents or guardians must provide any information required for children to participate in programs.
International Users
While Broken Arrow Neighbors is based in the United States, individuals accessing our site from outside the U.S. (including the European Union) may have additional privacy rights. All requests will be handled in accordance with applicable laws.
Updates to This Policy
We may update this Privacy & Data Policy from time to time. Updates will be posted on our website with a new effective date.
Contact Us
For questions or requests regarding this policy, please contact:
Broken Arrow Neighbors
Email: help@baneighbors.org
Address: 315 W College St, Broken Arrow, OK 74012
Phone: (918) 251-7781