Privacy and photo policy
What we collect, who sees it and how we use photos from our events.
Effective from the date the board adopts it. That date will be shown here.
1. Who we are
Carolinas Qazaq Community is a North Carolina nonprofit corporation (EIN 39-2686600) run by volunteers. Mailing address: 10020 Monroe Rd Ste 170 PMB 295, Matthews, NC 28105. Questions about this policy: carolinasqazaqcommunity@gmail.com.
2. What we collect and why
| When | What | Why | How long we keep it |
|---|---|---|---|
| You join as a member | Name, email, phone, city | To invite you to events and count members for our annual report | While you are a member, then deleted within 12 months |
| You pay membership dues | Name, amount, date, payment status | To keep the membership records our bylaws require and the books the law requires | 7 years (tax records) |
| You offer to volunteer | Name, email, city, the time you can give and what you can help with | To match you with a program or an event | While you volunteer with us, then deleted within 12 months |
| You sign up for a class or event | Name, contact, number of guests, children's first names and ages when a program is for children | To plan seats, materials and food | Until the event or class ends, plus one season for photos and follow-up |
| You list a business | Business name, category, city, public contact details you choose | To show the listing on this site | Until you ask us to remove it |
| You ask about sponsorship | Business or sponsor name, contact person, email or phone, website, the event you choose | To arrange the sponsorship and to thank you | While we work together. If a payment is made, 7 years (tax records) |
| You donate | Name, email, amount. Card details are handled by the payment provider, never by us | To send a receipt, to thank you and to keep the books the law requires | 7 years (tax records) |
| You subscribe to event emails | Email address | To send one short email before each event | Until you unsubscribe |
| You visit the site | Anonymous page counts, no cookies, no personal identifiers | To see which pages are useful | Aggregated only |
3. Who sees it
- Directors and officers of the organization, and the volunteers who run the specific program you signed up for.
- Service providers that store or process data for us: Cloudflare (hosting, anonymous analytics and the storage where form submissions are kept), Google (the Gmail mailbox where form submissions arrive, and Google Sheets, where the board keeps its records), Zeffy (donations and tickets) and the email service we use for newsletters. Each has its own privacy policy.
- WhatsApp (Meta), if you join the community group: the other members of the group can see your phone number and your profile name. WhatsApp has its own privacy policy.
- That is the full list. We do not sell, rent or trade personal information, and we do not share member lists with businesses, governments or other organizations unless the law requires it.
4. Children
This website is for adults. We do not knowingly collect personal information online from children under 13. Parents or guardians sign children up for classes and events and provide their information themselves.
5. Your choices
- See or correct what we hold about you: email us and we will reply within 30 days.
- Delete your data or leave the community: one email is enough, and we will not ask why. Records of donations, dues and sponsorship payments stay for as long as the law requires.
- Unsubscribe from emails: every newsletter has an unsubscribe link, and you can also just tell us.
6. Photos and video at our events
We take photos and short videos at events to share on this site and on our social media. Here is how it works:
- Adults. By attending a public event of Carolinas Qazaq Community, you agree that you may appear in event photos. If you would rather not, tell the photographer or a board member at the event, or email us afterward and we will take the picture down.
- Children. If a child can be recognized in a photo, we post it only with written consent from a parent or guardian, given on the sign-up form or at the event. Without consent we crop the child out or pick a different picture.
- Names. We do not publish children's full names next to their photos. Adults are named only with their agreement, for example, performers or speakers.
- Removal. Anyone can ask us to remove a photo of themselves or their child. We do it within 7 days on this site and on our own social accounts.
- Members' photos. Photos sent to us by members for the gallery must be their own. By sending them you allow us to publish them, with credit if you wish.
7. Security
Data lives in the accounts of the services above. Each account has two-factor login, and at least two directors or officers have access. Volunteers see only what their program needs. The site keeps nothing about visitors who do not send a form. With each form we store a scrambled code made from your IP address, so that we can stop abuse. We do not keep the address itself, only the country the form was sent from.
8. Changes
When this policy changes, we update the date at the top and mention it in the next newsletter. Old versions are available on request.