The Trenton Santa Train is committed to protecting the privacy and personal information of the individuals and families we serve, our donors, volunteers, supporters, and website visitors. This Privacy Policy explains what information we may collect, how we use it, how we protect it, and the choices individuals have regarding their information.
Information We Collect
The Trenton Santa Train may collect information provided voluntarily through our website, applications, forms, donations, volunteer registrations, communications, and participation in our programs.
Depending on the service or program, information may include:
- Name
- Mailing address
- Email address
- Telephone number
- Names and ages of children in the household
- Household size
- Information necessary to determine eligibility for assistance
- Information related to a family's need for assistance
- School or community information when necessary for program purposes
- Donation and transaction information
- Volunteer information
- Other information voluntarily provided by an applicant, donor, volunteer, or supporter
We collect only information that is reasonably necessary for the purpose for which it is being requested.
Information Collected Through Applications
Families applying for assistance may be asked to provide personal information so the Trenton Santa Train can determine eligibility, communicate with the family, coordinate assistance, and properly administer our programs.
Applicants should provide only information requested on the application and should not submit unnecessary sensitive personal information.
Information provided through an application will be treated as confidential and will be accessed only by authorized individuals who have a legitimate need to use the information for the administration of the Trenton Santa Train's programs.
How We Use Information
The Trenton Santa Train may use collected information to:
- Process and review applications for assistance
- Determine eligibility for programs
- Communicate with applicants and families
- Provide Christmas assistance, meals, school supplies, and other charitable services
- Coordinate services with authorized community partners when necessary
- Prevent duplicate assistance and coordinate services when reasonably necessary
- Communicate with donors, volunteers, sponsors, and supporters
- Process donations
- Maintain appropriate nonprofit records
- Meet legal, accounting, reporting, and administrative requirements
- Improve our programs and services
- Respond to questions or requests
- Protect the safety and security of our organization and the individuals we serve
Confidentiality of Applicant Information
The Trenton Santa Train recognizes that families seeking assistance may be providing personal information during a difficult time.
We will make reasonable efforts to keep applicant information confidential and will not publicly identify individuals or families receiving assistance without permission, except when disclosure is required by law or is otherwise permitted under this Privacy Policy.
Applicant information will not be publicly posted on our website or social media pages.
We will not publicly publish a family's name, address, telephone number, household financial information, children's information, or other private application information.
Sharing Information
The Trenton Santa Train does not sell, rent, or trade personal information for marketing purposes.
Information may be shared when reasonably necessary:
- With authorized Trenton Santa Train board members, officers, staff, or volunteers who need the information to administer a program
- With community organizations or agencies when necessary to coordinate assistance or prevent duplication of services
- With service providers that assist the organization with website, application, payment, technology, or administrative functions
- When required by law, court order, or governmental authority
- When necessary to protect the safety, rights, property, or security of the Trenton Santa Train, our applicants, volunteers, donors, or others
When information is shared with a community partner for program coordination, the Trenton Santa Train will make reasonable efforts to share only the information necessary for that purpose.
Children's Information
The Trenton Santa Train may collect information about children as part of applications for programs designed to provide assistance to families.
This information is collected from a parent, legal guardian, or other authorized adult whenever possible and is used only for legitimate program purposes.
Children's personal information will not be intentionally published on the Trenton Santa Train website or social media pages without appropriate permission.
Photographs and Stories
The Trenton Santa Train may photograph or record events, distributions, fundraisers, volunteers, or other activities for purposes such as community awareness, fundraising, public relations, and promoting our mission.
We will make reasonable efforts not to publicly identify children or families receiving assistance without appropriate permission.
When the Trenton Santa Train requests permission to use an individual's photograph, name, story, or testimonial, the organization may use a separate photo or media release.
Providing assistance is not conditioned on agreeing to publicity.
Donations and Online Payments
When individuals make donations or payments through our website, certain information may be collected or processed by the third-party payment service used to complete the transaction.
The Trenton Santa Train does not intentionally collect or store complete credit card numbers, debit card numbers, security codes, or online banking passwords on its own systems.
Payment information may be handled by the applicable third-party payment processor according to that provider's privacy and security practices.
Website Information and Cookies
Our website may automatically collect limited technical information, such as browser type, device information, approximate location, pages visited, and general website usage information.
The website may use cookies or similar technologies to operate properly, understand website traffic, improve the visitor experience, or support certain website functions.
We use Google Ads to understand how people reach our website through our ads and what pages they visit. Google may use cookies and similar technologies to measure this activity.
Visitors may be able to adjust cookie settings through their web browser or applicable website settings.
Trenton Santa Train Mobile App
The Trenton Santa Train app for iPhone and Android does not require an account and does not collect, store, sell, or share personal information.
The app shows our programs, events, and photos from this website. It does not include advertising or analytics tools.
If you turn on Christmas date reminders, the reminders are scheduled on your phone only. You can turn them off in the app or in your phone's settings.
Applications, donations, volunteer offers, and item offers open in your phone's browser, email app, or the applicable third-party service. Information you provide there is handled as described in this Privacy Policy and by that service's privacy practices.
Third-Party Websites and Services
The Trenton Santa Train website or social media pages may contain links to third-party websites, including donation platforms, payment processors, social media platforms, community partners, or other resources.
The Trenton Santa Train is not responsible for the privacy practices, security, or content of third-party websites.
Visitors should review the privacy policies of third-party websites before submitting personal information.
How We Protect Information
The Trenton Santa Train takes reasonable administrative, technical, and physical measures to protect personal information from unauthorized access, use, disclosure, alteration, or destruction.
Access to application and program information should be limited to individuals who have a legitimate organizational need to access that information.
However, no website, electronic system, or method of transmitting information over the internet can be guaranteed to be completely secure.
Retention of Information
The Trenton Santa Train may retain application, donor, volunteer, financial, and other organizational records for as long as reasonably necessary to administer programs, maintain appropriate nonprofit records, meet legal and financial requirements, resolve disputes, prevent fraud or duplicate assistance, and comply with applicable recordkeeping obligations.
When information is no longer reasonably necessary, the organization may securely delete, destroy, or otherwise dispose of it.
Requests Regarding Personal Information
Individuals may contact the Trenton Santa Train with questions about the personal information they have provided or to request correction of inaccurate information.
Certain information may need to be retained when required for legal, financial, administrative, or program purposes.
Privacy of Donors
The Trenton Santa Train respects the privacy of its donors.
Donor information will not be sold, rented, or traded to other organizations for marketing purposes.
Donor information may be maintained as necessary for processing donations, providing receipts, maintaining financial records, acknowledging support, meeting legal requirements, and communicating with donors about the organization.
Donors may request that their names not be publicly recognized.
Changes to This Privacy Policy
The Trenton Santa Train may update this Privacy Policy from time to time as its programs, website, technology, or legal requirements change.
Any updated policy will be posted on the Trenton Santa Train website with a revised effective date.
Contact Us
Questions about this Privacy Policy or the handling of personal information may be directed to:
Trenton Santa TrainTrenton, GeorgiaWebsite: trentonsantatrain.org