Unified Communication and Privacy Policy (UCPP)

This agreement governs how Project Rainbow Utah collects, uses, and protects personal data from volunteers, donors, and subscribers, including communication and data preferences and rights. By engaging with Project Rainbow Utah or participating in any Project Rainbow Utah offering, you agree to these terms.

Data Privacy Summary: We are committed to protecting your privacy and will never sell your personal data; for more details, please refer to this full Unified Communication and Privacy Policy.

Table of Contents

1. Introduction

2. Information We Collect

3. How We Use Your Information

4. Communication Methods

5. How We Share Your Information

6. Web Traffic Analysis and Tracking

7. Data Protection and Security

8. Your Rights

9. Communication Preferences and Opt-Out

10. Other Related Policies

11. Changes to the Policy

1. Introduction

This Unified Communication and Privacy Policy (UCPAP) outlines the terms, conditions, privacy policies and how Project Rainbow Utah (PRU) collects, uses, and protects personal information for individuals who engage with Project Rainbow Utah, including but not limited to volunteers, donors, flag campaign participants, and subscribers to our email communications.

By engaging with PRU or participating in any PRU services, you agree to the terms of this agreement.

2. Information We Collect

When you engage with PRU, we may collect the following personal information:

  • Contact Information: Name, email address, phone number, and physical address.

  • Subscription and Donation Information: Payment method and amount for monthly/annual subscriptions or one-time donations.

  • Volunteer Information: Contact information and participation details for those who volunteer with PRU activities, including flag campaigns.

We limit the data collected to only what is necessary to fulfill your participation, donation, or subscription with PRU.

3. How We Use Your Information

Project Rainbow Utah uses your personal information to communicate with you effectively about our programs, campaigns, and events. This includes:

  • Manage and coordinate flag campaigns, including communicating with you about logistics.

  • Facilitate volunteer coordination, including sharing limited data (name, address, phone number) with volunteers to execute flag staking at authorized locations.

  • Process donations and subscriptions, using third-party services for secure transactions.

  • Send campaign communications regarding upcoming campaigns, opportunities to participate, our initiatives, surveys, and impact reporting.

  • Distribute marketing communications, such as newsletters community event announcements, fundraising efforts.

  • Sending SMS notifications related to campaign participation, volunteer opportunities, and contributions.

We respect your privacy and ensure that your information is used solely for the purposes outlined in this policy.

4. Communication Methods

Project Rainbow Utah communicates with you through various channels, including email and SMS messaging, to keep you updated about campaigns, events, and opportunities. Below is a breakdown of how we use these channels:

4a. Email

Campaign and Operational Communications

Campaign Contributions: We send emails to provide updates on the impact of your contributions, including how your donation is being used to support our campaigns and programs.

Campaign and Volunteer Event Communications: Emails are sent to notify you of upcoming opportunities to volunteer or participate in campaigns.

Marketing Communications

Newsletter, Community Events, & Fundraising: From time to time, we send marketing communications, to those who have opted-in, with information about ongoing campaigns, donation drives, or special events where your support can make a difference. You may opt out of marketing emails at any time by following the unsubscribe link included in the emails.

4b. SMS

Campaign and Volunteer Alerts: If you have opted into SMS alerts, you will receive notifications regarding specific campaigns or volunteer opportunities. These messages are used to remind you about your involvement and alert you to important deadlines or events.

Annual Campaign Alerts: If you opt in for a specific campaign, you will receive one SMS per campaign each year until you opt out. You may opt out of campaign-specific SMS alerts or all SMS messaging by replying “STOP” or by visiting our preferences page.

Primary Use: Our primary use of SMS is to notify you of volunteer opportunities or open sign-up windows. While SMS may also be used for additional or individual communications, our focus is on delivering these essential notifications.

Individual Communications: In certain instances, we may send you individual SMS messages that are not part of mass communications. These messages may include:

  • Flag Staking Issues: A volunteer may contact you directly if there are specific questions or issues related to staking a flag at your address.

  • Issue Resolution: A member of our team may reach out via SMS to address concerns or questions you’ve raised regarding your participation or contribution.

  • Volunteer Opportunities: You may receive a direct SMS communication for volunteer opportunities specific to your skills, experience, or engagement history with Project Rainbow Utah.

4c. Other Uses

We may also use your information to communicate through additional methods, such as phone calls or direct mail, as needed. These methods will primarily be used for important or urgent communications related to your involvement with Project Rainbow Utah.

5. How We Share Your Information

We do not sell personal data. However, we may share limited data under the following circumstances:

  • With Volunteers: During flag campaigns, volunteers may have access to limited information (name, address, phone number) to facilitate flag staking. This access is restricted to the campaign and the tasks at hand.

  • With Third-Party Service Providers: We use third-party providers (e.g., for email marketing, transactional emails, payment processing) to assist with our operations. These providers have access to your information only as necessary to perform their services and are required to protect your data in accordance with applicable laws.

  • Collaborations with Sponsors: While PRU may collaborate with community partners or sponsors, your personal data will not be shared directly with them. Sponsor involvement will be limited to their mention in our communications (e.g., in a newsletter or email message), and you will not receive direct communication from them unless explicitly stated.

6. Web Traffic Analysis and Tracking

When you visit our website, we use third-party services such as Google Analytics to collect information about your device, browsing actions, and interaction with our content. This may include:

  • IP address and general geographic location.

  • Device and browser information (e.g., operating system, browser type).

  • Website behavior such as pages viewed, time spent on the site, and links clicked.

  • Referral data, such as how you arrived at our site.

This data helps us improve website performance, understand user engagement, and enhance your overall experience. Information collected through Google Analytics is generally anonymized and aggregated. However, in some cases, data like IP addresses may be considered personal information under certain laws.

We use this information to:

  • Monitor and improve the performance and functionality of our website.

  • Analyze trends in visitor behavior to make informed decisions about website improvements and content.

  • Assess the effectiveness of our marketing campaigns.

We may share this information with third-party service providers, like Google Analytics, solely to help us analyze and optimize the website. These third-party providers are only permitted to use your information to perform services on our behalf and must protect your data in accordance with applicable privacy laws.

You can control how your data is collected through tools like the Google Analytics Opt-out Browser Add-on or by adjusting your browser settings.

For more information on Google’s privacy practices, please visit their Privacy Policy.

7. Data Protection and Security

PRU implements reasonable security measures to protect your data from unauthorized access, disclosure, or loss. We work with third-party providers who are required to follow similar security protocols.

Volunteers accessing limited data (e.g., address, phone number for flag staking) are trained to ensure this data is used responsibly and only for the purposes of the campaign.

8. Your Rights

In compliance with privacy best practices, you have the right to:

  • Access the personal data we hold about you.

  • Request deletion of your data where applicable.

  • Correct inaccuracies in your data.

  • Opt-Out as outlined in section 8 of this agreement, Communication Preferences and Opt-Out.

9. Communication Preferences and Opt-Out

You have the right to manage your communication preferences at any time. If you wish to unsubscribe from all communications, please visit ProjectRainbowUtah.org/opt-out. For managing your preferences, including receiving newsletters or marketing information, visit ProjectRainbowUtah.org/preferences.

Opting out of transactional emails is limited and will be honored on a best efforts basis, unless you choose to opt-out of all email communications. Opting out of all emails, however, will not prevent service-related emails (e.g., emails from providers managing your transactions or subscriptions) and emails send by non-automated/mass send means.

When you submit an opt-out request, we aim to process and honor your request as quickly as possible, typically within 24 to 48 hours. However, please note that it may take up to 10 business days for your request to be fully processed across all of our systems, in accordance with industry standards and regulations.

When you click the Unsubscribe button at the bottom of our emails, you will first be unsubscribed from the particular type of email that you received. To further manage your preferences or opt out from all email communications, you can click “View Opt-Out Preferences” or “unsubscribe preferences”.  Select “Opt Out of All Emails” to opt-out of all automated email communications, or select which types of emails you would like to continue receiving.

If you decide to opt back in after having opted out of all emails, this can only be done through a link within a previous email or by clicking “undo opt-out” at ProjectRainbowUtah.org/opt-out. To ensure your privacy, opting back in will require completing a two-factor authentication process. Please note that this process may take up to 30 days for our team to review, authorize, and update your preferences.

If you have any questions or encounter any issues during this process, feel free to contact us through the provided channels on our website.

10. Other Related Policies

Unified Communication and Privacy Policy (UCPP)

Governs how Project Rainbow Utah collects, uses, and protects personal data from volunteers, donors, and subscribers, including communication and data preferences and rights.

Volunteer Agreement

Outlines the expectations and responsibilities of individuals volunteering for Project Rainbow Utah, including confidentiality, conduct, and safety.

Flag Staking Volunteer Agreement

Specifies the responsibilities of flag staking volunteers, including data protection, liability related to personal vehicle use, and health and safety during flag staking.

Terms & Conditions: Flag Hosts, Subscribers, and One-Time Contributors

Governs the terms for monthly and annual subscriptions, payment methods, and donation management, as well as tax deductions and refund policies for donors.

11. Changes to the Policy

Project Rainbow Utah reserves the right to update this agreement at any time. Changes will be communicated by email or posted on our website at ProjectRainbowUtah.org/terms. In cases of significant changes, we will provide a notice at least 30 days in advance, allowing you to review and accept the updated terms.

By continuing to engage with Project Rainbow Utah services after a policy update, you agree to the revised terms. If you do not agree, please discontinue use and contact us regarding your data.

Actions for Policy Updates

Minor Updates: Posted on ProjectRainbowUtah.org/terms website with a notification banner.

Major Updates (e.g., new data-sharing practices): Email all users with a detailed explanation and offer the option to review or opt out. Updates on data sharing practices will provide a notice at least 30 days in advance, allowing you to review and accept the updated terms.

Effective Date: September 12, 2024