American Youth Opportunity Alliance (“AYOA,” “we,” “our,” or “us”) provides this policy so students, parents, volunteers, mentors, employees, applicants, partners, vendors, sponsors, and donors understand how information is handled.
1. Scope
This Privacy Policy applies to AYOA’s website, registration and contact forms, youth programs, events, mentoring and volunteer processes, employment applications, donor and partner communications, and vendor relationships. A school agreement, employment notice, consent form, or vendor contract may provide additional or more specific privacy terms.
2. Information We Collect
We may collect names, contact information, addresses, dates of birth, age and grade, school and district, parent or guardian details, emergency contacts, program selections, attendance, goals, interests, behavior or support information, communications, consent and signature records, payment status, donation details, and other information submitted to AYOA.
3. Sensitive Information
When reasonably necessary, we may collect medical conditions, allergies, medications, dietary needs, disability or accommodation information, safety concerns, family circumstances, disciplinary or attendance concerns, and other sensitive data. We limit use of this information to safety, accommodation, eligibility, program support, legal compliance, and other disclosed purposes.
4. Students and Children
Parents or legal guardians should submit registration information for minors. Our forms are not designed for a child under 13 to submit personal information independently. When the Children’s Online Privacy Protection Act applies, AYOA will provide required notice and obtain verifiable parental consent before collecting, using, or disclosing personal information online from a child under 13, subject to lawful exceptions.
5. Parents and Guardians
We collect identity, relationship, contact, consent, signature, emergency, payment, and communication information from parents and guardians to verify authority, enroll students, provide updates, respond to emergencies, administer fees, and support program participation.
6. Mentors, Volunteers, Employees, and Applicants
We may collect applications, resumes, employment history, references, availability, qualifications, training records, identity-verification information, background-check status, safeguarding records, performance or conduct information, payroll and tax information, and accommodation information. AYOA will obtain separate authorization when a consumer report or background check requires it and will restrict employment records to authorized personnel and providers.
7. Partners, Vendors, Sponsors, and Donors
We may collect business contacts, contract and insurance details, tax or payment information, service records, donation history, communications, access credentials, and compliance documentation needed to manage the relationship, protect participants, make payments, recognize support, and satisfy accounting or legal duties.
8. Website and Device Information
Our site and service providers may receive IP address, browser and device type, referring page, timestamps, form activity, cookie identifiers, and security logs. We use this information for site operation, fraud prevention, troubleshooting, analytics, and security. We do not knowingly use children’s information for behavioral advertising.
9. How We Use Information
We use information to process inquiries and registrations; verify consent and eligibility; administer membership and program fees; operate and improve programs; communicate with families; provide supervision, accommodations, and emergency response; recruit and manage personnel; conduct lawful screening; manage vendors and partners; maintain records; prevent misconduct; report safety concerns; defend legal rights; and comply with law.
10. School Records and FERPA
If a school or district discloses education records to AYOA, we use those records only for the authorized purpose and under the applicable consent or written agreement. When AYOA acts as a school official or authorized contractor under FERPA, access is limited to personnel with a legitimate need, and use, redisclosure, retention, and destruction follow the school’s direction and federal requirements. FERPA does not automatically apply to every record AYOA collects directly from a family.
11. When We Share Information
We may share information with authorized AYOA personnel; a minor’s parent or guardian; schools or program partners as authorized; screening, hosting, email, form, payment, accounting, insurance, legal, and technology providers; emergency responders; child-protection or law-enforcement authorities; and other parties when consented to, required by law, or reasonably necessary to protect a person or legal right. Providers may use information only for contracted services and applicable legal duties.
12. No Sale or Targeted Advertising
AYOA does not sell personal data for money and does not use student or child information for targeted advertising. If AYOA’s practices materially change, we will update this policy and provide any notice, consent, or opt-out required by applicable law before the new practice begins.
13. Photographs, Video, and Testimonials
AYOA uses identifiable student photos, video, audio, or testimonials only with applicable permission or another lawful basis. Optional media consent may be withdrawn prospectively by contacting us, but withdrawal may not require recall of material already lawfully printed, published, or distributed. AYOA may retain internal incident or security recordings when needed for safety or legal purposes.
14. Retention and Disposal
We retain information only as long as reasonably needed for programs, safety, reporting, accounting, insurance, contracts, employment, dispute resolution, school obligations, and legal requirements. Retention periods vary by record type. When information is no longer needed, we use reasonable measures to delete, destroy, de-identify, or securely archive it.
15. Security and Incident Response
AYOA uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information, including access limits, provider review, confidentiality duties, and secure disposal. No system is completely secure. If a qualifying security breach occurs, AYOA will investigate, mitigate, and provide notices required by applicable Texas or federal law.
16. Privacy Choices and Requests
You may ask to access, correct, or delete information you provided; withdraw optional media permission prospectively; opt out of nonessential marketing; or ask a privacy question. We may verify identity and authority, retain information required for safety or law, and deny or limit a request when an exception applies. Parents and guardians may request review or deletion of a child’s online information when COPPA applies. Texas consumer-data rights will be honored when the law applies to AYOA and, where practical, AYOA will use the same request process even when a statutory exemption applies.
17. Cookies and External Services
You may restrict cookies through browser settings, although site functions may be affected. Links, embedded services, payment processors, form processors, and social platforms have their own privacy practices. AYOA does not control third-party sites, but seeks providers appropriate for the information and service involved.
18. Required Disclosures and Child Safety
Confidentiality is not absolute. AYOA may disclose information to report suspected child abuse or neglect, respond to threats or emergencies, comply with subpoenas or lawful process, investigate misconduct, enforce agreements, or protect students, families, personnel, AYOA, or the public. Texas child-abuse reporting duties apply regardless of a request to keep suspected abuse confidential.
19. Policy Changes
We may update this policy as programs, technology, providers, or law change. The effective date will be revised. When required, we will provide additional notice or obtain new consent before using information in a materially different way.
20. Contact and Requests
Send privacy requests to support@ayoaleaders.org or American Youth Opportunity Alliance, P.O. Box 756521, Cypress, Texas 77429. You may also call 713-570-9909. Include your name, relationship to the student or organization, the request, and a safe method for us to verify and respond. Do not email highly sensitive medical, identity, or financial documents unless AYOA provides a secure method.
Legal Standards Referenced
This policy is informed by the Texas Data Privacy and Security Act, Texas security-breach requirements, the FTC’s COPPA Rule, and U.S. Department of Education FERPA guidance. Applicability depends on the organization, relationship, information, and circumstances.