Volleyball Family Foundation (VBFF, "we," "us," or "our") is a California nonprofit public benefit corporation recognized by the IRS as tax-exempt under section 501(c)(3) (EIN 41-5308954). We use personal information to respond to inquiries, review nominations from high school coaches, communicate with supporters, and operate our website at volleyballfamilyfoundation.org. This policy explains the website's collection and use of personal information and how to contact us about it.
Information we collect
- Newsletter signups: first name, last name, email address, subscription status, and records used to manage subscriptions and opt-outs.
- Coach nominations: only adult high school coaches may submit nominations, for season sponsorship or City Championship ring support. We collect the coach's name, school email address, high school and its city, a link we can use to confirm the coaching role, the team and season, the requested amount, the coach's description of the student's financial need, season costs or championship details, supporting files, the versions of our terms and this policy the coach agreed to and when, nomination status, and internal review notes. We use the school city to understand which communities we serve.
- Nominated students: we collect only the student's first name, last initial, and grade, plus a short piece of writing or artwork the student chose to share through their coach. We do not ask for a student's contact details, photographs, or school records at this stage. If a nomination is approved, we work with the coach to contact the student's parent or legal guardian, and collect only the family information needed to arrange support.
- Contact messages: first and last name, email address, subject, message, and the handling of the inquiry.
- Donation information: information made available to us through our donation provider, such as donor contact details and gift records. Donation forms are provided by Zeffy, including when displayed within our website. Payment details are submitted to that provider rather than our nomination or contact forms. Zeffy issues donation receipts.
- Event information: registration providers collect the information requested on their own forms. Information received by VBFF depends on the event and the provider's arrangements with us.
- Administrative access: authorized administrators sign in through Google using Firebase Authentication. This involves account identifiers, email information, and authentication records used to control administrative access.
- Technical and communications records: hosting and service providers may process IP addresses, browser/device information, request and error logs, and security information. We also maintain email content, recipients, and sending status for organizational messages. Our forms use identifiers derived from network information to limit abusive submissions.
- Website analytics: we use Umami, a cookieless analytics service, to count page views and see which websites referred visitors, their approximate location (country, region, and city), and their browser and device type. Umami does not use cookies, and it does not store IP addresses or identify individual visitors. Page addresses are recorded without query strings.
Please provide only information needed for your request. Do not upload Social Security numbers, full payment-card details, passwords, medical records, student school records, or photographs of students through nomination or contact forms. Redact unnecessary information about other people.
How we use information
We use information to verify coaches, review nominations, and administer approved assistance; respond to inquiries; send request acknowledgments and other operational messages; send updates to subscribers; maintain donation and organizational records; manage events; secure the website; and understand how many people visit the website and where they come from.
Submitting a nomination or contact message does not by itself enroll you in the newsletter. Newsletter signup is a separate action. Being nominated for, requesting, or receiving assistance does not authorize public use of anyone's name, photograph, artwork, writing, or financial circumstances. We do not publish a student's nomination writing or artwork without separate written permission from the student's parent or legal guardian.
Who receives information
VBFF staff and volunteers authorized by VBFF may access information needed to carry out their responsibilities. Nomination documents are stored privately and accessed through authenticated administrative routes; they are not intended for public display.
We use service providers, including Google/Firebase for hosting, database storage, uploaded files, and administrator authentication; Umami for website analytics; email delivery providers (currently Resend; we may move email delivery to Amazon Web Services); and Zeffy for donations. Event links may lead to Zeffy, Luma, or Partiful. Depending on the service and activity, these providers process the information needed to deliver their services and may collect information directly under their own notices.
We may disclose information when required by law or when reasonably necessary to protect people, investigate abuse, or protect legal rights. We do not sell or rent personal information or provide it to outside organizations for their independent promotional use.
Cookies and analytics choices
Our website does not use advertising or analytics cookies. Administrator sign-in stores login information in the browser for authorized administrators only. If your browser sends a Do Not Track signal, our analytics does not record your visits. You can also block the Umami script with a browser extension without affecting how the website works. The Zeffy donation form embedded on our donation page, and registration services we link to, have their own privacy and tracking practices.
Email choices
You can stop newsletter and fundraising updates using the unsubscribe link in those messages or by contacting us. Unsubscribing marks the subscription inactive; it does not automatically delete the record. We retain opt-out information to help avoid sending future updates. Operational messages about a request, application, or transaction may be handled separately from optional updates.
Children and family information
Our work supports young people, but our website is intended for coaches and other adult supporters, not students. Nominations are accepted only from adult high school coaches, and we do not knowingly collect personal information directly from children through the website. Students and families who want support should ask their coach to nominate them. If we learn that a child has submitted personal information to us directly, we will delete it unless a parent or legal guardian asks us to keep it for a pending request.
Parents and legal guardians can contact us to ask about, correct, or remove information concerning their child, including a nomination submitted by a coach.
Permission to review a nomination is separate from permission to photograph or publicize a child. We ask for separate written parent/guardian permission, using our parent/guardian photo release form, before taking or publishing photographs or video of a child or publishing a child's writing or artwork. Financial assistance and program participation never depend on that permission, and we do not sell or share children's images or information with others for their own use.
Retention and security
We keep information only as long as needed for its purpose or as required by law:
- Award recipients: records of approved nominations and awards, including the student's name, are kept permanently as part of our grant and financial records. Photos and stories we publish with written parent/guardian permission may remain published until that permission is withdrawn.
- Declined or withdrawn nominations: deleted, including the student's piece and supporting files, one year after the decision.
- Signed photo releases and withdrawal requests: kept as long as any related image or story is in use, and for four years after.
- Donation and financial records: kept for seven years.
- Contact messages and email delivery history: kept for two years.
- Newsletter records: kept while you are subscribed. After you unsubscribe, we keep your email address and opt-out record so we do not email you again.
- Abuse-prevention records: kept for a few hours.
Deleted information may remain in service-provider backups for a limited time. Access controls and private document storage help protect information, but no internet service can guarantee complete security.
Questions and privacy requests
Contact support@volleyballfamilyfoundation.org to ask about your information, request a correction or deletion, or raise a concern about a child's information. We may need to verify identity or parental authority before disclosing or changing records. Some records may need to be retained for legal, accounting, security, or consent purposes. We aim to respond within 30 days. Specific legal rights depend on the applicable law and circumstances.
Policy changes and contact
When we revise this policy, we will update the published date and provide additional notice where required by applicable law.
Volleyball Family Foundation
1401 21st St, Ste R
Sacramento, CA 95811
Email: support@volleyballfamilyfoundation.org