Effective: August 25, 2026 · Version: 2026-08-25.2
1. Scope
This Privacy Policy applies to the private Celebrate Hooper Committee Hub used to plan Hooper’s 2027 Fourth of July Celebration. It does not replace the privacy practices of websites linked from the Hub, including Facebook, Canva, Google Drive, Dropbox, registration providers, or other third-party services.
2. Information the Hub collects
The Hub collects only information used to operate the committee portal:
- Account information: name, email address, phone number, password hash, account role and status, profile photo, invitation status, and acceptance of these policies.
- Planning content: event proposals and revisions, organizer and contact details, schedules, tasks, budgets, permits, readiness and risk records, resources, announcements, meeting notes, decisions, social media requests, committee-only notes, and chat messages.
- Community participation information: volunteer names, contact details, age group, guardian contact for minors, interests, availability, skills, assignments, and vendor or sponsor inquiry, business, logistical, and contribution details submitted through the public Get Involved page or recorded by the committee.
- Operations information: day-of command contacts and factual incident records. The incident log is not a substitute for emergency services and should not contain diagnoses or unnecessary medical information.
- Uploaded material: event photos, graphics, flyers, PDFs, captions, and links to externally hosted files or videos.
- Security and activity information: sign-in and activity timestamps, failed sign-in records, session cookies, and limited server logs. The access-request and sign-in safeguards use a one-way identifier derived from an email address and IP address to limit abuse.
Do not submit Social Security numbers, payment-card details, bank information, medical records, government identification, or other sensitive information that the committee does not need.
3. How information is used
Information is used to:
- Review account requests, authenticate members, secure the Hub, and provide password invitations.
- Coordinate events, volunteers, meetings, tasks, schedules, files, conversations, and committee decisions.
- Send operational committee emails and notify members about approvals, revisions, assignments, and meetings.
- Publish administrator-approved event information on CelebrateHooper.com or approved community communications.
- Maintain an activity trail, troubleshoot problems, prevent misuse, and preserve planning history.
4. Who can see or receive information
- Committee members: signed-in members can see the member directory, including names, email addresses, phone numbers, roles, and profile photos, as well as shared planning content and community participation submissions needed to coordinate the event. Some planning records are further limited by role.
- Administrators and the designated Readiness Lead: administrators can review accounts, events, files, chat, requests, activity records, and other content needed to operate and moderate the Hub. The master readiness checklist, permit tracker, and risk register are limited to administrators and the one active committee member designated as Readiness Lead.
- The public: only administrator-approved event details, contact information marked for public display, photos, or promotional content are intended for public publication. Internal notes and the member directory are not intended for the public.
- Service providers: hosting, cPanel, database, backup, and email-delivery providers process information as needed to operate the Hub. External links and files are also subject to the provider selected by the member who shares them.
- Legal and safety needs: information may be disclosed when reasonably necessary to comply with law, respond to lawful process, protect people or property, investigate misuse, or defend legal rights.
The committee does not sell personal information and does not use Hub information for targeted advertising.
5. Files, links, and public publication
Hub access is restricted, but no online system is perfectly confidential. Uploaded files may be reachable by anyone who receives their direct file address, and external sharing links may have their own access settings. Do not upload sensitive material. When you request promotion or submit an event image, the committee may approve that material for public use under the Terms.
6. Cookies and analytics
The Hub uses an essential session cookie to keep members signed in and protect forms. The Hub does not currently use advertising cookies, behavioral tracking, or third-party analytics.
7. Retention
Account and planning information is kept while it is useful for the 2027 celebration, committee operations, security, recordkeeping, or community history. Administrators may retain approved event history, decisions, activity records, and necessary backups after an account is disabled. Unneeded information should be deleted or de-identified when reasonably practical. Backup copies may remain until normal backup rotation is complete.
8. Security
The Hub uses restricted accounts, hashed passwords, expiring invitation links, secure sessions, access controls, upload validation, rate limits, and server protections. No storage or transmission method can be guaranteed completely secure. Report suspected unauthorized access promptly.
9. Your choices and requests
You can update your phone number, password, and profile photo from your profile. Contact the administrator to request access to other account information, correct a record, close your account, or request deletion when deletion does not conflict with legitimate committee, public-history, security, or legal needs. Depending on applicable law, additional privacy rights may apply.
10. Children
The Hub and public volunteer form are not intended for children under 13. Volunteers ages 13–17 must provide a parent or guardian contact, and the committee should confirm permission before assignment. Contact the administrator if you believe information from a child under 13 has been submitted.
11. Policy changes and contact
Material changes will receive a new version date and may require members to acknowledge the revised policy. Privacy questions or requests can be sent to Lexis Jindra at jindrawebdev@gmail.com.