Effective date: October 22, 2025
Who we are
Calkins Family Association (“CFA,” “we,” “us,” or “our”) operates https://calkinsworld.org and related subdomains (the “Site”). We steward the Hugh Calkins History Center and related programs.
Contact: 17613 Woodland Ct, Babcock Ranch, FL 33982 • privacy@calkinsworld.org • 860-440-6262
What personal data we collect and why
Site interactions (forms, comments, accounts)
- Comments & forms: We collect what you submit (e.g., name, email, message), plus IP address and browser user-agent for spam/fraud prevention.
- Member/donor accounts: If you create an account, we store profile and transactional info to manage memberships, donations, event registrations, and preferences.
- Media uploads: Avoid uploading images with embedded location (EXIF GPS); visitors can download/extract that data from images on the Site.
Payments & donations (Stripe)
Payments are processed by Stripe. We receive limited payment metadata (e.g., last4, brand, status) and do not store full card numbers. Stripe processes personal data under its own policies.
Learn more: https://stripe.com/privacy • https://stripe.com/docs/security
CRM, email, and SMS (GoHighLevel / GiveSuite)
We use GoHighLevel / GiveSuite for contact management, forms, email/SMS, automations, and membership/donor communications. Your submissions (name, email, phone, form fields, message content, engagement history) are stored to respond, provide updates/renewals, and improve services.
HighLevel Privacy: https://www.highlevel.com/privacy-policy
SMS consent & opt-out: If you provide a mobile number and consent to texts, we may send membership/event reminders and updates. Message/data rates may apply. Opt out anytime by replying STOP; for help, reply HELP.
Analytics (Google Analytics – GA4)
We use Google Analytics (GA4) to understand Site usage and improve performance. GA sets cookies and may collect identifiers and usage data such as page views, referrer/UTM information, approximate location (derived from IP), device/browser type, and events (e.g., clicks, scrolls, file downloads). We do not merge GA data with payment data or CRM PII. You can control data collection via your browser, our consent banner, and the Google Analytics Opt-out Browser Add-on. Google processes data under its own policies and may store it in the U.S. and other countries.
Anti-spam & security
We use standard tools to prevent spam, abuse, and fraud. These may analyze IPs, user-agents, page URLs, and submission content solely for security purposes.
Cookies & similar technologies
What we use cookies for
- Keep you logged in and remember preferences.
- Support forms/checkout and embedded content.
- Measure basic Site performance and prevent abuse.
- Run anonymized analytics (GA4) and—if you consent—any advertising/retargeting features we may enable in future.
Convenience cookies: If you leave a comment, you can opt-in to save your name/email/website in cookies for up to 1 year. Login cookies usually last 2 days; screen-option cookies 1 year; “Remember Me” extends login to 2 weeks. Publishing content may set an additional cookie that expires after 1 day.
Your choices (Consent)
- On first visit, you’ll see a consent banner. You can accept all, reject non-essential, or customize categories (e.g., Analytics, Ads).
- You can change or withdraw consent anytime via the “Cookie Settings” link in our footer.
- You can also block/delete cookies in your browser. If you block essential cookies, parts of the Site may not function.
Embedded content from other websites
Articles may include embedded content (e.g., videos, maps). Embedded content behaves as if you visited the other website and may collect data, use cookies, and track your interaction—especially if you’re logged in to that service.
Who we share your data with (processors & service providers)
We share data with trusted vendors strictly to operate the Site and our programs:
- Stripe – payments/donations.
- GoHighLevel / GiveSuite – CRM, forms, email/SMS, automations.
- Hosting/CDN/email – e.g., Bluehost (WordPress hosting), Cloudflare (DNS/CDN/security), Microsoft 365/Exchange (email).
- IT/security & analytics – uptime, performance, and threat monitoring.
We do not sell or rent personal data. We may disclose information if required by law or to protect our rights, users, or the public.
How long we retain your data
- Comments: retained indefinitely to recognize/approve follow-ups automatically.
- Accounts: profile/transaction records retained while active and as needed for legal/financial obligations (e.g., tax, audit, gift acknowledgments).
- Donations/dues: financial records typically kept 7 years (or longer if required by law).
- Security logs: generally up to 90 days, longer if investigating an incident.
Your rights
Depending on your location, you may have rights to:
- access and obtain a copy of your personal data;
- correct inaccuracies;
- request deletion (subject to legal/recordkeeping needs);
- withdraw consent for marketing (email/SMS);
- object to or restrict certain processing.
To make a request, email privacy@calkinsworld.org. We may need to verify your identity. We will not discriminate for exercising privacy rights.
Donor & member privacy
We value donor and member trust. We do not sell or trade donor/member lists. We may acknowledge donors publicly only with consent; anonymous gifts are honored.
International transfers
Vendors may process data in the U.S. and other countries. Where legally required, we rely on appropriate safeguards (e.g., Standard Contractual Clauses).
Children’s privacy
Our programs and Site are not directed to children under 13. We do not knowingly collect personal data from children. If you believe a child provided data, contact us to request deletion.
How we protect your data
We use HTTPS, access controls, encryption in transit, role-based access, and least-privilege with our vendors. No method is 100% secure; we monitor and improve safeguards continually.
Communications preferences
- Email: click “unsubscribe” in any non-transactional email or contact us.
- SMS: reply STOP at any time.
- Transactional notices: You may still receive essential notices (receipts, renewals, security alerts).
Changes to this Policy
We may update this Policy periodically. We’ll post the revised version with an updated “Effective date.” Material changes will be highlighted where practical.
California Privacy Notice (CCPA/CPRA)
This section applies to California residents and supplements the Policy above.
Categories of personal information we collect
Identifiers (e.g., name, email, phone), commercial information (donations/memberships), internet activity (Site interactions, analytics), geolocation (approximate, from IP), and in limited cases inferences (to improve communications). We do not collect sensitive personal information for the purpose of inferring characteristics.
Purposes
Operate the Site; process donations/memberships; provide support; secure and debug; measure performance; comply with law.
Sources
You (forms, accounts, donations); automated technologies (cookies/analytics); our service providers.
Disclosures for business purposes
We disclose the categories above to our service providers (Stripe, GoHighLevel/GiveSuite, hosting/CDN/email, IT/security/analytics) strictly to operate the Site and services.
“Sale” or “Sharing” of data
We do not sell personal information. If in the future we enable advertising/retargeting that qualifies as “sharing” under CPRA, we will update this notice and provide a “Do Not Sell or Share My Personal Information” link. Currently, our use of GA4 is limited to analytics and is configured without Ads Personalization.
Your California rights
- Right to Know what we collect, use, disclose, and (if ever) sell/share.
- Right to Delete personal information (with legal/recordkeeping exceptions).
- Right to Correct inaccurate personal information.
- Right to Opt-Out of sale/share (not applicable today; we will provide a link if that changes).
- Right to Limit Use/Disclosure of Sensitive PI (not applicable today).
- Non-discrimination for exercising your rights.
How to exercise rights: email privacy@calkinsworld.org with “California Privacy Request.” We will verify your request (e.g., via email link or known-facts match). You may use an authorized agent with proof of authority and a verifiable request.
Data retention: See “How long we retain your data” above.
EU/EEA & UK Addendum (GDPR)
Controller
For data collected via calkinsworld.org, the Calkins Family Association is the data controller. Contact: privacy@calkinsworld.org.
Legal bases for processing
- Contract: to manage memberships, donations, event registrations, and account access.
- Consent: for non-essential cookies/analytics and marketing email/SMS (you can withdraw at any time).
- Legitimate interests: Site security, basic analytics (if configured without identifiers), service improvement, internal reporting (balanced against your rights).
- Legal obligation: tax/audit/recordkeeping of donations and dues.
Your GDPR rights
- Access, rectification, erasure, restriction, portability, objection, and withdraw consent at any time (without affecting prior lawful processing).
- Lodge a complaint with your local supervisory authority (e.g., the ICO in the UK, CNIL in France, etc.).
International transfers
Where data is transferred outside the EEA/UK (e.g., to the U.S.), we use appropriate safeguards such as Standard Contractual Clauses or equivalents.
Data retention
We retain personal data only as long as necessary for the purposes described, or as required by law (see “How long we retain your data”).
Contact us
Calkins Family Association
17613 Woodland Ct, Babcock Ranch, FL 33982 • privacy@calkinsworld.org • https://calkinsworld.org • 860-440-6262