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UUCF Member Portal – Privacy Policy

Last updated: November 23, 2025

The Unitarian Universalist Congregation of Fayetteville (UUCF) is committed to protecting your privacy. This Privacy Policy explains, in clear and accessible language, what information we collect, how we use it, who can see it, and your rights regarding your personal data.

The UUCF Member Portal is intended for use by UUCF members and friends who choose to engage with the site, submit forms, manage pledges, or participate in community life through our digital tools.

1. Information We Collect

We collect only the information necessary to support UUCF’s membership records, pledge tracking, communication, and community engagement.

Member Portal Accounts

When you create or use an account, we may collect:

  • Name
  • Email address
  • Mailing address
  • Phone number (optional)
  • Pledge information (financial pledge amount, time/talent pledges)
  • Donation history
  • Stripe-related identifiers (Stripe customer ID, subscription ID, receipt links)
  • Account credentials (passwords are securely hashed, never stored in plain text)

Public Surveys and Forms (No Login Required)

We also provide public-facing surveys and forms that anyone may submit.

Depending on the form, we may collect:

  • Anonymous responses with no identifying information
  • Identifying information you voluntarily provide, such as name, email, phone number
  • Preferred contact method
  • Feedback, suggestions, or other information related to your submission

These forms are used to gather input, respond to requests, and support community programs.

Information We Do NOT Collect or Store

  • Credit card numbers
  • Bank account information
  • Last four digits of your card
  • Social Security numbers

All payment processing is handled directly by Stripe, not by UUCF.

2. How Accounts Are Created

  • Members are invited via email to create an account.
  • You must accept the invitation and set your password before accessing the Member Portal.

All passwords are encrypted using secure hashing methods.

3. How We Use Your Information

We use your information to:

  • Maintain accurate pledges and membership records
  • Provide access to member-only features
  • Track time/talent commitments and donations
  • Send important messages, such as confirmations, reminders, and invitations
  • Respond to surveys, forms, and feedback submissions
  • Support UUCF’s administrative, governance, and financial responsibilities
  • Improve the portal through secure, anonymized website analytics

We use Zoho/Zepto for email delivery and Google Analytics for general (non-personalized) website usage statistics.

4. Public Surveys, Feedback Forms, and Anonymous Submissions

UUCF offers public-facing surveys and forms that do not require a login.

Anonymous Surveys

Some forms allow fully anonymous submissions. These responses contain no identifying information unless you choose to provide it.

Identified or Contact-Required Forms

Other forms may ask for your:

  • Name
  • Email
  • Phone number
  • Preferred contact method
  • Details relevant to your submission

How This Information Is Used

If you provide your contact information:

  • Someone from UUCF (staff, Board member, or committee chair) may contact you
  • We will use your preferred contact method
  • Your information is used only for purposes directly related to your submission
  • We do not use information from public forms for marketing, mass communication, or unrelated outreach without your separate consent.

Who Can See Your Submission

Depending on the form, your submission may be reviewed by:

  • Staff or administrators
  • Board members
  • Committee chairs
  • Volunteers assigned to process feedback

These submissions are not shared publicly and are not visible to other members.

Data Retention for Public Forms

  • Anonymous responses may be retained indefinitely for aggregate reporting
  • Identified submissions may be retained as needed for follow-up or administration
  • Personal information from public forms is not added to member directories

5. Who Can See Your Information

We take care to limit access based on role and responsibility.

Visible to Other UUCF Members

Only:

  • First and last name
  • Phone number (if you choose to share it)

Visible to Staff & Administrators

  • Account details
  • All pledge information
  • Contact information

Visible to Board Members & Committee Chairs

  • Only time and talent pledges
  • No financial pledge or donation history

Visible Only to the Treasurer

  • Financial pledges
  • Donation history
  • Stripe transaction records (IDs and receipts, not card numbers)

We do not sell or share your information with outside organizations.

6. Payments and Stripe

All online payments are processed securely by Stripe.

UUCF never stores:

  • Credit card numbers
  • Bank information
  • Payment method details

Stripe provides us only with:

  • Customer ID
  • Subscription ID
  • Payment status
  • Receipt links

This information is used solely for pledge tracking and bookkeeping.

7. Third-Party Services We Use

To operate the Portal, we use:

  • Stripe (payment processing)
  • Zoho/Zepto (email delivery)
  • Google Analytics (website analytics)
  • Google Drive (administrative documents)
  • Heroku (hosting and error logs)
  • PostgreSQL (database storage)

These services process data only as necessary to support the Portal’s functionality.

8. Data Retention

  • If you request account removal, your Portal profile is deleted
  • Financial and pledge history may be retained for bookkeeping, audits, and legal compliance
  • Submissions from public surveys or forms are retained only as long as needed to process or respond

9. Children and Minors

Minors (under age 18) do not have access to the Portal and may not create accounts.

Public forms may be submitted by minors only with a parent/guardian’s permission.

10. Your Choices and Rights

You may:

  • Review and update your personal information
  • Request correction of inaccurate information
  • Request deletion of your account
  • Opt out of optional communications
  • Contact us about any accessibility or privacy concerns

To make a request, email:
[email protected]

11. Security Practices

We use industry-standard security measures, including:

  • Encrypted HTTPS connections
  • Secure password hashing
  • Limited administrative access
  • Regular monitoring of server activity
  • Secure cloud hosting on Heroku

While no system is perfect, we are committed to maintaining a secure environment.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If changes are significant, we will inform members by email or through a notice on the Portal.

13. Contact Information

If you have questions about privacy, data usage, or your rights, please contact us:

📧 [email protected]