Privacy Policy
Last Updated: January 2025
Introduction
Let's C.R.E.A.T.E., Inc. ("we," "us," or "our") operates a therapeutic arts program for youth ages 12-21. We are committed to protecting your privacy and handling your personal information with care and respect.
This Privacy Policy describes how we collect, use, share, and protect information about our participants, parents/guardians, volunteers, and website visitors.
By using our platform or participating in our programs, you agree to the terms of this Privacy Policy.
Information We Collect
1. Registration & Profile Information
- Participant Data: Name, date of birth, email, phone, address/zip code, gender identity, race/ethnicity, pronouns, living situation
- Parent/Guardian Data: Name, email, phone, relationship to participant
- Emergency Contact: Name, phone, relationship
- Health Information: Allergies, medications, special accommodation needs (voluntarily provided for safety)
- Program Preferences: Workshop selections, membership type, goals, art experience
2. Wellness & Activity Data
- Wellness Check-ins: Self-reported mood, stress, energy, and wellbeing ratings
- Creative Activities: Artwork submissions, journal entries, reflections, and activity completions
- Community Interactions: Forum posts, comments, likes, and peer engagement
- Progress Tracking: Participation metrics, challenges completed, points earned
3. Technical & Usage Data
- IP address, browser type, device information
- Pages visited, features used, time spent on platform
- Login timestamps and session data
- Error logs and diagnostic information
4. User-Generated Content
- Artwork images, photos, and digital creations
- Written reflections, journal entries, and creative writing
- Community forum posts and comments
- Gallery submissions and public sharing (with consent)
How We Use Your Information
Program Delivery & Support
- Provide virtual and in-person programming tailored to age and needs
- Track participant progress and wellness outcomes
- Communicate program updates, reminders, and opportunities
- Ensure safety and appropriate accommodations
Safety & Risk Management
- Monitor content for safety concerns and community guidelines compliance
- Identify participants who may need additional support or intervention
- Contact parents/guardians or emergency contacts when necessary
- Maintain emergency medical and contact information
Evaluation & Improvement
- Analyze program effectiveness and participant outcomes
- Generate de-identified reports for funders and stakeholders
- Improve platform features and therapeutic activities
- Develop age-appropriate and culturally responsive programming
Legal Compliance
- Comply with COPPA, FERPA, and other youth privacy regulations
- Fulfill reporting requirements for grants and nonprofit status
- Respond to legal requests when required by law
How We Share Your Information
We DO NOT sell or rent your personal information to third parties.
Limited Sharing Includes:
- Parents/Guardians: For minors (under 18), parents receive access to their child's wellness data, activity participation, and content submissions
- Service Providers: Trusted technology partners (hosting, email, data storage) under strict confidentiality agreements
- Funders & Grantors: De-identified, aggregated data for reporting (never includes personally identifiable information)
- Legal Obligations: When required by law, court order, or to protect safety
- Public Sharing (With Consent): Artwork, stories, or testimonials shared publicly only with explicit permission and option for anonymity
Children's Privacy (COPPA Compliance)
We take special precautions to protect minors under 18. All registrations for participants under 18 require verifiable parental consent through our multi-step registration process:
- Parent/guardian must complete registration form on behalf of minor
- Parent provides contact information for verification
- Parent grants explicit permission for participation and data collection
- Parent receives access to child's progress dashboard and content
- Parent can update privacy settings, control content visibility, and request data deletion at any time
Minors under 13: We do not knowingly collect data from children under 12 without explicit parental consent and verification.
Data Security
We implement industry-standard security measures to protect your information:
- Encryption: Data transmitted over secure HTTPS connections
- Access Controls: Role-based permissions limit staff access to sensitive data
- Secure Storage: Data stored on secure, encrypted servers
- Regular Audits: Periodic security reviews and updates
- Staff Training: All staff trained on privacy, confidentiality, and data handling
While we take reasonable precautions, no online system is 100% secure. We cannot guarantee absolute security of data transmitted over the internet.
Your Rights & Choices
You Have the Right To:
- Access Your Data: Request a copy of the personal information we hold about you
- Update Information: Correct or update your profile and registration details at any time
- Delete Your Account: Request deletion of your account and associated data (subject to legal retention requirements)
- Opt Out of Communications: Unsubscribe from non-essential emails and notifications
- Control Public Sharing: Choose whether your artwork or posts are shared publicly
- Parental Access (Minors): Parents can access, update, or request deletion of their child's data
To Exercise Your Rights:
Email us at info@letscreateny.org with "Privacy Request" in the subject line. We will respond within 30 days.
Data Retention
We retain your information for as long as:
- Your account is active
- Necessary to provide program services
- Required by law or for legitimate business purposes (e.g., grant reporting, safety records)
After account deletion or program completion, we may retain de-identified aggregated data for evaluation and research purposes.
Third-Party Services
Our platform may use third-party services for:
- Hosting & Infrastructure: Cloud storage and application hosting (e.g., Supabase, Vercel)
- Communication: Email delivery services for notifications and updates
- Analytics: Usage data to improve platform experience (de-identified when possible)
- Payment Processing: Secure payment systems for donations (if applicable)
These third parties are contractually obligated to protect your data and use it only for specified purposes.
Cookies & Tracking Technologies
We use cookies and similar technologies to:
- Keep you logged in securely
- Remember your preferences
- Understand how you use the platform
- Improve user experience and features
You can control cookies through your browser settings. Note that disabling cookies may limit platform functionality.
Public Content & Anonymity Options
Participants can choose to share artwork, journal entries, and posts with the community. You always have the option to post anonymously.
- Private by Default: All content starts as private to you
- Opt-In Sharing: You decide what to share publicly
- Anonymous Option: Choose to display "Anonymous" instead of your name
- Moderation: Public content is reviewed to ensure safety and appropriateness
- Parental Controls: Parents can manage their child's ability to post publicly
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes via:
- Email notification to registered users
- Prominent notice on our website
- Updated "Last Modified" date at the top of this policy
Continued use of our services after changes indicates acceptance of the updated policy.
Questions or Concerns?
If you have questions about this Privacy Policy or how we handle your information, please contact us:
Let's C.R.E.A.T.E., Inc.
A registered 501(c)(3) nonprofit organization
Committed to protecting youth privacy and safety