Privacy Policy
Effective Date: September 23, 2026
Care Club Foundation Inc. (“Care Club Foundation,” “we,” “our,” or “us”) is committed to protecting the privacy and personal information of the individuals and families we serve, our donors, volunteers, partners, and website visitors.
This Privacy Policy explains how we collect, use, protect, and disclose information when you visit our website, register for programs, make a donation, volunteer, contact us, or otherwise interact with Care Club Foundation.
1. Information We Collect
Depending on how you interact with Care Club Foundation, we may collect information such as:
Information You Provide
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Parent or guardian name
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Participant name
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Email address
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Phone number
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Mailing address
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Emergency contact information
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Program registration information
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Volunteer information
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Donation information
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Payment information when making a donation or payment
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Information you provide when contacting us
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Photos, videos, or other media when appropriate consent has been provided
We only request information that is reasonably necessary for the activity or service for which it is being collected.
Automatically Collected Information
When you visit our website, certain information may be collected automatically, including:
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IP address
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Browser and device type
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Pages visited
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Date and time of visits
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Referring website
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General website usage information
This information may be collected through cookies, analytics tools, or similar technologies.
2. How We Use Information
Care Club Foundation may use personal information to:
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Register participants for programs and activities
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Communicate with parents, guardians, participants, volunteers, donors, and partners
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Provide program updates and important notifications
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Respond to questions and requests
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Process donations and payments
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Coordinate volunteers and program activities
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Maintain appropriate program and organizational records
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Improve our programs, website, and services
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Send newsletters or other communications when permitted
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Meet legal, regulatory, accounting, or administrative requirements
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Protect the safety and security of participants, staff, volunteers, and visitors
3. Information About Children
Care Club Foundation provides programs and experiences for young people. We take the privacy and safety of children seriously.
We may collect information about a child when a parent or legal guardian provides that information for program registration, participation, emergency purposes, or other legitimate organizational needs.
We do not knowingly require children to provide personal information directly through our website. When information about a minor is necessary for participation in a Care Club Foundation program, we seek to obtain it from or with the involvement of a parent or legal guardian, as appropriate.
Parents and legal guardians may contact us with questions about information collected about their child or to request appropriate access, correction, or deletion of information, subject to legal and operational requirements.
4. Photos and Videos
Care Club Foundation may photograph or record participants during programs, events, activities, or community experiences.
We will seek appropriate permission or consent before using identifiable photographs or videos of minors for public-facing purposes such as:
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Our website
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Social media
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Newsletters
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Promotional materials
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Annual reports
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Fundraising or community outreach materials
A parent or legal guardian may contact us regarding questions or concerns about the use of a child’s image.
5. Donations and Payments
When you make a donation or payment, certain information may be collected to process the transaction.
Payment information may be processed through third-party payment processors. Care Club Foundation generally does not need to retain complete credit or debit card information.
Third-party payment providers may have their own privacy policies and terms governing how payment information is handled.
6. How We Share Information
Care Club Foundation does not sell or rent personal information.
We may share information when reasonably necessary with trusted service providers and partners who assist us with:
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Website operations
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Program registration
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Donation processing
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Payment processing
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Email communications
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Technology and data management
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Event or program administration
We may also disclose information when required by law, legal process, or governmental request, or when necessary to protect the safety, rights, or property of Care Club Foundation or another person.
We seek to limit the information shared to what is reasonably necessary for the applicable purpose.
7. Data Security
We take reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, disclosure, alteration, or destruction.
However, no website, electronic transmission, or storage system can be guaranteed to be completely secure. We encourage users to take appropriate precautions when sharing information online.
8. Cookies and Website Analytics
Our website may use cookies and similar technologies to improve functionality, understand website traffic, and enhance the user experience.
We may use third-party analytics or website tools to understand how visitors use our website. These services may collect information about your device and website activity.
You may be able to control cookies through your web browser settings.
9. Communications
If you provide your email address or phone number, we may use it to communicate with you regarding:
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Program registration
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Events
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Donations
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Volunteer opportunities
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Organizational updates
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Important notices
Where required by law, we will obtain appropriate consent before sending promotional or marketing communications.
You may unsubscribe from non-essential email communications by using the unsubscribe option provided in the communication or by contacting us directly.
10. Third-Party Websites
Our website may contain links to websites or services operated by third parties.
These third-party websites have their own privacy practices and policies. Care Club Foundation is not responsible for the privacy practices, security, or content of third-party websites.
We encourage you to review the privacy policy of any third-party website before providing personal information.
11. Data Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, maintain appropriate organizational records, comply with legal obligations, resolve disputes, and enforce our agreements.
The length of time information is retained may vary depending on the type of information and the purpose for which it was collected.
12. Your Privacy Choices
Depending on applicable law, you may have the right to request information about the personal information we maintain about you, request correction of inaccurate information, or request deletion of certain information.
Requests involving a minor’s information should generally be made by the child’s parent or legal guardian.
To make a privacy-related request, please contact us using the information below.
13. Changes to This Privacy Policy
Care Club Foundation may update this Privacy Policy periodically to reflect changes in our programs, website, technology, or legal requirements.
When we make changes, we will update the “Effective Date” at the top of this policy. We encourage you to review this page periodically.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or how Care Club Foundation handles personal information, please contact us:
Care Club Foundation Inc.
Upper Marlboro, MD
IInfo@careclubfoundationinc.org
(240) 474-0924
Effective Date: September 23, 2026
Photo, Video & Media Release Policy
Effective Date: September 23, 2026
Care Club Foundation Inc. (“Care Club Foundation,” “we,” “our,” or “us”) is committed to protecting the privacy, dignity, and safety of every young person who participates in our programs, events, activities, and community experiences.
Because photographs and videos may be taken during Care Club Foundation activities, this policy establishes how participant images, videos, and related information may be collected and used.
1. Purpose
The purpose of this policy is to ensure that photographs, videos, recordings, and other media involving program participants are collected and used responsibly and with appropriate consent.
Media may help Care Club Foundation:
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Share the impact of our programs
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Celebrate participant accomplishments
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Promote upcoming programs and events
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Educate the community about our mission
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Support fundraising and outreach efforts
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Document organizational activities and events
2. Parent or Guardian Consent
For participants who are minors, Care Club Foundation will seek permission from a parent or legal guardian before using an identifiable photograph, video, or recording of the participant for public-facing purposes.
Consent may be obtained through a written or electronic media release.
Parents or legal guardians may choose whether to provide permission for their child’s image or recording to be used.
Participation in Care Club Foundation programs will not be conditioned on granting permission for public promotional use of a participant’s image unless specifically communicated in advance for an activity where photography or recording is an essential component.
3. Permitted Uses
With appropriate consent, Care Club Foundation may use photographs, videos, recordings, or other media for purposes including:
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Care Club Foundation’s website
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Social media accounts
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Newsletters
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Annual reports
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Fundraising materials
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Promotional materials
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Program brochures and flyers
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Presentations
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Community outreach
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Grant applications or reports
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Educational or informational materials
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Press or media coverage related to Care Club Foundation activities
4. Respectful Representation
Care Club Foundation will make reasonable efforts to ensure that participant images and recordings are used respectfully and in a manner consistent with our mission and values.
We will not knowingly use a participant’s image in a manner that is misleading, defamatory, inappropriate, exploitative, or intended to embarrass or harm the participant.
We will also make reasonable efforts not to publish unnecessary identifying information alongside a minor’s photograph or video.
5. Names and Identifying Information
Whenever reasonably possible, Care Club Foundation will limit the amount of personally identifying information published with images of minors.
Unless separately authorized, we generally will not publicly publish sensitive information about a participant.
Parents or guardians who have questions about the use of their child’s name, photograph, or other identifying information may contact Care Club Foundation.
6. Photography and Recording During Programs
Care Club Foundation staff, authorized volunteers, contractors, or approved photographers may take photographs or videos during programs and events for organizational purposes.
Visitors, parents, guardians, volunteers, and other individuals attending Care Club Foundation events are also expected to respect participant privacy and safety.
Individuals should not photograph, record, or publicly share images of other participants without appropriate permission.
7. Social Media
Care Club Foundation may share approved photographs or videos through its official social media platforms.
We encourage parents, guardians, staff, volunteers, and participants to exercise care when sharing images involving children online.
Care Club Foundation cannot control how third parties may copy, repost, download, or otherwise use content once it has been publicly posted.
8. Revoking Consent
A parent or legal guardian may request that Care Club Foundation stop using their child’s image in future promotional materials by contacting us in writing.
Requests should include:
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Parent or guardian name
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Participant’s name
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Contact information
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A description of the media or material, if known
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A clear request to withdraw media permission
Withdrawal of consent will apply to future use where reasonably practicable. It may not be possible to retrieve or remove materials that have already been printed, distributed, published, archived, reposted by third parties, or otherwise made publicly available.
9. Program Documentation
Some photographs or recordings may be maintained as part of Care Club Foundation’s internal program documentation, historical records, grant reporting, or organizational records.
Withdrawal of promotional media consent does not necessarily require Care Club Foundation to delete records that must be maintained for legitimate organizational, legal, grant, safety, or documentation purposes.
10. Sensitive or Private Situations
Care Club Foundation will use additional care when photographing or recording situations involving:
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Medical or emergency situations
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Emotional distress
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Disciplinary matters
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Personal or family circumstances
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Private conversations
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Other sensitive situations
Such situations should not be used for public promotional purposes without appropriate consideration and authorization.
11. Staff and Volunteers
Staff members and volunteers are expected to follow Care Club Foundation’s privacy and media policies.
Staff and volunteers may not use participant photographs, videos, or personal information for personal social media accounts or personal promotional purposes unless specifically authorized and appropriate consent has been obtained.
12. Safety and Privacy
The safety and well-being of young people is a priority of Care Club Foundation.
Media collection should never interfere with participant supervision, safety, program activities, or a participant’s ability to comfortably participate.
Care Club Foundation reserves the right to restrict photography or recording at any program, event, or activity when necessary to protect participant privacy or safety.
13. Questions and Requests
Questions regarding this Photo, Video & Media Release Policy or requests concerning a participant’s media consent may be directed to:
Care Club Foundation Inc.
Upper Marlboro, MD
Info@careclubfoundationinc.org
(240) 474-0924
Effective Date: September 23, 2026