Privacy Policy

1 Introduction & Scope

This Privacy Policy applies to all users of our digital platforms, including website visitors, registered association members, volunteers, donors, and event participants. The Egba Association of Indiana is a community non-profit organization located in the State of Indiana, operating under the motto "Unity in Culture, Strength in Community" and guiding slogan "Preserving Our Heritage, Building Our Future."

By accessing our website (egbaassociationofindiana.org), submitting forms, or engaging with our association, you acknowledge and accept the practices outlined in this policy.

2 Information We Collect

We collect personal information solely to support association activities, process donations, coordinate cultural events, and maintain communication with our community:

• Contact & Identification Data: Full name, email address, telephone number, residential address, city, state, and emergency contact details submitted via contact forms or membership registration.
• Membership Profile Information: Details regarding your ancestral or familial heritage in Egbaland (Abeokuta, Owu, Gbagura, Oke-Ona, and surrounding communities), family members, professional background, and participation interests.
• Donation & Payment Records: Contribution amounts, donation designation (e.g. general fund, scholarship, cultural festival), date of transaction, and billing name. Please note: Full credit and debit card numbers are handled directly by certified, PCI-compliant payment gateways and are never stored on our servers.
• Event & Survey Data: RSVPs for association functions, volunteer sign-up details, feedback submissions, and cultural workshop registrations.
• Technical & Log Data: Standard internet log information, including IP address, browser type, operating system, device details, and pages viewed, gathered automatically to ensure site security and optimal performance.

3 How We Use Your Information

Personal information collected by the Egba Association of Indiana is used strictly for non-commercial, organizational, and charitable purposes, including:

• Processing and administering membership applications, directory updates, and membership welfare programs.
• Processing online donations, issuing official digital donation receipts, and maintaining accurate financial accounting records.
• Sending notifications about upcoming cultural day celebrations, general meetings, youth programs, and community welfare initiatives.
• Responding promptly to messages, questions, and inquiries submitted through our website contact form.
• Administering educational scholarships, youth mentorship initiatives, and community empowerment grants.
• Maintaining the technical integrity, security, and performance of our digital systems and preventing fraudulent activities.

4 Donor Privacy Commitment

We hold our donors in the highest regard and observe strict donor confidentiality standards:

Donors may choose to have their contributions recognized in event programs or remain completely anonymous by indicating their preference at the time of giving. Donor records are accessible only by authorized executive officers responsible for financial stewardship.

5 Information Sharing & Third-Party Services

We do not disclose your personal data to outside parties, with the following limited exceptions:

• Authorized Service Providers: Trusted third-party technology providers who assist us in operating our website, processing electronic payments (such as Stripe or PayPal), and sending transactional email notices. These providers are bound by strict confidentiality and data protection obligations.
• Legal & Regulatory Compliance: When required by federal, state, or local laws, legal summons, court orders, or where disclosure is necessary to investigate fraud or protect the safety and rights of community members.

6 Cookies & Tracking Technologies

Our website utilizes standard cookies to ensure basic site functionality, enhance user navigation, and analyze non-personally identifiable site traffic:

• Strictly Necessary Cookies: Required for secure login sessions, form validation (CSRF security tokens), and site navigation.
• Preference & Functionality Cookies: Remember your display preferences and cookie consent status.
• Analytical Cookies: Anonymous aggregated metrics to help us understand which cultural stories, news, and event pages are most helpful to our visitors.

You can review, modify, or update your cookie settings anytime by clicking Cookie Preferences at the bottom of the page, or by adjusting your browser's cookie settings.

7 Data Security Safeguards

We implement appropriate technical, administrative, and physical security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

• Encryption in Transit: All website traffic is protected by modern SSL/TLS (HTTPS) encryption to prevent interception during transmission.
• Access Controls: Access to personal member and donor records is restricted strictly to designated executive leaders who require access for legitimate association duties.
• Secure Hosting: Our web applications and databases are maintained in secure server environments with regular security audits and software patches.

8 Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was gathered, maintain active membership records, satisfy financial audit and tax reporting obligations under Indiana non-profit regulations, and resolve any disputes. When personal information is no longer needed, it is securely deleted or anonymized.

9 Your Privacy Rights & Choices

As a member, donor, or visitor, you have full control over your personal data. You may at any time:

• Review & Access: Request a copy of the personal information we hold concerning you.
• Update & Correct: Request updates or corrections to any outdated or incomplete contact information.
• Opt-Out of Communications: Unsubscribe from non-essential newsletters or broadcast communications by clicking the unsubscribe link in our emails or emailing us directly.
• Deletion Request: Request the deletion of your non-essential personal information, subject to mandatory statutory recordkeeping requirements (such as donation records for financial audits).

10 Children's Privacy (COPPA)

The Egba Association of Indiana places high priority on youth education and cultural heritage. However, our website is intended for general audiences and is not directed at children under the age of 13. We do not knowingly collect personal information directly from children under 13 without verifiable parental or guardian consent. All youth workshop enrollments and cultural registrations must be completed by a parent or legal guardian.

11 External Links & Third-Party Websites

Our website may provide links to external websites, such as social media platforms, partner community organizations, cultural resources, and third-party payment gateways. We are not responsible for the privacy practices, terms, or content of those external websites. We encourage you to review the privacy policies of any third-party website you visit.

12 Contact Us Regarding Privacy Inquiries

If you have questions, concerns, or requests regarding this Privacy Policy, or wish to exercise any of your privacy rights, please reach out to our privacy coordinator: