Privacy Policy

1. Introduction

This Privacy Policy describes how the Young Professional Career Engagement Program (the "Program," "we," "us," or "our") collects, uses, and discloses your personal information when you use our software as a service (the "Service").

We are committed to protecting your personal information and your right to privacy. When you visit our software as a service and use our products, you trust us with your personal information. We take your privacy very seriously. In this Privacy Policy, we seek to explain to you in the clearest way possible what information we collect, how we use it, and what rights you have in relation to it.

This Privacy Policy applies to all information collected through our software as a service, as well as any related services, sales, marketing, or events.

Please read this Privacy Policy carefully as it will help you understand what we do with the information we collect.

2. Definitions

To help explain things as clearly as possible in this Privacy Policy, every time any of these terms are referenced, they are strictly defined as:

• Cookie: a small file placed on your device to enable certain features and functionality.
• Program: when this policy mentions "Program," "we," "us," or "our," it refers to the Young Professional Career Engagement Program.
• Country: where the Program or the owners/founders of the Program are based, in this case United States.
• User: refers to the company, organization, or person that signs up to use the Program’s Service.
• You: a person or entity that is registered with the Program to use the Services.
• Device: any internet-connected device such as a phone, tablet, computer, or any other device that can be used to visit the Program and its services.
• Personal Data: any information that directly, indirectly, or in connection with other information allows for the identification of a natural person.
• App: the Program’s web application, which can be accessed via https://ypcep.org.
• Service: refers to the software as a service provided by the Program as described in the relative terms and on this platform.
• Third-party service: refers to external companies, organizations, vendors, or individuals who are not directly controlled by the Program, but provide services or features related to the App.

3. Information We Collect

We collect several different types of information for various purposes to provide and improve our Service to you.

3.1 Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

• Email address
• First name and last name
• Phone number
• State, Province, ZIP/Postal code, City
• Cookies and Usage Data
• Volunteer activity history
• Interactions and connections with other users
• Organizational roles
• User-generated content and notes

3.2 Registration Data

When you register for the Program, we collect the Personal Data you submit through the registration form. This information is necessary for account creation and participation in the program.

3.3 Usage Data

We may also collect information about how the Service is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

3.4 Tracking Technologies and Cookies

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

• Session Cookies: We use Session Cookies to operate our Service.
• Preference Cookies: We use Preference Cookies to remember your preferences and various settings.

Tracking and analytics are disabled by default, and will only be activated if you explicitly opt in. You can change this preference at any time.

4. How We Use Your Information

The Program uses the collected data for various purposes:

• To provide and maintain our Service
• To notify you about changes to our Service
• To allow you to participate in interactive features of our Service when you choose to do so
• To provide customer support
• To gather analysis or valuable information so that we can improve our Service
• To monitor the usage of our Service
• To detect, prevent and address technical issues
• To fulfill any other purpose for which you provide it
• In any other way we may describe when you provide the information
• For any other purpose with your consent

5. Retention of Your Personal Data

The Program will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Program will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

6. Transfer of Your Personal Data

The Service and its Third-party services are based in the United States. If you access the Service from outside the United States, please be aware that your information will be transferred to, processed, and stored in the United States. By using the Service, you consent to this transfer.

7. Disclosure of Your Personal Data

Disclosure for Law Enforcement

Under certain circumstances, the Program may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Legal Requirements

The Program may disclose your Personal Data in the good faith belief that such action is necessary to:

• Comply with a legal obligation
• Protect and defend the rights or property of the Program
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of users of the Service or the public
• Protect against legal liability

8. Third-Party Disclosure

8.1 Analytics

We may use Third-party service providers to monitor and analyze the use of our Service.

• PostHog: PostHog is a product analytics service used to monitor service usage and user behavior. Its data collection is subject to the user's cookie consent settings. Analytics used to improve our service are disabled by default, but some necessary events related to account security and critical functions of the Program may still be collected.

8.2 Essential Providers

We use Third-party service providers to provide support for essential App features. These services are required for our App to function. By using our Service, you agree that these services may process your Personal Data.

• Google Gemini: Gemini is an AI tool that powers core features in our App. Our paid services agreement with Google prohibits them from training their machine learning models on your Personal Data. Your data is processed only to return the requested output, and for necessary short-term logging required for abuse detection, security, and legal compliance. While we strive to provide minimal Personal Data to Google, we cannot guarantee which data is processed.

• Sendgrid: Sendgrid is a platform for sending emails. We use it for alerts, reminders, and account security in our App. Depending on the email type, portions of your Personal Data may be sent to Program leaders or users. We do not knowingly send emails to users outside the Program.

• Railway: Railway is a cloud infrastructure provider. We use it to securely host our application and process our primary database.

• Backblaze: Backblaze is a cloud storage provider. We use it to securely store user-uploaded files and system backups.

9. Security of Your Personal Data

The security of your Personal Data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

10. Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.

If we need to rely on consent as a legal basis for processing your information and your state requires consent from a parent, we may require your parent's consent before we collect and use that information.

11. Your Data Protection Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal information, including rights to access, correct, delete, or restrict use of your information. We honor these rights regardless of your location and are committed to providing reasonable access to the information that you have shared with us.

11.1 General Data Access & Deletion Rights

Regardless of your location, you can make the following requests regarding your personal data:

• Access Your Data: You can request a copy of the personal information we have about you. We will provide this information in a structured, commonly used, and machine-readable format.

• Delete Your Data: You can request that we delete your personal information from our systems. We will comply with this request unless there is a legal requirement for us to keep certain information.

To submit a data access or deletion request, please contact us using the contact information provided at the end of this Privacy Policy. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

12. Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

14. Contact Us

If you have any questions about this Privacy Policy, please contact us at [email protected]