Privacy Policy Additions and Edits
SMS and Text Messaging Communications
Privacy Policy
Last Updated: [DATE]
1. About This Policy
Who We Play For ("WWPF," "we," "us," or "our") is a 501(c)(3) nonprofit organization. This Privacy Policy explains how we collect, use, share, and protect information when you visit whoweplayfor.org, register for or attend a heart screening event, donate, volunteer, subscribe to communications, or otherwise interact with us.
By using our website or services, you agree to the practices described in this policy.
2. Information We Collect
We collect information you provide directly to us, including:
- Contact information: name, email address, mailing address, phone number
- Screening event information: participant name, date of birth, school or organization, parent or guardian information for minors, emergency contact, basic medical history relevant to cardiac screening, and electrocardiogram (ECG) results
- Donation information: name, billing address, payment method details (processed by our payment provider — we do not store full card numbers), donation amount, and any dedication or memorial information you provide
- Volunteer information: name, contact details, availability, and background relevant to the volunteer role
- Communications data: mobile phone number and SMS opt-in records when you choose to receive text messages from us, and email subscription preferences
- Information you submit through forms or messages: any content you send us through contact forms, event registrations, surveys, or email
We also receive limited technical information automatically when you visit our website, including IP address, browser type, device type, referring page, and timestamps. This information is used for site security and aggregate site performance only — see Section 7.
3. How We Use Your Information
We use the information you provide to:
- Register and conduct heart screening events and communicate results
- Process donations, send tax acknowledgments, and maintain donor records
- Coordinate volunteer participation
- Send program updates, educational resources, event invitations, fundraising appeals, and other organizational communications by email and, where you have opted in, by SMS text message
- Respond to inquiries you send us
- Comply with legal, tax, and regulatory obligations
- Operate, maintain, and secure our website and services
4. Mobile Information and SMS Communications
We may use your mobile phone number to send SMS or MMS text messages related to heart screening events, educational updates, program announcements, volunteer opportunities, fundraising campaigns, and other organizational communications.
By providing your mobile phone number and opting in through our website or online forms, you consent to receive text messages from Who We Play For. Messages may be sent using automated technology. Message frequency varies based on your engagement and will not exceed [8] messages per month.
Message and data rates may apply based on your mobile carrier plan.
You may opt out of receiving SMS messages at any time by replying STOP to any message. After opting out, you will receive a confirmation message and will no longer receive SMS communications unless you opt in again.
For assistance, reply HELP to any message or contact us at info@whoweplayfor.org.
Your consent to receive SMS messages is not required as a condition of participation in any program or service.
Mobile Information Sharing
No mobile information, including phone numbers, opt-in data, and consent records, will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors that directly support our SMS program (such as messaging service providers and customer support vendors) is permitted solely to deliver services on our behalf. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. How We Share Information
We do not sell, rent, or trade your personal information.
We share information only in the following limited circumstances:
- Service providers: with vendors who help us operate our programs, such as our website host, email service provider, donor management platform, payment processor, SMS messaging platform, and ECG screening software. These vendors are contractually limited to using the information to provide services to us.
- Screening partners: with cardiologists, medical reviewers, and clinical staff who assist with reading ECG results, when relevant to the screening you participated in.
- Legal compliance: when required by law, subpoena, court order, or to protect the rights, property, or safety of WWPF, our participants, or the public.
- Business transfers: in the event of a merger, asset transfer, or similar transaction, subject to continued protection of your information.
6. Health and Screening Information
Information collected during heart screening events, including medical history, ECG tracings, and any clinical findings, is treated as confidential. Access is limited to staff, volunteers, and clinical reviewers directly involved in the screening process.
WWPF is not a healthcare provider and does not provide medical diagnosis or treatment. Screening results are informational and are not a substitute for professional medical care. Participants and their guardians are responsible for following up with a qualified medical provider regarding any findings.
7. Cookies, Analytics, and Online Tracking
Our website uses only essential cookies required for site functionality, security, and basic site performance. These are set by our website platform and are necessary for the site to operate.
We do not use cookies or pixels for behavioral advertising, cross-site tracking, retargeting, or building individual user profiles. We do not participate in third-party advertising networks and we do not sell or share website analytics with marketing partners.
Aggregate, non-identifying visit statistics (such as total visits, page views, and referring sources) may be reviewed by WWPF staff to improve the site experience.
Mobile phone numbers and SMS opt-in data are never collected through website cookies or tracking pixels — only through forms you knowingly submit.
You can configure your browser to refuse cookies or alert you when cookies are being sent. If you disable essential cookies, parts of the site may not function correctly.
8. Children's Information
WWPF screens youth athletes and other minors. When a participant is under 18, registration and intake information is collected from a parent or legal guardian, who provides consent on the minor's behalf.
We do not knowingly collect personal information directly from children under 13 through our website. If you believe a child under 13 has provided information to us without parental consent, please contact info@whoweplayfor.org and we will delete the information.
9. Data Retention
We retain personal information only as long as needed to fulfill the purposes described in this policy, comply with legal obligations (including tax and donor-acknowledgment requirements), resolve disputes, and enforce our agreements. Screening records are retained in accordance with applicable medical records guidance and our internal retention policy.
10. Data Security
We use reasonable administrative, technical, and physical safeguards to protect personal information, including encrypted transmission for forms and payments, restricted internal access, and secure storage of screening data. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
11. Your Choices and Rights
You may:
- Update or correct your contact information by emailing info@whoweplayfor.org
- Unsubscribe from email communications using the link at the bottom of any email
- Opt out of SMS messages by replying STOP
- Request access to or deletion of your personal information, subject to legal and operational retention requirements
- Decline to provide information, with the understanding that some programs (such as event registration or donations) require certain information to participate
Residents of California, Virginia, Colorado, and other states with applicable privacy laws may have additional rights, including the right to know, the right to delete, and the right to non-discrimination for exercising these rights. To exercise these rights, contact info@whoweplayfor.org.
12. Third-Party Links
Our website may link to external sites we do not operate. We are not responsible for the privacy practices of those sites. Please review their policies before submitting information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last Updated" date. Material changes will be communicated through reasonable means.
14. Contact Us
If you have questions about this Privacy Policy or our data practices, contact:
Who We Play For
Email: info@whoweplayfor.org
Website: https://www.whoweplayfor.org
Mailing address: [FULL MAILING ADDRESS]