Privacy Policy

Effective Date: January 1, 2025 Last Updated: January 1, 2025

Our Commitment to Data Transparency

TerraFuture is a data-driven organization. We believe that environmental data should be open, accessible, and community-owned. We hold ourselves to the same standard of transparency when it comes to the personal data of our website visitors, donors, volunteers, program participants, and community members. This Privacy Policy explains what information we collect, how we use it, how we protect it, and what choices you have.

We encourage you to read this policy in full. If you have questions, contact us at privacy@terrafuture.org.

---

Information We Collect

Information You Provide Directly

When you interact with TerraFuture through our website, programs, or events, you may voluntarily provide information including:

• Contact information: Name, email address, mailing address, phone number
• Donation information: Contribution amount, payment method details (processed through our secure third-party payment processor; TerraFuture does not store credit card numbers)
• Volunteer and program applications: Employment history, skills, interests, availability, references, and background check consent where applicable
• Event registrations: Name, contact information, dietary needs, accessibility requirements
• Newsletter subscriptions: Email address and communication preferences
• Correspondence: Messages sent to TerraFuture via email, contact forms, or social media

Information Collected Automatically

When you visit our website, we automatically collect certain technical information:

• Usage data: Pages visited, time spent on pages, links clicked, referring website
• Device information: Browser type, operating system, screen resolution, device type
• Network information: IP address (anonymized after collection), approximate geographic location (city level)

We use cookies and similar technologies to collect this information. See the "Cookies and Tracking" section below for details.

Environmental Data

TerraFuture collects environmental monitoring data through our sensor network and community data collection programs. This data, including air quality measurements, temperature readings, stormwater volumes, tree canopy coverage, and biodiversity counts, is associated with geographic locations, not individual people, and is published openly on our data dashboard. Environmental data collection does not involve personal information.

---

How We Use Your Information

TerraFuture uses personal information for the following purposes:

• Program delivery: Processing volunteer and program applications, coordinating events, communicating with participants
• Donations: Processing contributions, issuing tax receipts, acknowledging donors (with consent)
• Communications: Sending newsletters, program updates, and organizational announcements to subscribers
• Website improvement: Analyzing usage patterns to improve site navigation, content, and functionality
• Legal compliance: Meeting regulatory, tax, and reporting obligations
• Organizational operations: Internal planning, grant reporting (aggregated and anonymized), and program evaluation

We do not sell, rent, or trade personal information to third parties for marketing purposes. We do not use personal data for automated decision-making or profiling.

---

Information Sharing

TerraFuture shares personal information only in the following limited circumstances:

• Service providers: We work with third-party service providers for payment processing, email delivery, website hosting, and data analytics. These providers are contractually required to protect your data and use it only for the services they provide to TerraFuture.
• Legal requirements: We may disclose information when required by law, subpoena, court order, or government regulation.
• Aggregated data: We may share anonymized, aggregated data (such as total website visitors or donor counts) in annual reports, grant applications, and public communications. This data cannot be used to identify individuals.
• With your consent: We may share information in other circumstances with your explicit, informed consent.

---

Cookies and Tracking

Our website uses cookies to support basic functionality and understand site usage:

• Essential cookies: Required for site navigation, form submissions, and security features. These cannot be disabled.
• Analytics cookies: Used to understand how visitors interact with our website, including pages visited, time on site, and navigation paths. We use privacy-respecting analytics that anonymize IP addresses and do not track users across websites.

We do not use advertising cookies or third-party tracking pixels. You can manage cookie preferences through your browser settings. Disabling analytics cookies will not affect your ability to use our website.

---

Data Security

TerraFuture implements reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, alteration, disclosure, or destruction. Measures include:

• Encryption of data in transit (TLS/SSL) and at rest
• Access controls limiting data access to authorized staff on a need-to-know basis
• Regular security assessments and software updates
• Staff training on data handling and privacy practices
• Secure disposal of data that is no longer needed

No system is perfectly secure. While we take reasonable precautions, we cannot guarantee absolute security of information transmitted to or stored by TerraFuture.

---

Data Retention

We retain personal information only as long as necessary for the purposes described in this policy or as required by law. General retention periods:

• Donor records: Seven years (tax compliance)
• Volunteer and program participant records: Three years after last activity
• Website usage data: 14 months (analytics) with anonymized IP addresses
• Email subscriber data: Until unsubscribe request is processed
• Correspondence: Two years unless ongoing relationship requires longer retention

When data is no longer needed, it is securely deleted or anonymized.

---

Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information TerraFuture holds about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Opt out: Unsubscribe from email communications at any time using the link in any email or by contacting us directly
• Cookie preferences: Manage cookies through your browser settings

To exercise any of these rights, contact privacy@terrafuture.org. We will respond within 30 days.

---

Children's Privacy

TerraFuture's youth programs serve participants ages 12 to 18. We collect only the information necessary for program participation and require parental or guardian consent for participants under 16. We do not knowingly collect personal information from children under 13 through our website. If you believe we have inadvertently collected such information, contact us immediately at privacy@terrafuture.org.

---

Changes to This Policy

TerraFuture may update this Privacy Policy to reflect changes in our practices or legal requirements. Significant changes will be communicated through our website and email newsletter. The "Last Updated" date at the top of this page indicates the most recent revision.

---

Contact Us

For questions, concerns, or requests related to this Privacy Policy or TerraFuture's data practices, contact:

TerraFuture Privacy Officer 1247 Greenway Boulevard, Suite 200 Metro City, MC 98012 privacy@terrafuture.org (555) 312-8800