Scholarship Applications
When you submit a scholarship application, we collect your full name, date of birth, home address, city, state, zip code, phone number, email address, college or university name, student ID number, academic honors and awards, and written essay responses. Essay responses may include personal information about your educational goals and how cancer has affected you or your family. This information is used solely to evaluate scholarship applications and select recipients. It is not used for marketing or shared with third parties.
Contact and General Inquiry Forms
When you submit a general contact form, we collect your name, email address, and any message you include. This information is used solely to respond to your inquiry.
Teacher Wishlist and Assistance Program Forms
When you submit a teacher wishlist or assistance program application, we collect the information provided in those forms, which may include your name, contact information, school or organization, and details about your needs. This information is used solely to fulfill the relevant program request.
Shop and WooCommerce Purchases
Our site includes an online shop powered by WooCommerce. When you make a purchase, billing and shipping information is collected to fulfill your order. Payment processing is handled by a third-party payment processor and we do not store payment card information on our servers.
Donations
Donations are processed through PayPal. Any personal or financial information you submit during the donation process is handled by PayPal and governed by PayPal’s Privacy Policy. We do not store payment information on our servers. We may retain donor names and contact information for acknowledgment and tax receipt purposes.
Google Analytics
We use Google Analytics (GA4) to understand how visitors use our website. GA4 collects anonymized data including pages visited, time on site, general location, device type, and browser. This data is processed by Google and governed by Google’s Privacy Policy. We do not use this data to identify individual visitors. You can opt out via the Google Analytics Opt-Out Browser Add-on.
Website Technical Data
Like most websites, our site automatically collects basic technical data when you visit, including your IP address and browser type. This is used for security and spam prevention only.
How We Store Your Data
Form submissions are received via email and managed internally by Aspen Ross Legacy Foundation staff and volunteers. Scholarship application materials, including uploaded documents, are retained for the duration of the selection process and for a reasonable period afterward for recordkeeping purposes. Your data is stored on password-protected systems.
Who Has Access to Your Data
Your personal information is not sold. Access is limited to Aspen Ross Legacy Foundation staff and volunteers involved in program administration, scholarship review, or fulfilling your specific request. Scholarship essay responses and personal information are handled with care and shared only among those directly involved in the selection process.
How Long We Retain Your Data
Scholarship application data is retained for a minimum of one year following the award cycle for recordkeeping and audit purposes. General contact and inquiry data is retained for as long as necessary to fulfill the purpose for which it was collected. To request deletion of your data, contact us at aspenrosslf@gmail.com.
Your Rights Regarding Your Data
You have the right to request access to the personal information we hold about you, request correction of inaccurate information, and request deletion of your data where we are not legally required to retain it. To exercise these rights, contact us at aspenrosslf@gmail.com.
Data Security
We take reasonable steps to protect the personal information you provide, including sensitive essay content submitted as part of scholarship applications. In the event of a data breach affecting your personal information, we will notify affected individuals as required by applicable law.
Embedded Content
Pages on this site may include embedded content from third-party platforms. Embedded content behaves as if you visited those platforms directly and may set their own cookies or collect data per their own privacy policies.
Changes to This Policy
We may update this policy periodically. The date at the top of this page reflects the most recent revision.
