Data Collection Policy for Honey Island Elementary PTA
Effective Date: May 29, 2023
- Introduction
This Data Collection Policy outlines the guidelines and procedures followed by the Honey Island Elementary Parent-Teacher Association (PTA) regarding the collection, storage, and use of personal data. The PTA is committed to protecting the privacy and confidentiality of individuals’ personal information and complying with applicable data protection laws and regulations.
- Scope
This policy applies to all personal data collected by the Honey Island Elementary PTA from members, volunteers, parents, students, and any other individuals associated with the PTA. It covers both electronic and physical data collection methods.
- Purpose of Data Collection
The PTA collects personal data for the following purposes:
a. Membership Management: To maintain an accurate record of PTA members, including contact information, membership status, and involvement in PTA activities.
b. Communication: To communicate effectively with members, parents, volunteers, and stakeholders regarding PTA activities, events, fundraisers, and general updates.
c. Volunteer Coordination: To manage and coordinate volunteer activities, including assigning tasks, tracking participation, and organizing events.
d. Fundraising and Donations: To process and acknowledge donations, track fundraising efforts, and provide relevant receipts or documentation as required.
e. Event Management: To organize and facilitate PTA events, such as meetings, workshops, social gatherings, and other school-related activities.
- Types of Data Collected
The PTA may collect the following types of personal data:
a. Contact Information: Name, address, email address, phone number, and emergency contact details.
b. Membership Information: PTA membership status, date of joining, and any relevant membership preferences.
c. Volunteer Information: Skills, availability, and preferences related to volunteer activities within the PTA.
d. Fundraising and Donation Information: Donation amounts, payment details, and any relevant financial information required for processing donations.
e. Event Participation Information: Attendance records, preferences, and feedback related to PTA events and activities.
- Data Collection and Consent
a. The PTA will collect personal data directly from the individuals concerned, primarily through membership forms, event registrations, volunteer sign-ups, and online communication channels.
b. Individuals will be informed of the purpose and legal basis for collecting their personal data, and their consent will be obtained before any data is collected or processed. Consent may be obtained through written forms, online consent mechanisms, or explicit verbal consent.
c. The PTA will ensure that individuals have the right to withdraw their consent at any time, and procedures will be in place to facilitate such requests.
- Data Storage and Security
a. The PTA will take appropriate measures to safeguard personal data collected and ensure its security, integrity, and confidentiality.
b. Access to personal data will be restricted to authorized personnel who require access to perform their duties related to the PTA’s activities.
c. The PTA will implement reasonable technical and organizational measures to protect personal data from unauthorized access, loss, alteration, or disclosure. This includes utilizing secure servers, encrypted communication channels, and restricted access controls.
- Data Retention
a. The PTA will retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law.
b. Upon the expiration of the data retention period, personal data will be securely deleted or anonymized, unless there is a legal obligation to retain it.
- Data Sharing and Third Parties
a. The PTA will not disclose personal data to third parties without obtaining explicit consent from the individuals, unless required by law or as necessary for the legitimate purposes of the PTA.
b. In cases where the PTA engages third-party service providers to assist with data processing (e.g., email service providers)
