Effective Date: 08/27/2025
1. Introduction
Fletch Scholarship Foundation ("Fletch," "Foundation," "we," "us," or "our") is committed to protecting the privacy and security of the personal information we collect from users of our website and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, submit scholarship applications, make donations, or otherwise interact with our services.
Fletch Scholarship Foundation is a 501(c)(3) nonprofit corporation organized under the laws of Texas. Our mission is to provide merit-based scholarships that recognize achievement, address need, and amplify community service nationwide.
By using our website or services, you consent to the data practices described in this Privacy Policy. If you do not agree with the practices described in this Privacy Policy, please do not access or use our website or services.
2. Information We Collect
Personal Information
We collect personal information that you voluntarily provide to us when you:
Submit scholarship applications
Make donations
Subscribe to our newsletter or communications
Contact us with inquiries
Participate in surveys or feedback
Apply for educational partnerships
Types of Personal Information we may collect include:
Full name, address, phone number, and email address
Date of birth and age verification
Social Security Number or Tax Identification Number (when required for tax purposes)
Academic information including GPA, test scores, transcripts, and school enrollment
Financial information including family income, tax returns, and financial aid status
Demographic information including race, ethnicity, and gender (voluntary)
Emergency contact information
Parent or guardian contact information (for minors)
Sensitive Academic and Financial Information
As a scholarship foundation, we may collect sensitive information that may be necessary to evaluate applications and determine eligibility:
Official transcripts and academic records
Standardized test scores (SAT, ACT, etc.)
Letters of recommendation
Personal essays and statements
Community service records
Financial aid documents (FAFSA, tax returns, bank statements)
Verification of financial need documentation
User-Generated Content
We may collect content you create and submit, which may include:
Scholarship application essays and personal statements
Testimonials and success stories
Photos and videos (with consent)
Survey responses and feedback
Communications with Foundation staff
Technical Information
We may automatically collect certain technical information when you visit our website:
IP address and device identifiers
Browser type and version
Operating system
Pages visited and time spent on pages
Referring website addresses
Cookies and similar tracking technologies
3. How We Collect Information
Direct Collection
We collect information directly from you when you:
Complete online forms and applications
Create user accounts
Make donations through our website
Subscribe to communications
Contact us via email, phone, or contact forms
Third-Party Collection
We may collect information through third-party services we use to operate our website and programs:
Application Platforms: Online form and application management systems
Communication Services: Email and text messaging platforms for program communications
Website Analytics: Tools to understand website usage and improve user experience
Payment Processing: Secure payment processors for donation handling
Cloud Storage and Collaboration: Cloud-based storage and document management systems
Customer Relationship Management: Systems for managing donor and applicant relationships
Educational Institution Verification
We may collect information from schools, colleges, and universities to verify:
Academic records and enrollment status
Recommendation letters
Program participation and achievements
4. How We Use Your Information
Nonprofit Purpose Limitation: All personal information collected by Fletch Scholarship Foundation may be used solely for our exempt nonprofit purposes under Section 501(c)(3) of the Internal Revenue Code. We do not use your information for commercial purposes or private benefit.
We may use collected information exclusively for the following charitable and educational purposes:
Scholarship Program Administration
Evaluate scholarship applications and determine eligibility
Verify academic and financial information
Communicate application status and decisions
Distribute scholarship awards and funds
Monitor academic progress of recipients (when required)
Operational Purposes
Provide customer support and respond to inquiries
Process donations and provide tax documentation
Send program updates and important communications
Improve our website, services, and user experience
Ensure security and prevent fraud
Marketing and Outreach (with consent)
Send newsletters and program announcements
Share success stories and testimonials (with permission)
Promote scholarship opportunities to eligible students
Engage with educational partners and donors
Legal and Compliance
Comply with legal obligations and regulations
Respond to legal requests and court orders
Protect our rights and defend against legal claims
Maintain records as required by nonprofit regulations
5. Legal Basis for Processing (GDPR Compliance)
For users in the European Union, our legal basis for processing personal information includes:
Consent: When you provide explicit consent for specific purposes
Contractual Necessity: To fulfill our scholarship and service obligations
Legitimate Interests: To operate our nonprofit mission and improve services
Legal Compliance: To meet regulatory and legal requirements
6. Information Sharing and Disclosure
Educational Partners
We may share limited information with schools, colleges, and universities for:
Verification of academic records and enrollment
Coordination of scholarship disbursements
Reporting on scholarship recipient progress
Service Providers
We may share information with trusted third-party service providers who may assist with:
Website hosting and maintenance
Application processing and data management
Payment processing and financial transactions
Communication and email services
Data analytics and website optimization
All service providers may be bound by confidentiality agreements and may be authorized to use information only as necessary to provide services to us.
Legal Requirements
We may disclose information when required by law or when we believe disclosure is necessary to:
Comply with legal process or court orders
Protect our rights, property, or safety
Prevent fraud or illegal activities
Respond to government or regulatory requests
Donors and Supporters (Limited)
With appropriate consent, we may share:
General scholarship recipient information for donor recognition
Aggregate statistics about program impact and success
Testimonials and success stories (with recipient permission)
Business Transfers
In the event of a merger, acquisition, or transfer of assets, user information may be transferred as part of the transaction, subject to the same privacy protections.
7. Data Security
Educational Records Protection (FERPA Compliance)
As a scholarship foundation that collects and maintains educational records, we comply with the Family Educational Rights and Privacy Act (FERPA) when applicable:
Educational Record Definition: We treat academic transcripts, test scores, and related academic information as educational records subject to FERPA protections
Parental Rights: For students under 18, parents have rights to inspect and review educational records we maintain
Student Rights: Students 18 and older have direct rights to access their educational records
Directory Information: We may designate certain information as directory information, which may be disclosed without consent unless you opt-out
Consent Requirements: We obtain written consent before disclosing non-directory educational records, except as permitted by FERPA exceptions
Despite our security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.
8. Data Retention
We retain personal information for different periods based on the purpose of collection:
Scholarship Applications: Active applications and recipient records are retained for the duration of the scholarship program plus seven (7) years for administrative and compliance purposes
Donor Information: Retained for seven (7) years for tax and regulatory compliance
Website Analytics: Typically retained for two (2) years
Marketing Communications: Until you unsubscribe or request deletion
Legal Obligations: As required by applicable laws and regulations
When personal information is no longer needed, we securely delete or anonymize it according to our data retention schedule.
9. Your Rights and Choices
Access and Correction
You have the right to:
Access personal information we hold about you
Request correction of inaccurate or incomplete information
Receive a copy of your personal information in a portable format
For scholarship applicants under 18: Parents have the right to access and correct their minor child's information
Communication Preferences
You can:
Unsubscribe from marketing emails using the unsubscribe link
Update your communication preferences by contacting us
Contact us to modify how we communicate with you
Data Deletion
You may request deletion of your personal information, subject to:
Legal obligations requiring us to retain certain records
Legitimate business interests in maintaining historical records
Ongoing scholarship obligations and agreements
European Union Rights
If you are in the EU, you have additional rights under the General Data Protection Regulation (GDPR):
Right to restrict processing of your information
Right to object to processing for direct marketing
Right to lodge a complaint with a supervisory authority
10. Cookies and Tracking Technologies
Types of Cookies We Use
Essential Cookies: Required for website functionality and security
Analytics Cookies: Help us understand website usage and improve user experience
Communication Cookies: Enable communication features and support
Managing Cookies
You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.
Third-Party Tracking
Our website may include third-party analytics and social media features that use their own cookies and tracking technologies, subject to their respective privacy policies.
11. Third-Party Links and Services
Our website may contain links to third-party websites, including:
Educational institutions and partner organizations
Social media platforms
External resources and tools
We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.
12. Children's Privacy (COPPA Compliance)
Our services are designed for users aged 15 and older. We comply with the Children's Online Privacy Protection Act (COPPA) as follows:
For Users 15-17 Years Old:
Parental consent is required for scholarship application submission and data collection
Parents have the right to review, modify, or delete their minor child's information
Parents can consent to collection and use of their child's information without consenting to disclosure to third parties
We provide clear notice to parents about our data collection practices
We take additional measures to protect the privacy of minor users
Prohibited Collection from Children Under 15:
We do not knowingly collect personal information from children under 15 without verifiable parental consent
Our website includes age verification mechanisms
If we learn that we have inadvertently collected information from a child under 15 without proper consent, we will delete that information within a reasonable time
Parental Rights Under COPPA:
Right to review their child's personal information
Right to request deletion of their child's personal information
Right to refuse further collection or use of their child's information
Right to be notified of any material changes to our privacy practices regarding children
13. International Data Transfers
If you are accessing our services from outside the United States, please note that your information may be transferred to, stored, and processed in the United States. By using our services, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.
For users in the European Union, we ensure adequate protection through appropriate safeguards such as:
Adequacy Decisions: Transfers to countries with adequacy decisions from the European Commission
Standard Contractual Clauses: EU-approved standard contractual clauses for transfers to countries without adequacy decisions
Binding Corporate Rules: Where applicable, binding corporate rules approved by EU data protection authorities
Certification Mechanisms: Transfers under approved certification mechanisms
Codes of Conduct: Adherence to approved codes of conduct
We will not transfer personal data to countries that do not provide adequate protection unless appropriate safeguards are in place.
14. California Privacy Rights
California residents have specific rights under the California Consumer Privacy Act (CCPA):
Right to Correct
Under CCPA, you have the right to request correction of inaccurate personal information we maintain about you.
Right to Know
You have the right to request information about:
Categories of personal information we collect
Purposes for collecting personal information
Categories of sources from which we collect personal information
Categories of third parties we share information with
Specific pieces of personal information we hold about you
Categories of personal information we have sold or disclosed for business purposes in the preceding 12 months
Right to Delete
You can request deletion of your personal information, subject to certain exceptions including:
Legal compliance and regulatory requirements
Legitimate business purposes (scholarship administration)
Exercise of free speech rights
Research purposes (when deletion would impair the research)
Internal uses reasonably aligned with your expectations
Right to Opt-Out
You have the right to opt-out of the sale of personal information. Note: We do not sell personal information to third parties for monetary consideration.
Right to Non-Discrimination
We will not discriminate against you for exercising your CCPA rights by:
Denying goods or services
Charging different prices for goods or services
Providing different levels of quality
Suggesting you may receive different pricing or quality
Authorized Agents
You may designate an authorized agent to make CCPA requests on your behalf. We may require proof of authorization and verification of your identity.
Response Timeframes
We will acknowledge receipt of your request within 10 business days
We will respond to your request within 45 calendar days
We may extend this period by an additional 45 days with proper notice
To exercise these rights, contact us at info@fletchfoundation.org.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:
We will post the updated Privacy Policy on our website
We will update the "Effective Date" at the top of this policy
For material changes, we will provide additional notice through email or website notifications
Your continued use of our services after changes constitutes acceptance of the updated policy
16. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Fletch Scholarship Foundation
Email: info@fletchfoundation.org
Subject Line: Privacy Policy Inquiry
For specific privacy requests, please include:
Your full name and contact information
A detailed description of your request
Any relevant account information or reference numbers
Verification of your identity (as required for security)
We will respond to your inquiry within 30 days of receipt.
17. Effective Date and Compliance
This Privacy Policy is effective as of the date first set forth above and applies to all information collected by Fletch Scholarship Foundation on or after this date.
We are committed to maintaining compliance with applicable privacy laws and regulations, including:
Family Educational Rights and Privacy Act (FERPA): Protection of educational records and student privacy rights
General Data Protection Regulation (GDPR): Comprehensive data protection for EU residents
California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA): Enhanced privacy rights for California residents
Children's Online Privacy Protection Act (COPPA): Special protections for children under 13, with enhanced protections for users under 18
IRS regulations for 501(c)(3) organizations: Donor privacy and tax-exempt organization requirements