Polk Bros. Foundation Privacy Policy


Last Updated: June 14, 2018

This Privacy Policy describes the information collected through this website (“Site”) and how that information is used and shared. Polk Bros. Foundation, Inc. and its affiliates (collectively, the “Foundation,” “we,” “us,” or “our”) and its suppliers may collect or receive the types of information described below in connection with your access to and use of the Site (together, “Collected Information”).

By accessing or using the Site or by accepting our Terms of Use, you agree on behalf of yourself and any organization or company that you represent (collectively, “you”) that you have read and understand this Privacy Policy and that you accept and consent to the collection and use of information as discussed below. If you do not agree with this Privacy Policy, do not access or use the Site.

This Privacy Policy is incorporated into and made a part of our Terms of Use.

This Privacy Policy also explains your rights and choices regarding your personal information, how we communicate changes to this Privacy Policy, and how you may contact us regarding questions or issues with respect to anything contained in this Privacy Policy.

If you have any questions or concerns about our use of your personal information, please contact us using the contact information provided at the end of this Privacy Policy.

A. Changes to Privacy Policy

We reserve the right to modify or amend this Privacy Policy at any time. All changes will be effective immediately upon posting to the Site. Material changes will be conspicuously posted on the Site or otherwise communicated to you. By accessing or using the Site after changes are posted, you agree to those changes.

B. Information We Collect and How We Collect It

The information that we may collect from or about you broadly falls into the following categories:

  • Information that you voluntarily provide to us, for example, your contact information, any grant applications you submit, and user-generated content.
  • Information that we collect through your use of the Site, for example, account activity, data collected by the servers used to operate the Site (e.g., IP addresses), data collected by cookies, and data collected by analytics services.

C. We Collect Personal Information and Other Information that You Submit

Personal Information. You can visit the Site without sharing personal information, but use of certain Site features (e.g., to sign up for our mailing lists or to submit a grant application) requires you to provide personal information. We will collect any personal information from or about you that you choose to share with us, which may include your name, email address, mailing address and telephone number. We will use your personal information to process your grant applications, to communicate with you in connection with the same, and to otherwise provide you with information and communications that you request or that we believe are relevant or may be of interest to you, subject to applicable laws and the terms of this Privacy Policy. If you provide your wireless or other telephone number to us, you consent to receiving telephone calls from us at that telephone number.

Grant Applications. Grant applications are accepted on the Site through a portal provided by Fluxx Labs, Inc. (“Grants Portal”). You will be directed away from the Site to a Fluxx website and you will be required to create an account with Fluxx in order to submit a grant application. Registration information with Fluxx and use of the Fluxx platform is governed by the Fluxx Labs, Inc. Privacy Policy, which is located at https://www.fluxx.io/privacy-policy.

Fluxx will collect all information and materials you submit in the course of submitting a grant application. To begin the grant application process, you must complete an eligibility checklist and request access to the Foundation’s online Grants Portal, which entails providing the Foundation with general information about the applicant organization (e.g., organization name, program description, amount requested, and other information). Information collected on full applications varies with the Foundation’s hierarchy of program categories, areas, and strategies but generally includes: your name, your contact information, the applicant organization’s name and contact information, the organization’s financial information including EIN for determining tax-exempt status and account information for receipt of grant funds, the organization’s purpose, a narrative that specifies the organization’s and program’s goals, how grant funds would be used, population served, and related information. In addition, certain documents, such as a board list, audited financial statements, form 990, agreement with fiscal sponsor, program budget, program intake form, participant knowledge tool, outcomes tool, and curriculum outline, and grant history may be required to be attached to the application. All information once collected by Fluxx through the Grants Portal will be shared with the Foundation and will be used by the Foundation in making grant determinations. Ultimate grant determinations are made by the Foundation.

Grant Reports. If you are awarded a grant by the Foundation, you may be required to provide periodic reports through the Site and the Grants Portal. Information collected on grant reports varies with each grant but generally includes: the purpose of the applicable program, anticipated and actual program outcomes, names of key organization personnel, a report on any unused portions of the grant, and a narrative on the grant and its impact. All grant report information once collected by Fluxx through the Grants Portal will be shared with the Foundation. The Foundation may use statements you provide in a grant report narrative on the impact of a grant.

Mailing Lists. If you sign up for our mailing lists or otherwise opt in to receive communications from us, you will need to submit your name and email address. We will use this information to provide you with promotional and other electronic communications regarding the Foundation. You may opt out of receiving promotional emails from us at any time by following the unsubscribe instructions contained in the applicable email.

Some of our mailing lists are managed by The Rocket Science Group, LLC (doing business as MailChimp). MailChimp may collect the IP addresses assigned to your device, your operating system type, and demographic information about you. MailChimp also uses cookies and other tracking technologies to collect information about your online activity and uses web beacons to track behavior, for example, which recipients open emails and when, which recipients click on links contained in those emails, and your browser and email client type. MailChimp may combine this information with information about you obtained by searching the Internet (e.g., your use of social media platforms). MailChimp may use your information and share it with third parties and for purposes of promoting its services, communicating with you, to comply with legal requirements, and to protect its legal rights. We encourage you to review MailChimp’s Privacy Policy.

User-Generated Content. You are responsible for any comments, images, data, text, and other content that you create, post, or otherwise submit via the Site (together, “User-Generated Content”). User-Generated Content that you submit is posted on the Site at your own risk. We cannot guarantee that submitted User-Generated Content will not be viewed by unauthorized persons. You understand that, even after removal, copies of User-Generated Content that you have submitted may remain viewable in cached and archived pages and may have been copied or stored by other Site users. The Foundation may make User-Generated Content available to other Site users (as applicable and at its sole discretion) and will use and disclose User-Generated Content for the purpose for which it was provided. For more information on submitting User-Generated Content, please review our Terms of Use.

D. Other Information We Collect

IP Addresses and Related Data. The servers used to operate and provide the Site may collect data pertaining to you and the equipment, software, and communication methods you use to access the Internet and the Site. This information includes the Internet protocol (IP) addresses assigned to the computers and other devices from which you access the Internet, your Internet service provider (ISP), your device ID number, your approximate geographic location, your Internet browser type, the pages you accessed on the Site, the websites you accessed before and after visiting the Site, the length of time you spend on the Site, date and time stamps, and clickstream data. We may use this information to administer the Site and the servers that host the Site, to generate statistical information, to monitor and analyze Site traffic and usage patterns, to monitor and prevent fraud, to investigate complaints and reported violations of our policies, and to improve the Site’s content and the products, services, materials, and other content that we describe or make available through the Site (see also how we use Google Analytics as described below). For security reasons and to confirm the integrity of the Site, We may combine this information with other Collected Information (including personal information), as well as with information we obtain from third parties. Our suppliers may collect information about your visits to the Site and other websites. Some of this information may be collected using cookies and similar tracking technologies as explained further below under “Cookies.”

Cookies. The Site automatically uses cookies to track Site use and to facilitate and enhance the user experience. These may be cookies that we implement or third-party cookies implemented by our suppliers. “Cookies” are small pieces of information that are stored by your browser on your computer’s hard drive. The Site’s cookies enable us to facilitate access to different areas of the Site, for example, by showing when and how you and others visit the Site, by telling us how popular the Site pages are (or aren’t), what search terms are used to find the Site, and which third-party websites direct you to the Site. Cookies can also help us improve your enjoyment of the Site, for example, by remembering your contact and other information when you access or use the Site. Most Internet browsers automatically accept cookies, but you can disable this function so that your browser will not accept cookies. Please be aware that disabling cookies may impact your use and enjoyment of the Site. WE WILL AUTOMATICALLY COLLECT COOKIES WHEN YOU VISIT THIS SITE. DUE TO THIS AUTOMATIC COLLECTION, WE DO NOT HONOR “DO NOT TRACK” REQUESTS. Our Site suppliers also use cookies and other tracking technologies to track Site visitors across the Internet to understand how you get to the Site. We do not have access or control over these cookies and this Privacy Policy does not cover the use of third-party cookies.

Analytics. The Site uses Google Analytics, a website analytics tool, to collect and process information about your use of the Site, including when you visit the Site, URLs of the websites that you visit prior to visiting the Site and when you visit those websites, and IP addresses assigned to the devices from where you access the Internet. Google sets and reads cookies to collect this data and your web browser will automatically send data collected by those cookies to Google. This information is stored on Google’s servers. Google uses this information to provide us with reports about Site traffic and your visits to the Site. We will use these data and reports to improve the Site’s structure and content. For more information on how Google uses this data, visit Google’s Privacy Policy and Google’s page on How Google uses data when you use our partners' sites or apps. To prevent this data from being used by Google Analytics, follow the instructions to download and install the Google Analytics Opt-out Browser Add-on for each web browser you use. Using the Google Analytics Opt-out Browser Add-on will not prevent Company from using other analytics tools and will not prevent data from being sent to the Site itself or to Google. For more information about how Google Analytics uses cookies to measure user interactions on websites, visit Google Analytics Cookie Usage on Websites. You may disable cookies as discussed above, but that may impact your use and enjoyment of the Site.

Social Media. The Site may allow you to connect and share information with various social media platforms, for example, Facebook, and Twitter. These features may require us to implement cookies, plug-ins, and application protocol interfaces (APIs) provided by those social media platforms. We may share information that you provide us or that we may collect about your use of the Site with those platforms and that information will be subject to their privacy policies. For further information, we encourage you to review those platforms’ privacy policies: Facebook’s Data Policy at https://www.facebook.com/full_data_use_policy; and Twitter’s Privacy Policy at https://twitter.com/privacy?lang=en. In addition, by choosing to use any third-party social media platform or choosing to share content or communications with any social media platform, you allow us to share information with the designated social media platform. We cannot control any policies or terms of such third-party platform. As a result, we cannot be responsible for any use of your information or content by a third-party platform, which you use at your own risk.

Embedded Content. The Site incorporates content, including feeds scripts embedded in the Site's code as well as visible content, such as videos, provided by third parties. In some cases, those third parties collect data about how you interact with their content. For example, YouTube and Vimeo may collect usage data on videos embedded on the Site as described in YouTube’s Privacy Policy and the Vimeo.com Privacy Policy, respectively.

E. How We Use and Share Collected Information

In addition to the uses described above, the Foundation and its suppliers may use and disclose Collected Information as described below. We will not use, sell, rent, or otherwise share Collected Information except as disclosed in this Privacy Policy and as permitted by applicable law.

Purpose Collected & Communication With You. We will use and share your personal information and other Collected Information for the purpose for which it was collected, for example, to administer the Foundation’s activities and to process your requests for information. If you register for an account on the Site, we will use Collected Information to communicate with you regarding your account. User-Generated Content will be used for the purpose for which it was provided and to make that content available to Site users, for example, to populate our blog. We may use Collected Information to notify you of changes made to the Site (for example, changes to this Privacy Policy); if you sign up or otherwise opt in to receive promotions from us, to send you promotional materials and other information about the Foundation; and to respond to your questions and comments and otherwise communicate with you. If you submit a grant application through the Site, we will use Collected Information to communicate with you regarding your grant application and we will share it with our suppliers that are involved in the processing of your grant applications as set forth below. If you provide us with your telephone number, we may call you at that telephone number in response to your questions or comments.

Security and Protection of Rights. We may use and share with third parties Collected Information to the extent permitted by applicable law, including, if it is reasonable to do so in our sole discretion, in the event of a subpoena, court order, law enforcement request, or other security issue. We use and share with third parties Collected Information if we believe doing so is necessary to operate the Site or to protect our rights or the rights of others. This includes disclosing information that is necessary to identify, contact, or bring legal action in the event of a violation of our contracts, policies, or procedures.

Sharing Collected Information with Our Suppliers. We may share Collected Information with our web site suppliers, email suppliers, software providers, public relations service providers, and other suppliers as necessary for us to provide the Site and our products and services to you, to engage in the use and sharing of Collected Information as permitted by this Privacy Policy, and as may be otherwise permitted by applicable law. Our suppliers are authorized to and may use and disclose Collected Information as necessary to provide the applicable services to the Foundation and as provided by their own privacy policies as noted above.

Evaluation and Improvement of the Site, User Demographics, and Aggregation. We may use and disclose Collected Information: to analyze, develop, and improve the content, materials, products, and services that we make available (including the Site); to inform fundraising, marketing, and communication plans and strategies; to understand the Site’s demographics and user preferences; and to evaluate Site user needs and customize Site content, promotional emails, and users’ browsing experience. We may aggregate personal information and other Collected Information, either alone or with other data, to create aggregate data on Site users that describes the habits, usage patterns, and demographics of users as a group but does not reveal the identity of individual users. We may use aggregate data to understand the needs of Site users, to determine Site user demographics and usage patterns, to determine what kinds of products and services we can provide, and to improve and enrich our products, services, and the Site.

Relatedly, we may provide aggregate information about Site users, Site traffic patterns, and related information to third parties. We may also combine Collected Information with other information in our possession for purposes of using information as described in this Privacy Policy.

Business Transactions. All Collected Information is exclusively the property of the Foundation but, if the Foundation undergoes a change in control, merger, acquisition, reorganization, or asset sale, all information owned by or in the possession, custody, or control of the Foundation may be transferred, sold, shared, or otherwise disclosed to the successor of the transaction. That successor will be bound to the terms of this Privacy Policy as it applies to that information.

F. Third-Party Websites and Services

The Site may link to, or be linked to, websites not maintained or controlled by the Foundation. The Foundation is not responsible for the privacy policies or practices of any third parties or any third-party websites. This Privacy Policy does not apply to any third-party websites or to any personal or other information that you may provide to third parties. You should read the privacy policy for each website that you visit.

G. Information Security

While we cannot guarantee that loss, misuse, or alteration of Collected Information will not occur, the Foundation has security measures in place to help protect against the loss, misuse, and alteration of information under our control. However, the storage and communication of information can never be completely secure, so we do not guarantee that communications or other information that you submit or that are otherwise provide to us is or will be completely secure. If you become aware of any breach of Site security or this Privacy Policy, please notify us immediately at info@polkbrosfdn.org. In the event that a breach into our security systems occurs, we will notify you of the breach only if and to the extent required under applicable law.

H. Access to Your Personal Information

If you wish to access or update your personal information as it exists in our records, please visit the account you have created for yourself on the Site (if applicable) or contact us by email at info@polkbrosfdn.org or by mail at Polk Bros. Foundation, 20 West Kinzie Street, Suite 1110, Chicago, Illinois, 60654.

I. Access by Children

The Site is not directed toward children under 13 years of age and the Foundation does not knowingly collect or use information from children under 13 through the Site.

J. Site Access From Outside the United States

If you are visiting the Site from outside the United States, please be aware that your information may be transferred to, stored in, and processed in the United States, where our and our suppliers’ servers and central databases are located and operated. The data protection and other laws of the United States might not be comprehensive as those in the country from which you are accessing the Site or otherwise deemed adequate, but please be assured that we take steps to protect your privacy as set forth above.

K. Contact Us

If you have any other questions or concerns regarding this Privacy Policy, please contact us by email at info@polkbrosfdn.org or by mail at Polk Bros. Foundation, 20 West Kinzie Street, Suite 1110, Chicago, Illinois 60654.