Scharbauer Foundation, Inc. (“Scharbauer Foundation,” “the Foundation,” “we,” “us,” or “our”) respects the privacy of visitors to www.sfmidland.org (the “Website”). This Privacy Notice explains how we collect, use, and disclose personal information through the Website and related online services.
1. Scope
TThis Notice applies to information collected:
- Through the Website;
- Through forms and communications associated with the Website;
- Through cookies and website analytics; and
- In connection with the grant application and management portal linked from the Website, as described below.
This Notice does not necessarily govern the independent privacy practices of third-party websites or services linked from the Website. Those services may maintain separate privacy notices.
2. Information We Collect
Information You Provide
When you contact the Foundation, submit an inquiry, or participate in our grant application process, we may collect:
- First and last name;
- Organization name and affiliation;
- Email address;
- Telephone number;
- Mailing address;
- Information included in your communications; and
- Organizational, financial, and project information submitted in connection with grant applications and reporting.
Please do not submit sensitive personal information through general Website communications unless specifically requested by the Foundation. Sensitive grant application materials should be submitted through the designated application portal.
Information Collected Automatically
When you visit the Website, we and our service providers may automatically collect limited information about your visit, including:
- Internet Protocol address;
- Approximate location derived from an Internet Protocol address;
- Browser type and language;
- Device type and operating system;
- Referring website or traffic source;
- Pages viewed and links selected;
- Dates, times, and duration of visits; and
- Cookie identifiers and similar technical information.
3. How We Use Information
We may use personal information to:
- Respond to inquiries and requests;
- Communicate with individuals and nonprofit organizations;
- Receive, review, and evaluate grant applications;
- Verify organizational eligibility and supporting documentation;
- Administer grants, agreements, payments, and reporting requirements;
- Maintain records of the Foundation’s charitable activities;
- Operate, maintain, secure, and improve the Website;
- Understand Website traffic and usage;
- Detect and prevent fraud, misuse, or security incidents;
- Establish, exercise, or defend legal claims; and
- Comply with applicable laws and legal obligations.
We will not use information submitted through the Website for unrelated purposes without providing any notice or obtaining any consent required by law.
4. Cookies and Website Analytics
The Website may use cookies and similar technologies to support Website functionality and measure Website usage.
Cookies are small data files stored on your device when you visit a website. Depending on the technologies implemented, cookies may be used to maintain essential Website functionality, remember visitor preferences, understand Website traffic, and identify opportunities to improve performance and usability.
Website analytics services, if enabled, may collect information such as session statistics, approximate location, browser and device information, pages visited, and traffic sources.
Where required by applicable law, we will request your permission before activating nonessential analytics cookies. You may also adjust your browser settings to restrictor delete cookies. Disabling cookies may affect certain Website functions.
We do not sell personal information collected through the Website. If our practices change, we will update this Notice and provide any additional choices required bylaw.
5. How We Disclose Information
We may disclose personal information:
- To vendors that provide Website hosting, grant management, form processing, analytics, information technology, security, communications, and related services;
- To authorized individuals involved in reviewing, evaluating, administering, or monitoring grants;
- To professional advisers, including legal counsel, auditors, and accountants;
- To law-enforcement authorities, regulators, courts, or other parties when required or permitted by law;
- When reasonably necessary to protect the rights, property, operations, personnel, or interests of the Foundation or others; and
- As otherwise necessary to fulfill the Foundation’s charitable mission and legal obligations.
Service providers may process personal information for the services they provide to us, subject to applicable contractual and legal requirements.
We do not sell personal information collected through the Website.
6. Grant Applications and Management Portal
The Foundation uses an external grant management portal to facilitate the submission, review, administration, and reporting of grant applications. When you select an application link, you leave the Website and enter the third-party grant management platform.
Information submitted through the grant management portal may be collected and processed for purposes such as:
- Receiving and managing grant applications;
- Verifying organizational eligibility;
- Reviewing organizational and financial information;
- Evaluating proposed projects and funding requests;
- Communicating with applicants and grant recipients;
- Administering grant agreements and payments;
- Collecting grant reports and supporting documentation; and
- Maintaining records required for organizational, financial, and legal purposes.
The grant management provider may maintain its own privacy notice describing how information is collected, processed, stored, and protected through its platform. We encourage applicants to review that notice before submitting information.
Information submitted through the grant management portal may be accessible to authorized Foundation personnel and service providers involved in the grant review and administration process.
Questions or requests concerning grant applications should be directed to the Foundation using the contact information below.
7. Processing Outside Your Jurisdiction
We and our service providers may process personal information in the United States or other jurisdictions in which they maintain facilities or personnel.
Information processed in another jurisdiction may be subject to that jurisdiction’s laws and maybe accessible to its courts, law-enforcement authorities, or regulators.
For information about our practices regarding service providers and the processing of personal information, please contact us using the information below.
8. Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Notice, including responding to inquiries, reviewing and administering grants, maintaining organizational and financial records, satisfying legal or contractual obligations, resolving disputes, and enforcing agreements.
Retention periods vary according to the nature of the information and the reason it was collected. Grant application and reporting information may be retained in accordance with the Foundation’s recordkeeping practices and applicable legal requirements.
When information is no longer required, we take reasonable steps to securely delete, destroy, or de-identify it, as appropriate.
9. Your Choices and Rights
Depending on your location and applicable law, you may have the right to:
- Request access to personal information we maintain about you;
- Request correction of inaccurate personal information;
- Request deletion of personal information;
- Obtain a portable copy of certain personal information;
- Withdraw consent to certain processing; and
- Exercise other privacy rights available under applicable law.
These rights may be subject to exceptions and limitations, including requirements relating to charitable organization records, grant administration, financial reporting, and legal compliance.
To submit a request, contact the Foundation using the information below and describe the request. We may take reasonable steps to verify your identity before
responding. We will not unlawfully discriminate against you for exercising an applicable privacy right.
You may manage optional cookies through your browser settings or through any cookie preference controls made available on the Website.
10. Security
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction.
No website, electronic transmission, or storage system can be guaranteed to be completely secure, however. We encourage applicants to submit sensitive organizational and financial information through the Foundation’s designated secure grant management portal rather than through standard email.
11. Children’s Privacy
The Website is intended primarily for nonprofit organizations, grant applicants, and individuals interested in the Foundation’s charitable activities. It is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through the Website.
If we become aware that we have collected personal information from a child under 13 without appropriate authorization, we will take reasonable steps to delete that information.
12. External Websites
The Website may contain links to websites or services that we do not control, including external grant management platforms and websites operated by nonprofit organizations or community partners.
Except for information that a service provider processes on our behalf, this Notice does not govern the independent privacy practices of external parties. We encourage visitors to review the applicable privacy notices before submitting personal information.
13. Changes to This Notice
We may update this Privacy Notice to reflect changes in our practices, technology, or legal obligations. The effective date above indicates when the Notice was last revised. We will provide additional notice when required by law.
14. Contact Us
Questions, concerns, or privacy requests may be directed to:
Scharbauer Foundation
300 N. Marienfeld, Suite 900
Midland, TX 79701-4387
Phone: (432) 683-2222
Email: gfranks@sfmidland.org