Americans 4 Equality Privacy Policy
Last Updated: June 2026
This policy applies to the website www.americans4equality.org and all A4E programs, digital platforms, and communications.
Also see: SMS Communications Policy | Data Retention Policy
1. Introduction
Americans 4 Equality ("A4E," "we," "our," or "us") is a registered 501(c)(3) nonprofit organization (EIN: 85-2365649) headquartered in Bellevue, Washington. We are committed to protecting the privacy of every person who interacts with our services — including program participants, donors, volunteers, mentors, partners, and website visitors. This Privacy Policy explains what personal information we collect, how we use and share it, how we protect it, and what rights you have over it.
This policy applies to all information collected through our website, program enrollment systems, Learning Management System (LMS), Customer Relationship Management (CRM) platform, SMS communications, and any other service that links to this policy.
2. Who This Policy Covers
This policy applies to all of the following individuals who interact with A4E:
• Program Participants — people who apply to, enroll in, or express interest in any A4E program.
• Donors — individuals or organizations who make financial contributions to A4E.
• Volunteers and Mentors — people who volunteer time, services, or expertise.
• Partners — employees of employer, nonprofit, or government organizations that partner with A4E.
• Website Visitors — anyone who browses www.americans4equality.org, regardless of whether they enroll or donate.
3. Information We Collect
3.1 Information You Provide Directly
Registration and Application Information. When you apply to an A4E program, we collect your name, email address, phone number, mailing address, date of birth, gender identity, race/ethnicity, U.S. work authorization status, education level, employment history, and any responses you provide in application essays or intake forms.
Donation Information. If you make a donation, we or our payment processor collect your name, email address, mailing address, phone number, and payment information. Payment data is processed by a PCI-compliant third-party provider; A4E does not store full card numbers.
Volunteer and Mentor Registration. When you register as a volunteer or mentor, we collect your name, contact details, professional background, and scheduling availability.
Communications. When you contact us by email, phone, or web form, we receive your name, contact information, and the content of your message.
Newsletter Subscriptions. When you subscribe to our newsletter, we collect your name and email address.
3.2 Information Collected Automatically
Device and Usage Data. We automatically collect your IP address (from which we infer your approximate location), device type, browser type and version, operating system, pages viewed, links clicked, time spent on pages, and the referring URL.
Cookies and Similar Technologies. We and our third-party service providers use cookies, pixel tags, and similar tracking tools. Details are provided in Section 7 below.
SMS and Call Data. When you exchange SMS messages with A4E, we receive the date and time of messages and message content, as facilitated by our SMS platform provider.
3.3 Information From Third Parties
We may receive supplemental information from third-party sources such as research organizations, grant-reporting systems, or public government databases, which we combine with information we already hold.
4. How We Use Your Information
We use the information we collect to:
• Deliver, manage, and improve our educational and workforce development programs.
• Process applications, enrollments, certifications, and program completions.
• Communicate program updates, schedules, reminders, and important notices.
• Process donations and send acknowledgment receipts.
• Conduct marketing and outreach, including through Google Ads search advertising, to reach people who may benefit from our programs.
• Analyze aggregate, de-identified data for internal reporting, grant compliance, and program improvement.
• Comply with legal and regulatory obligations, including those related to grant funding from local, state, and federal agencies.
• Detect, investigate, and prevent fraudulent or harmful activity.
• Respond to your inquiries and requests.
5. How We Share Your Information
We do not sell, rent, or trade your personal information to any third party. We may share your information only in the following circumstances:
Trusted Service Providers
We share data with vendors and service providers who help us operate our programs and website, including our LMS, CRM platform, email and SMS communications platforms, payment processors, web hosting provider, and analytics services. These providers are contractually required to protect your data and may not use it for any purpose other than providing services to A4E.
Analytics and Advertising Partners
We use Google Analytics to understand how visitors use our website. You can opt out at tools.google.com/dlpage/gaoptout. We may also use Google Ads search advertising to promote our mission-related programs in search results. To opt out of personalized ads, visit the Network Advertising Initiative or Digital Advertising Alliance.
Grant Compliance and Government Partners
As a condition of receiving public and private grant funding, we may be required to share participant records with authorized state and federal agencies solely for program evaluation, compliance monitoring, reporting, and auditing. Any such disclosures are governed by strict confidentiality agreements, limited to the minimum data necessary, and logged for proper authorization review.
Legal Requirements
We may disclose your information when required by law, court order, or government regulation, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of A4E, our participants, or others.
6. Data Security
We implement industry-standard administrative, physical, and technical safeguards including encryption of data in transit (HTTPS/TLS) and at rest, role-based access controls, access logging, ongoing security monitoring, and annual policy review and staff training.
Data Breach Notification
In the event of a data breach reasonably likely to cause harm to affected individuals, A4E will notify impacted individuals and relevant authorities as required by applicable state law, including the Washington Data Breach Notification Act and the Oregon Consumer Information Protection Act. Notification will be provided without unreasonable delay and within the timeframe specified by applicable law.
6B. Background Checks
A4E conducts background checks on staff members, contractors, and interns as part of our hiring and onboarding process. Background checks are not conducted on program applicants, current students, or program participants at any stage of enrollment.
Other Third Parties
We may receive additional information about you, such as employment data, from third parties such as research organizations and combine it with other information we have about you.
7. Cookies and Tracking Technologies
Our website uses the following types of cookies and tracking tools:
• Essential cookies — required for the website to function; cannot be disabled.
• Analytics cookies — used by Google Analytics and Squarespace Analytics to measure site traffic and usage patterns.
• Advertising cookies — used by Google Ads to measure ad performance and reach relevant audiences.
• Embedded media cookies — set by YouTube when you interact with embedded videos. Governed by Google's Privacy Policy.
You can manage or disable cookies through your browser settings. Disabling certain cookies may affect website functionality. For guidance, visit allaboutcookies.org.
8. Your Privacy Rights
Depending on your location, you may have the following rights:
• Right to Access — request a copy of the personal information we hold about you.
• Right to Correction — request correction of inaccurate or incomplete information.
• Right to Deletion — request deletion of your personal data, subject to our legal retention obligations.
• Right to Opt Out of Communications — opt out of email or SMS at any time by replying STOP or using the unsubscribe link.
• Right to Inquire — ask how your personal information is used or shared.
Washington and Oregon Residents
If you are a resident of Washington or Oregon, you have additional rights under the Washington Privacy Act and the Oregon Consumer Privacy Act, including the right to know what personal data is collected, the right to correct or delete that data, and the right to opt out of targeted advertising. We will respond to verified requests within 45 days.
How to Submit a Request
Contact us at support@americans4equality.org or call 1 (800) 916-0368. We will acknowledge your request within 5 business days and fulfill it within 30 days, or notify you if an extension is needed.
9. Children’s Privacy (COPPA)
Some A4E programs may be open to participants between the ages of 13 and 17 with the written consent of a parent or legal guardian. We take the privacy of minors seriously and comply with the Children’s Online Privacy Protection Act (COPPA) and applicable state laws.
Parental or Guardian Consent
Before enrolling a participant under the age of 18, A4E collects verifiable written consent from that participant’s parent or legal guardian. This consent form describes the specific categories of information we collect from or about the minor, the purposes for which that information will be used, and how it will be stored and protected. Enrollment in any A4E program for participants under 18 is conditional on receipt of a completed and signed consent form.
Information We Collect from Participants Under 18
For participants aged 13–17, we collect only the minimum information necessary to deliver program services. This includes:
● Name, date of birth, and contact information (collected from the parent or guardian at consent).
● Program participation data including enrollment status, course progress, assessments, and attendance.
● Communications exchanged with A4E staff during the course of the program. [CONFIRM: Are minors given individual LMS or email accounts? If so, describe here.
We do not use personal information collected from participants under 18 for marketing, advertising, or any purpose unrelated to delivering program services. We do not display targeted advertising to participants under 18. We do not share the personal information of participants under 18 with third parties except as required to operate the program or as required by law.
Storage and Protection of Minor Participants’ Data
Records pertaining to participants under the age of 18 are stored separately from general participant records and are subject to additional access restrictions. Only staff members with a direct program role may access these records. Records are retained for the period described in our Data Retention Policy and are securely deleted when the retention period ends or upon a verified parental deletion request, whichever comes first.
Parental and Guardian Rights
If your child is or was enrolled in an A4E program, you have the right to:
● Review the personal information A4E has collected about your child.
● Request correction of inaccurate information.
● Request deletion of your child’s personal information, subject to any legal retention obligations described in our Data Retention Policy.
● Withdraw consent for future collection or use of your child’s personal information. Please note that withdrawal of consent may affect your child’s ability to continue participating in A4E programs.
To exercise any of the above rights, please contact us at support@americans4equality.org or call 1 (800) 916-0368. We will respond to verified parental requests within 30 days. To verify your identity as a parent or guardian, we may ask you to provide documentation such as a copy of the minor’s enrollment consent form or a government-issued ID.
Inadvertent Collection of Information from Children Under 13
A4E does not knowingly collect personal information from children under the age of 13. Our minimum program age is 13, and enrollment requires parental consent for all participants under 18. If we discover that a child under 13 has provided personal information without verifiable parental consent, we will delete that information immediately. If you believe this has occurred, please contact us at support@americans4equality.org.
10. SMS Communications
A4E uses SMS to communicate program information, schedules, and reminders. Our full SMS Communications Policy is at americans4equality.org/sms. Key points: you must opt in before receiving messages; reply STOP to opt out at any time; your phone number will never be sold for marketing purposes; standard message and data rates may apply; SMS is optional and not a condition of participation.
11. Data Retention
We retain personal and programmatic data for the periods specified in our Data Retention Policy. Generally, participant records are retained for two years after last program activity and donor records for two to seven years in line with audit requirements. When retention periods end, digital data is securely erased to NIST SP 800-88 standards and physical records are shredded. Retention may be extended when required by law, audit obligations, or grant-related mandates.
12. Third-Party Links
Our website may contain links to third-party sites including partner organizations, social media platforms, and government agencies. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party sites you visit.
13. Changes to This Policy
We may update this Privacy Policy periodically. When we make material changes, we will post the updated policy with a new effective date and notify current program participants and subscribers by email at least 14 days before changes take effect. Your continued use of our services after that date constitutes acceptance of the revised policy
14. Student Education Records and FERPA
A4E is not a school or educational institution and does not receive funding from the U.S. Department of Education. As a result, the Family Educational Rights and Privacy Act (FERPA) does not legally apply to A4E or its programs. Nevertheless, we believe the privacy principles FERPA establishes for student records represent the right standard for how any organization handling participant program records should operate. We have therefore voluntarily adopted FERPA’s core principles as the framework governing how we collect, use, protect, and share participant records. The commitments in this section are obligations A4E makes directly to its participants, enforceable through A4E’s internal processes and applicable state privacy law.
What Education Records We Maintain
We maintain the following categories of records directly related to program participants:
● Enrollment and application records (name, contact information, intake data).
● Course progress, assessment scores, grades, and completion status tracked in our LMS.
● Attendance records and participation logs.
● Certifications, credentials, and program completion records.
● Feedback surveys and outcome data collected as part of program evaluation and grant reporting.
How We Use and Protect These Records
Participant education records are used solely to deliver program services, issue certifications, and meet reporting obligations to funders and authorized government agencies. We do not use these records for marketing, advertising, or any commercial purpose. Access is limited to A4E staff with a direct program role. Records are encrypted in transit and at rest, retained per our Data Retention Policy, and securely deleted at the end of the applicable retention period.
When We Share Education Records
We do not share individually identifiable participant education records with third parties except in the following circumstances:
● With participant consent. We obtain written consent before sharing any identifiable education records with employers, partner organizations, or referral agencies on a participant’s behalf.
● For grant compliance and program evaluation. As described in Section 5, we may share records with authorized state and federal agencies for program evaluation, compliance monitoring, and auditing, under strict confidentiality agreements and limited to the minimum data necessary.
● As de-identified or aggregated data. We may share statistical or aggregate information (such as overall completion rates or demographic summaries) in reports, publications, or grant materials, provided the data cannot reasonably be used to identify any individual participant.
● As required by law. We may disclose records when required by court order, subpoena, or applicable law.
Participant Rights Regarding Education Records
As part of our voluntary commitment to responsible record handling, A4E provides all participants with the following rights regarding their program records:
● Right to inspect. You may request to review the education records A4E holds about you.
● Right to seek amendment. If you believe a record is inaccurate or misleading, you may request that it be corrected. We will review the request and notify you of our decision.
● Right to consent before disclosure. We will obtain your written consent before sharing your identifiable education records with any third party outside of the exceptions described above.
● Right to file a complaint. If you believe A4E has mishandled your program records, you may contact us at support@americans4equality.org or call 1 (800) 916-0368. Because FERPA does not apply to A4E, the U.S. Department of Education’s Student Privacy Policy Office does not have jurisdiction over A4E’s record-handling practices. If you are a Washington resident and believe your state privacy rights have been violated, you may contact the Washington State Attorney General’s Office at 1 (800) 551-4636 or at atg.wa.gov. If you are an Oregon resident, you may contact the Oregon Department of Justice at 1 (877) 877-9392 or at doj.state.or.us.
15. Contact Us
Americans 4 Equality | The MLK Gandhi Empowerment Initiative
Address: 3120 139th Ave. SE, Ste. 500, Bellevue, WA 98005
Privacy Email: support@americans4equality.org
Phone: 1 (800) 916-0368
Website: www.americans4equality.org
Americans 4 Equality is a registered 501(c)(3) nonprofit organization. EIN: 85-2365649. Last reviewed June 202