Friends of Henderson County Wildlife (FOHCWL)
Effective Date: December 27, 2025
Last Updated: January 6, 2026
1. Introduction
Friends of Henderson County Wildlife (“FOHCWL,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (friendsofhcwildlife.org), become a member, make a donation, purchase merchandise, attend our events, or otherwise interact with our organization.
By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use our website or services.
2. Information We Collect
2.1 Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Become a member
- Make a donation
- Purchase merchandise
- Register for events
- Subscribe to our newsletter
- Contact us via email or forms
- Participate in our programs (mentorship, student ambassadors, volunteer projects)
Personal information we collect may include:
- Contact Information: Name, mailing address, email address, phone number
- Membership Details: Membership type, membership duration, payment information
- Merchandise Orders: Shirt size, shipping preferences, order details
- Payment Information: Credit/debit card information (processed securely through our payment processor)
- Demographic Information: Age range (for youth members with parental consent)
- Volunteer Information: Skills, interests, availability
2.2 Information from Minors
FOHCWL offers youth membership and programs for minors under the age of 18. We do not knowingly collect personal information from children under the age of 13 without verifiable parental consent.
For youth members aged 13-17, we require parental or guardian consent before collecting any personal information. If we learn that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly.
If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us at info@friendsofhcwildlife.org.
2.3 Automatically Collected Information
When you visit our website, we may automatically collect certain information about your device and browsing activity, including:
- Usage Data: Pages visited, time spent on pages, links clicked, browser type, device type
- IP Address: Your Internet Protocol address
- Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity and improve user experience
2.4 Third-Party Analytics
We use third-party analytics services to monitor and analyze website traffic:
- Google Analytics: Collects information about website usage, including pages visited, session duration, and user demographics
- Google Search Console: Helps us understand how users find our website through search engines
These services may use cookies and other tracking technologies. You can learn more about how Google uses data by visiting Google’s Privacy Policy.
2.5 Photography and Media
FOHCWL may take photographs and videos at events, conservation projects, educational programs, and other activities. These images may include members, volunteers, participants, and attendees. By participating in FOHCWL events and activities, you consent to being photographed and grant FOHCWL the right to use these images for promotional purposes, including on our website, social media, newsletters, and marketing materials.
For minors, parental consent covers photography and media usage. If you do not wish to be photographed or want a specific photo removed, please contact us at info@friendsofhcwildlife.org.
3. How We Use Your Information
FOHCWL uses the information we collect for the following purposes:
- Membership Management: Process memberships, send renewal reminders, and manage member benefits
- Donation Processing: Process and acknowledge charitable donations and provide tax receipts
- Merchandise Sales: Fulfill merchandise orders, process payments, and arrange pickup or shipping
- Event Registration: Register participants for events, safety courses, volunteer projects, and programs
- Communications: Send newsletters, event announcements, conservation updates, and program information
- Website Improvement: Analyze website usage to improve functionality, content, and user experience
- Legal Compliance: Maintain records for tax purposes and comply with applicable laws and regulations
- Marketing and Promotion: Share photos, success stories, and organizational updates to promote our mission
4. How We Share Your Information
FOHCWL does not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
4.1 Service Providers
We use trusted third-party service providers to support our operations:
- Zeffy: Membership management, donation processing, newsletter distribution, and merchandise sales
- Stripe: Secure payment processing for online transactions
- Google Analytics/Search Console: Website analytics and performance monitoring
These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
4.2 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, or government agencies).
4.3 Business Transfers
In the event of a merger, acquisition, reorganization, or dissolution of FOHCWL, your information may be transferred to a successor organization committed to our mission.
4.4 With Your Consent
We may share your information with third parties when you have given us explicit permission to do so.
5. Data Security
FOHCWL takes the security of your personal information seriously. We implement reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction.
- Secure Payment Processing: All payment transactions are processed through Stripe, a PCI-DSS compliant payment processor using industry-standard encryption
- Data Encryption: Sensitive data transmitted through our website is encrypted using SSL/TLS technology
- Access Controls: Access to personal information is restricted to authorized personnel only
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Data Retention
FOHCWL retains personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Active Members: Information is retained for the duration of active membership
- Former Members: Information is retained for seven (7) years after membership expires for tax reporting and recordkeeping purposes
- Donors: Donation records are retained for seven (7) years to comply with IRS requirements for 501(c)(3) organizations
- Event Participants: Information is retained as long as needed for program administration and outreach
After the retention period expires, we will securely delete or anonymize your personal information.
7. Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Opt-Out: Unsubscribe from marketing emails at any time using the “unsubscribe” link in our newsletters
- Objection: Object to the processing of your information for certain purposes
To exercise any of these rights, please contact us at info@friendsofhcwildlife.org. We will respond to your request within a reasonable timeframe.
8. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance user experience and analyze website performance.
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and improve functionality.
8.2 Types of Cookies We Use
- Essential Cookies: Necessary for website functionality (e.g., session management, security)
- Analytics Cookies: Used by Google Analytics to understand how visitors use our website
- Preference Cookies: Remember your settings and preferences
8.3 Managing Cookies
You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies. Please note that disabling cookies may affect website functionality.
To learn more about cookies and how to manage them, visit www.allaboutcookies.org.
9. Third-Party Links
Our website may contain links to third-party websites, including:
- Illinois Department of Natural Resources (ILDNR)
- State parks and conservation areas
- Partner organizations and sponsors
FOHCWL is not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
10. Email Communications and Newsletters
When you become a member, make a donation, or subscribe to our newsletter, you may receive email communications from FOHCWL, including:
- Membership updates and renewal reminders
- Event announcements and registration information
- Conservation project updates
- Fundraising appeals
- Newsletters and educational content
You can unsubscribe from our email list at any time by clicking the “unsubscribe” link at the bottom of any email or by contacting us at info@friendsofhcwildlife.org.
Please note that even if you unsubscribe from marketing emails, we may still send you transactional emails related to your membership, donations, or merchandise orders.
11. Children’s Privacy
FOHCWL is committed to protecting the privacy of children. We do not knowingly collect personal information from children under the age of 13 without verifiable parental consent.
Our youth programs (youth membership, student ambassadors, scholarship contest) are designed for minors aged 13-17 and require parental or guardian consent before participation.
If you are a parent or guardian and have concerns about your child’s information, please contact us at info@friendsofhcwildlife.org.
12. Changes to This Privacy Policy
FOHCWL may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or organizational needs. We will notify you of any significant changes by posting the updated policy on our website with a new “Last Updated” date.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Friends of Henderson County Wildlife (FOHCWL)
Email: info@friendsofhcwildlife.org
Website: friendsofhcwildlife.org
14. Governing Law
This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Illinois, without regard to its conflict of law provisions. Any disputes arising under this Privacy Policy shall be resolved in the courts of Henderson County, Illinois.
By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy.