Privacy Policy

Last Review and Update: February 22, 2026

Who we are

Valley Robotics Club is a nonprofit organization located in Wisconsin, United States, focused on youth robotics and STEM education. We operate the website at https://valleyroboticsclub.org to provide information about our programs, activities, and community initiatives.

For privacy-related questions or requests concerning personal data, please contact us at: Email: info@valleyroboticsclub.org

What Personal Data We Collect and Why

We collect limited personal information only when you voluntarily provide it or when it is necessary for basic website functionality and security.

Contact Forms

When you submit a contact form, we collect the information you provide, such as your name, email address, and message content. This information is used solely to respond to your inquiry and provide support or program information.

Newsletter Subscriptions

When you subscribe to our newsletter or updates, we collect your email address and any optional information you choose to provide. This information is used to send program news, event announcements, and related updates. You may unsubscribe at any time using the unsubscribe link included in each email.

Donations

If you make a donation, your payment is processed through a third-party payment provider. We do not store full payment card details on our website. We may receive limited information such as your name, email address, and donation amount for record-keeping and acknowledgment purposes.

Embedded Content (Videos and Media)

Pages on our website may include embedded content such as YouTube videos. Embedded content from third-party platforms behaves as if you visited those platforms directly and may collect data, use cookies, and track your interaction according to their own privacy policies.

Technical and Usage Data

We may automatically collect limited technical information such as IP address, browser type, device type, and pages visited. This information is used for website security, performance monitoring, and basic analytics.

Cookies

Our website may use cookies and similar technologies to ensure proper functionality, improve user experience, and support embedded content and forms. You can control cookie behavior through your browser settings.

Who We Share Your Data With

We do not sell or rent personal information. We share limited information only with trusted third-party service providers when necessary to operate our website and programs.

Email Newsletter Provider — Mailchimp

If you subscribe to our newsletter, your email address and related subscription information are processed by Mailchimp, our email distribution service provider. Mailchimp stores and processes this data on our behalf for the purpose of sending newsletters and updates. You can unsubscribe at any time using the link included in each email.

Payment Processor — PayPal

Donations made through our website are processed by PayPal, a third-party payment processor. Payment information is transmitted directly to PayPal and is subject to PayPal’s privacy and security practices. We do not receive or store full payment card details. We may receive limited transaction information such as donor name, email, and donation amount for record-keeping and acknowledgment purposes.

Website Hosting and Security

Our website may be hosted and secured by third-party infrastructure providers who process technical data such as server logs, IP addresses, and security-related information as part of normal website operations.

Legal Requirements

We may disclose information if required to do so by law or when necessary to protect our legal rights, safety, or the security of our website and users.

How Long We Retain Your Data

We retain personal information only as long as necessary for operational, communication, record-keeping, and program purposes.

Newsletter subscription data is retained until you unsubscribe or request removal.
Contact form messages may be retained for a reasonable period to provide support and maintain communication records.
Donation records may be retained for financial tracking, historical records, and organizational reporting purposes.
Technical and security logs may be retained for a limited period for security and performance monitoring.

When information is no longer needed, we take reasonable steps to delete or anonymize it.

Your Rights and Choices

You have the right to make choices about how your personal information is used and to request changes when appropriate.

You may:

Unsubscribe from newsletters and emails at any time by clicking the unsubscribe link included in our messages
Request access to the personal information you have provided to us
Request correction of inaccurate or incomplete information
Request deletion of your personal information, where applicable
Contact us with privacy-related questions or concerns

To make a privacy-related request, please contact us at: Email: info@valleyroboticsclub.org.
We will make reasonable efforts to respond to requests within a reasonable timeframe, consistent with applicable laws and operational requirements.

Children’s Privacy

Our programs serve students and families, and our website may include program descriptions, achievements, and event photos related to student activities.

We do not knowingly collect personal information directly from children through online forms without parental or guardian involvement. Contact forms, newsletter subscriptions, and donation forms are intended for use by parents, guardians, or adults.

If you are a parent or guardian and believe that personal information or a photo of your child has been posted without appropriate consent, please contact us at info@valleyroboticsclub.org. We will review and address removal requests within a reasonable timeframe.

Policy Updates and Contact Information

We may update this Privacy Policy from time to time to reflect operational, legal, or program changes. When updates are made, the effective date at the top of this page will be revised.

We encourage visitors to review this policy periodically.

If you have questions about this Privacy Policy or how personal information is handled, please contact us:

Valley Robotics Club
Wisconsin, United States
Email: info@valleyroboticsclub.org