Privacy at a Glance

This summary highlights key points. The full Policy below provides additional detail.

We collect information needed to provide memberships, programs, child care, camping, donations, employment and volunteer opportunities, digital services, and safe YMCA operations.

We do not sell personal information for money. Some online advertising or analytics disclosures may be treated as a “sale,” “sharing,” or targeted advertising under certain state laws, and choices are described below.

We do not sell or share mobile phone numbers or SMS opt-in and consent data with third parties or affiliates for their own marketing or promotional purposes.

Parents and legal guardians have important rights concerning personal information collected online from children under 13.

You can manage marketing, text messaging, cookie, and certain privacy choices and may contact us with questions or requests.

1. Introduction

The YMCA of Greater Dayton (“YMCA,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information and describes the choices and rights that may be available to you.

“Personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked to an individual or household. It does not include information that is lawfully public, aggregated, or deidentified as defined by applicable law.

Where consent is required by law, we will request it separately. Using a YMCA service does not by itself provide consent for a use that requires affirmative permission.

2. Scope of This Policy

This Policy applies to personal information handled by the YMCA of Greater Dayton and the branches, camps, child care sites, programs, and services it operates, including information collected through:

• our websites, mobile applications, online portals, registration and account tools, digital forms, and guest Wi-Fi;

• email, text messaging, telephone, chat, social media, surveys, and other communications;

• YMCA branches, camps, child care locations, program sites, events, memberships, donations, financial-assistance processes, and other in-person activities; and

• employment, internship, contractor, and volunteer applications or related screening, unless a separate notice applies.

Some services are delivered through third-party platforms, such as registration, payment, hiring, background-screening, learning, fitness, fundraising, or communication providers. Their privacy notices may also apply when they collect information directly.

A more specific notice, consent, authorization, release, program form, health privacy notice, employee notice, or contractual term may supplement this Policy. If there is a conflict, the more specific notice controls for the information and activity it covers.

This Policy does not govern independently operated YMCA associations, YMCA of the USA, unaffiliated organizations, or external websites and services unless expressly stated.

3. Personal Information We Collect

The information we collect depends on how you interact with the YMCA. Categories may include:

Contact and identifying information. Name, postal address, email address, telephone number, date of birth, preferred language, account credentials, member or customer number, emergency contacts, and government-issued identifiers when reasonably necessary and permitted by law.

Household, membership, and program information. Family or household relationships, membership status, home branch, check-in and attendance records, access information, class or program registrations, schedules, interests, participation history, eligibility information, scholarship or financial-assistance information, and information needed for YMCA Nationwide Membership or reciprocal access.

Payment, transaction, and donor information. Billing address, payment method information or tokens, bank information when used, transaction history, purchases, refunds, donations, pledges, tribute or recognition preferences, and employer-matching information.

Health, safety, child care, and accommodation information. Allergies, medications, health conditions, immunization or screening information, fitness goals, disability or accommodation needs, emergency-care information, injury or incident information, authorized pickup information, custody or guardianship documentation, and other information needed to provide services safely.

Safety and facility information. Member photographs, identification images, check-in and access logs, visitor records, incident reports, information used for child-protection or eligibility screening, publicly available registry information, and images captured by facility security systems.

Photographs, video, and audio. Images or recordings submitted by you or created in connection with memberships, programs, events, training, safety, identification, or communications, subject to applicable notices and releases.

Communications and preferences. Inquiries, correspondence, survey responses, feedback, complaint information, chat content, communication preferences, email subscriptions, mobile-number source information, SMS enrollment and consent records, and records of requests to opt out.

Employment and volunteer information. Application materials, employment history, education, references, certifications, availability, work authorization, background-screening information, and other information needed to evaluate or administer an employment or volunteer relationship. Separate notices and authorizations may apply.

Internet, device, and interaction information. Internet Protocol address, browser and operating system, device identifiers, approximate location derived from an IP address, advertising identifiers, referring pages, pages viewed, search terms, clicks, scrolling, navigation, session information, Wi-Fi connection data, and information collected through cookies, pixels, tags, software development kits, and similar technologies.

Information you choose to connect or provide. Information from a wearable, fitness application, social media account, calendar, or other service when you choose to connect it, as well as any other information you voluntarily provide.

Some of these categories may be considered sensitive personal information under applicable law. We seek to collect and use sensitive information only when reasonably necessary for the disclosed purpose, with consent when required.

If you provide personal information about another person, such as a child, family member, authorized pickup person, emergency contact, reference, or guest, you should have authority to provide it and should direct that person to this Policy when appropriate.

4. Sources of Personal Information

We may collect personal information from:

• you directly, including through forms, accounts, transactions, visits, communications, and participation;

• a parent, legal guardian, household member, employer, school, referral source, emergency contact, or other authorized person;

• YMCA of the USA, other independently operated YMCA associations, program partners, community organizations, government agencies, insurers, funders, or referral partners, as permitted by law;

• service providers and technology platforms that support registration, payment, communications, analytics, advertising, recruiting, screening, learning, security, or other operations;

• your browser, device, applications, cookies, guest Wi-Fi use, and similar technologies; and

• publicly available sources, including public registries and information you make public.

5. California Privacy Rights

In accordance with the California Invasion of Privacy Act (CIPA), you acknowledge and agree that our website utilizes third-party technologies, such as cookies, pixels, and analytics software. These technologies may automatically collect, decode, and record dialing, routing, addressing, or signaling information, including but not limited to your IP address, referring URLs, browser identifiers, and device data. By using our website and interacting with our cookie banner, you expressly consent to the installation and use of these processes and devices to collect and analyze such electronic communication data.

If you are a California resident, California law may provide you with additional rights regarding our use of your First-Party Data. To learn more about your California privacy rights, visit:
https://cppa.ca.gov/regulations/pdf/ccpa_statute.pdf

The security of your First-Party Data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your First-Party Data, we cannot guarantee its absolute security.

6. How We Use Personal Information

We may use personal information to:

• provide and administer memberships, programs, classes, camps, child care, events, facility access, online services, and other YMCA activities;

• create and manage accounts, verify identity and eligibility, process registrations, maintain attendance and access records, and provide customer service;

• process payments, donations, refunds, financial assistance, billing, tax documentation, and related records;

• communicate about registrations, schedules, closures, emergencies, safety, account activity, benefits, services, fundraising, events, and opportunities that may be of interest;

• protect children, vulnerable individuals, members, guests, staff, volunteers, facilities, systems, and property; respond to emergencies; investigate incidents; prevent fraud or misuse; and enforce policies;

• provide accommodations, health and wellness services, fitness support, or other services you request;

• administer employment, internship, contractor, and volunteer recruitment, screening, onboarding, training, and relationships;

• operate, secure, troubleshoot, personalize, analyze, and improve our websites, applications, communications, programs, and services;

• measure communications and advertising, understand audience engagement, and conduct outreach, subject to your choices and applicable law;

• comply with legal, licensing, grant, insurance, accounting, tax, audit, reporting, and recordkeeping obligations; establish or defend legal claims; and respond to lawful requests;

• create aggregated or deidentified information for analysis, reporting, planning, and program improvement; and

• carry out another purpose disclosed at collection or with your direction or consent.

7. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients when reasonably necessary and permitted by law:

Service providers and contractors. Providers that support hosting, software, registration, membership management, payment processing, communications, SMS, email, printing, mail, analytics, advertising, surveys, customer support, security, recruiting, background screening, training, professional services, and other YMCA operations. We expect these providers to use information only for authorized services, maintain safeguards appropriate to the information, assist with applicable privacy and security obligations, and to return or delete information as required.

YMCA network organizations. YMCA of the USA and other independently operated YMCA associations when needed for Nationwide Membership, reciprocal access, shared programs, safety, training, association support, or another disclosed purpose.

Program and community partners. Schools; child care, educational, evaluation, and community partners; government agencies; grantors; funders; insurers; sponsors; referral sources; transportation providers; and other organizations involved in delivering, funding, coordinating, evaluating, or reporting on a program or service, consistent with applicable notices, consents, agreements, and law.

Payment and financial organizations. Payment processors, banks, card networks, donor platforms, collection providers, and financial institutions involved in transactions.

Legal, regulatory, and safety recipients. Courts, regulators, licensing bodies, auditors, insurers, law enforcement, emergency responders, legal counsel, and others when required or permitted by law or reasonably necessary to protect rights, safety, or property.

Organizational transactions. Parties involved in a merger, consolidation, affiliation, financing, restructuring, transfer of operations or assets, or similar nonprofit organizational transaction, subject to appropriate protections.

Other recipients at your direction. A person or organization you authorize, or another recipient for a purpose disclosed when information is collected.

We may also disclose aggregated or deidentified information that does not reasonably identify an individual, subject to applicable law.

How We Share Personal Information

We do not sell personal information in exchange for money. However, disclosures involving certain analytics or advertising technologies may be treated as a “sale,” “sharing,” or targeted advertising under some state privacy laws, even when no money is exchanged. Where applicable, you may opt out as described in Section 16.

We do not sell or share mobile telephone numbers, text-messaging originator opt-in data, or SMS consent information with third parties or affiliates for their own marketing or promotional purposes. We may disclose this information to service providers that deliver or support the messaging program, to comply with law, or at your direction.

8. Cookies, Analytics, and Online Advertising

Our digital services may use cookies, pixels, tags, local storage, software development kits, and similar technologies. These technologies may be set by us or by service providers and may collect device and interaction information over time.

We may use these technologies for:

• Strictly necessary purposes, such as security, fraud prevention, authentication, account access, load balancing, and core site functions;

• Functional purposes, such as remembering settings, preferences, and selections;

• Analytics, performance, and digital-experience purposes, such as measuring traffic, identifying errors, understanding clicks, scrolling, navigation, and use patterns, and improving content and usability; and

• Advertising and campaign measurement, such as measuring outreach, limiting repeated ads, building audiences, or showing relevant advertisements on third-party services.

• Some digital-experience tools may capture interaction data such as clicks, scrolling, navigation, and page activity. We do not use these tools for the purpose of collecting payment-card, health, or other sensitive information.

• Third-party analytics and advertising providers may collect information through our digital services and may use or combine it according to their own privacy notices. We do not control their independent practices.

Your cookie and tracking choices

You may manage nonessential cookies through the Cookie Settings tool made available on our website, when applicable, and through browser or device settings. Blocking cookies may affect site features. You may also use controls offered by advertising platforms and industry opt-out tools.

Some browsers offer a “Do Not Track” setting, but there is not a uniform industry response to that signal. Where required by applicable law, we process legally recognized universal opt-out signals, such as Global Privacy Control, for the browser or device from which the signal is sent.

9. Communications and Marketing Choices

Email, mail, telephone, and similar communications

We may send administrative or relationship communications concerning your account, membership, registration, payment, donation, employment or volunteer relationship, safety, or requested service. These communications may continue when needed even if you opt out of promotional communications.

You may unsubscribe from promotional email by using the unsubscribe link in the message or contacting us using the methods in Section 20. You may ask us to adjust other communication preferences through your account, the applicable communication channel, or the contact methods in Section 20.

SMS and text messaging

Transactional and service-related messages

When you voluntarily provide your mobile telephone number in connection with a YMCA membership, program registration, account, payment arrangement, donation, employment or volunteer relationship, or request for service, we may use that number, as permitted by law, to send nonpromotional text messages reasonably related to that relationship and the purpose for which the number was provided. These messages may include account notifications, billing or collections notices, registration confirmations and reminders, schedule changes, cancellations, facility closures, safety notices, and membership-service updates.

Promotional messages

We will obtain separate affirmative consent before sending recurring automated promotional or marketing text messages when required by applicable law, carrier requirements, or messaging-provider policies. The applicable opt-in disclosure will identify the messaging program and types of promotional messages covered.

• Message frequency varies. Additional messages may be sent based on your interactions, registrations, or requests.

• Message and data rates may apply. Please contact your mobile carrier about your plan. Carriers are not responsible for delayed or undelivered messages.

• Consent to receive promotional text messages is not a condition of purchasing a membership, program, service, or other goods or services.

• To stop messages, reply STOP to a message. We will also honor other clear stop requests as required by law, including STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, and reasonable free-form requests. These may require manual review. If you do not receive confirmation, contact us as described in Section 20. We may send one nonpromotional confirmation message, after which messages covered by the request will stop within the time required by law.

• For assistance, reply HELP or contact us using the methods in Section 20.

• To receive messages again after opting out, complete a new opt-in through an available YMCA enrollment method.

We use mobile numbers, information about when and why a number was provided, messaging history, delivery information, and enrollment, consent, or opt-out records to operate the program, document the basis and scope of messaging permission, respond to requests, improve communications, and comply with law. We do not sell or share mobile information or SMS consent data with third parties or affiliates for their own marketing or promotional purposes. Messaging service providers may process this information only to deliver and support the program or as otherwise permitted by law.

Additional program requirements are described in our SMS Messaging Terms & Conditions which can be read here, which should be read together with this Policy.

10. Payments, Purchases, and Donations

Payment and donation transactions may be processed through systems operated by us or by third-party payment providers. Depending on the transaction, a provider may collect payment information directly, and we may receive transaction details, limited account information, or a payment token rather than a complete card number.

We use transaction information to process payments and donations, provide receipts, manage refunds, maintain financial and tax records, prevent fraud, and communicate about the transaction or our mission and programs, subject to your choices.

Please do not send Social Security numbers, complete payment-card numbers, medical records, or other sensitive information through unencrypted email or ordinary text messaging.

11. Health and Wellness Information

Some YMCA programs and services may collect health-related information to provide fitness, wellness, child care, camping, accessibility, screening, emergency, or other services. We use and disclose this information only for the relevant service, safety, administration, legal compliance, or another disclosed purpose.

Not all health-related information handled by the YMCA is “protected health information” under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). HIPAA applies when the YMCA is acting as a covered entity or business associate with respect to the information and activity involved.. If a specific YMCA program is subject to HIPAA or another health-privacy law, the applicable notice, authorization, contract, and legal requirements supplement this Policy and control in the event of a conflict.

We do not knowingly use identifiable medical or health information for targeted advertising.

12. Children’s and Teen Privacy

The YMCA serves children and families, but our general websites and digital services are primarily intended for adults, parents, legal guardians, and other authorized users. We generally collect information about children from a parent, legal guardian, or authorized adult.

If we knowingly collect personal information online directly from a child under 13 in a manner covered by the Children’s Online Privacy Protection Act (“COPPA”), we will take steps required by law, which may include:

• providing notice to the parent or legal guardian about our information practices;

• obtaining verifiable parental consent before collecting, using, or disclosing the child’s personal information, unless an exception applies;

• collecting no more information than is reasonably necessary for the child to participate in the activity;

• allowing the parent or legal guardian to review or request deletion of the child’s information and to refuse further collection or use;

• using reasonable procedures to protect the confidentiality, security, and integrity of the information; and

• retaining the information only as long as reasonably necessary for the specific program or service and applicable safety, licensing, insurance, legal, or recordkeeping requirements, then deleting or deidentifying it using reasonable measures.

We do not knowingly use personal information collected online from children under 13 for targeted advertising, and we do not knowingly sell such information. We apply additional protections for minors where required by law.

Parents or legal guardians may submit a child privacy request using the contact information in Section 20. We may need to verify identity and authority before acting. Teens under 18 should involve a parent or legal guardian when providing sensitive information or making privacy choices.

13. Photographs, Video, and Facility Security

We may collect or create photographs, video, or audio for identification, access, safety, security, training, incident documentation, program administration, or communications. Member or participant photographs may be used to verify identity or support safe access to YMCA services.

Promotional or storytelling use of identifiable images is governed by applicable releases, notices, permissions, and law. Security systems may capture images in YMCA facilities and on YMCA property for safety, security, incident response, and loss prevention.

14. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, unless a longer period is required or permitted by law. Retention depends on factors such as:

• the duration of a membership, program, employment, volunteer, donor, or other relationship;

• the purpose for which the information was collected and whether it remains necessary to provide a requested service;

• child care, camp, child-protection, health, safety, incident, licensing, accreditation, grant, insurance, tax, accounting, audit, and legal requirements;

• the need to resolve disputes, enforce agreements, prevent fraud, document consent, or establish or defend legal claims; and technical backup, archive, and system-deletion cycles.

When information is no longer reasonably needed, we seek to delete, destroy, anonymize, or deidentify it using measures appropriate to the nature of the information. Aggregated or deidentified information may be retained longer as permitted by law.

15. Information Security

We use administrative, technical, and physical safeguards designed to protect personal information based on the nature of the information and our operations. Safeguards may include access controls, workforce practices, vendor oversight, system protections, and incident-response procedures.

No website, network, storage system, transmission method, or security measure is completely secure. We cannot guarantee absolute security. You should use unique passwords, protect account credentials, and contact us if you suspect unauthorized access or misuse.

If a security incident affects personal information, we will investigate, take reasonable steps to contain and remediate the incident, and provide notices to individuals, regulators, or others within the time and in the manner as required by applicable law.

16. Your Choices and Privacy Rights

Communication and account choices

• Email: Use the unsubscribe link in a promotional email or contact us.

• Text messaging: Reply STOP or we will also honor other clear stop requests as required by law, including STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, and reasonable free-form requests. These may require manual review. If you do not receive confirmation, contact us as described in Section 20.

• Cookies and advertising: Use Cookie Settings, browser or device controls, platform controls, or legally recognized universal opt-out signals where applicable.

• Account information: Update available fields through your account or contact the YMCA branch or department responsible for the record.

• Connected services and device permissions: Use the settings of the applicable device, application, or third-party service.

Privacy rights that may apply

Depending on where you live and the law that applies, you may have the right to request that we:

• confirm whether we process your personal information and provide access to or a copy of it;

• correct inaccurate personal information;

• delete personal information, subject to legal and operational exceptions;

• provide certain information in a portable format;

• opt you out of targeted advertising or disclosures treated as a sale or sharing under applicable law;

• limit certain uses or disclosures of sensitive personal information;

• withdraw consent for future processing when processing is based on consent; or

• review an appeal if we deny an eligible privacy request.

To submit a request, use the contact methods in Section 20 and identify the request as a “Privacy Request.” We may ask for information reasonably necessary to verify your identity, residency, authority, and the records involved. An authorized agent may submit a request where permitted by law, subject to verification.

Rights are subject to applicable exemptions. For example, we may retain or decline to provide information when necessary for safety, child protection, legal compliance, tax or accounting records, fraud prevention, security, legal claims, another person’s privacy, or another permitted purpose. We will not unlawfully discriminate against you for exercising an applicable privacy right.

17. Third-Party Services, Social Media, and External Links

Our services may link to, embed, or integrate third-party websites, applications, social media platforms, payment tools, maps, videos, registration systems, employment systems, or other services. Those parties may collect information directly and apply their own privacy policies, terms, and security practices. We strongly advise you to review the privacy policy and terms and conditions of every site you visit. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites, products or services.

We encourage you to review third-party notices before providing information. Content you post publicly on social media or other public features may be visible to others and may be used according to the platform’s rules.

18. International Users

The YMCA of Greater Dayton is based in the United States, and our services are operated primarily for individuals in the United States. If you access our services from another country, your information may be transferred to and processed in the United States, where privacy laws may differ from those in your location. Additional rights may apply under local law.

19. Changes to This Policy

We may update this Policy to reflect changes in our services, technology, practices, or legal obligations. We will post the updated Policy and revise the “Last Updated” date. If required by law, we will provide additional notice or obtain consent before a material change applies to previously collected information.

20. Contact Us

Questions, concerns, accessibility requests, or privacy requests may be directed to:

YMCA of Greater Dayton
Attn: Privacy Contact / Vice President of Association Advancement
118 W. First Street, Suite 900
Dayton, OH 45402
Email: info@daytonymca.org
Phone: 937-223-5201
Website: www.daytonymca.org/contact

Please do not send sensitive information through unencrypted email or ordinary web forms.

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