Privacy Policy
Effective Date: September 3, 2025
1. Scope & Purpose
This Privacy Policy explains how The Working Grip Foundation (“Foundation,” “we,” “our,” or “us”) collects, uses, shares, and protects personal information from members, donors, grantees, volunteers, advisors, and website visitors. It applies to information collected online and offline, including our website https://workinggrip.org
, membership and grant forms, donation pages, email communications, and events.
We are committed to protecting your privacy and ensuring your personal information is handled responsibly and transparently.
2. Information We Collect
a. Identity & Contact
Name, mailing address, email address, phone number, and (if applicable) organization or club affiliation.
b. Membership & Program Data
Membership category and renewal dates, dog information for Dog Membership add-ons, grant or hardship application details, supporting documentation, and communications related to programs.
c. Payment Data
We receive limited billing details from our processors (e.g., transaction ID, payment amount, date). We do not store or have access to full credit card numbers. Payments are securely processed via PayPal or Stripe.
d. Tax and Financial Forms
Grant recipients or certain vendors may be asked to provide IRS Form W-9 (U.S.) or W-8 series (non-U.S.). These may contain Social Security Numbers (SSNs), Employer Identification Numbers (EINs), or foreign tax IDs. These records are stored securely and accessible only to authorized personnel.
e. Technical Data
When you visit our website, we may collect your IP address, device information, browser type, and pages visited. Cookies and similar technologies are used to improve functionality and user experience.
3. How We Use Information
We use collected information to:
Administer memberships, verify eligibility for grants, and manage Dog Membership add-ons.
Process donations, issue tax acknowledgments, and maintain donor records.
Evaluate and decide on hardship or educational grant applications.
Prevent fraud or misuse of Foundation programs.
Operate and improve our website, communications, and community outreach.
Compile non-identifiable statistics to assess program impact.
Comply with legal, tax, accounting, and audit obligations.
4. Legal Basis for Processing
We process information as necessary to:
Carry out our charitable mission and related activities.
Perform membership or donor agreements.
Comply with legal obligations under IRS, state, and nonprofit regulations.
Obtain consent where required for communications or optional data collection.
5. Sharing & Disclosures
We do not sell or rent personal data. We may share limited information only when necessary for the following purposes:
Vendors & Processors: Payment processors (PayPal, Stripe), MemberPress, website/email service providers, and accounting/tax professionals who support our operations.
Board & Grant Review: Directors and officers may access relevant application details solely to evaluate eligibility and administer programs.
Legal & Compliance: We may disclose information as required by law, subpoena, or regulatory authority, or to protect the Foundation’s rights and safety.
Public Campaign Summaries: For named crisis-relief or hardship funds, we may share aggregate totals raised or disbursed but never disclose private medical, tax, or identifying information.
All partners and vendors are required to use personal data only for authorized purposes and maintain appropriate safeguards.
6. Cookies
Our website uses cookies to enhance functionality and improve user experience.
Temporary cookies maintain login sessions and browser verification.
Persistent cookies may store display or accessibility preferences and generally expire within one year.
Cookies do not store sensitive personal data and can be disabled in your browser settings. Some site features may not function properly if cookies are disabled.
7. Data Security
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including:
SSL encryption for all website traffic and payment forms.
Restricted, role-based access to sensitive data.
Secure storage of W-9/W-8 forms and grant files.
Encrypted transmission of financial data through trusted third-party processors.
While no online system is completely immune to risk, we take all reasonable measures to prevent unauthorized access, alteration, or misuse.
8. Data Retention
Records are retained according to our Document Retention & Destruction Policy:
Grant and financial records: typically 7 years
Corporate and governance records: permanent
Membership and donor data: retained as long as needed for legal, audit, or mission purposes
Once retention periods end and no legal hold is in place, records are securely destroyed or de-identified.
9. Your Rights & Choices
You may request to:
Access or receive a copy of the personal data we hold about you
Correct inaccurate or incomplete information
Delete or de-identify your data where legally permissible
Unsubscribe from non-essential communications using links provided in our emails
Requests may be sent to info@workinggrip.org
. Please note that certain tax, legal, or audit records must be retained by law even after membership or donation cancellation.
10. Children’s Privacy
We do not knowingly collect personal information from children under the age of 13. If we discover that such information has been collected, we will delete it promptly.
11. International Users
If you are located outside the United States, please be aware that your information may be processed in the United States, where privacy laws may differ from those in your country. We apply reasonable safeguards and honor lawful requests to protect your information.
12. Third-Party Links & Embedded Content
Our website may contain links or embedded content (e.g., videos, donation forms) from other websites. Those sites may collect data, use cookies, or track your interactions according to their own privacy policies. We encourage users to review the privacy practices of any external sites before interacting with them.
13. Updates to This Policy
We may update this Privacy Policy periodically to reflect operational or legal changes. The Effective Date at the top of this page indicates the most recent version. Continued use of our site after an update constitutes acceptance of the revised policy.
14. Contact
If you have questions, concerns, or data requests, please contact us:
📧 info@workinggrip.org
📫 The Working Grip Foundation
818 Teal Drive
Conway, Arkansas 72034
Alternatively, written privacy requests may be addressed to:
Secretary, The Working Grip Foundation
818 Teal Drive, Conway, AR 72034
📧 secretary@workinggrip.org
