1. Introduction and Scope of This Policy

This Privacy Policy governs the collection, use, retention, and disclosure of personal information by The Herb Society At The Hoover Historical Center (THSHHC, “we,” “us,” or “our”). We are deeply committed to protecting the privacy of our members, workshop participants, donors, volunteers, and all visitors to our historical grounds and digital platforms. This document is a reflection of our core value of integrity, extending beyond the stewardship of the land and our educational mission to the stewardship of your personal data. Our operations involve the handling of personal details necessary to facilitate enrollment in our educational programs, process financial contributions, manage volunteer coordination, and deliver our highly valued e-newsletter and community outreach communications. By engaging with our services, registering for a workshop, or making a donation, you are acknowledging the practices described in this Privacy Policy. We aim to be fully transparent about our data practices, ensuring you have the necessary information to make informed decisions regarding the sharing of your personal information with us, all while operating under the principles of respect and ethical conduct that define our organization. This policy is designed to comply with applicable data protection laws and standards relevant to non-profit and educational organizations in North Canton, Ohio, and extends to all digital interactions, physical correspondence, and in-person registration processes conducted at our facilities at 1875 E Maple St.

2. Data Controller and Contact Information

The Herb Society At The Hoover Historical Center acts as the data controller for the personal information processed under this policy. This means we determine the purposes and means of processing your data, and we are responsible for ensuring that your information is handled in a manner consistent with this policy and relevant legal requirements. Our Executive Director oversees all administrative and data-related activities, ensuring that data integrity is maintained across all departments, from education to fundraising. We recognize the importance of having a clear point of contact for all privacy-related questions, concerns, or requests regarding your personal information. Should you have any inquiries about this policy, need to exercise your privacy rights, or wish to opt-out of specific communications, we encourage you to use the dedicated privacy contact methods provided below, ensuring your request is directed immediately to the appropriate individual within our administrative structure.

Designated Privacy Contact:

• Attention: Privacy Officer, The Herb Society At The Hoover Historical Center
• Physical Address: 1875 E Maple St, North Canton, OH 44720
• Email: info@thshhc.site (Please include “PRIVACY INQUIRY” in the subject line)
• Phone: (555) 555-4472 (Mock Number, for operational and urgent matters)

We commit to investigating any privacy-related complaint or request received through these channels promptly and thoroughly, providing a resolution within a legally mandated timeframe where applicable. We are dedicated to transparent, accessible communication regarding our data practices, reinforcing the trust you place in our organization when you engage with our mission to cultivate knowledge, community, and a greener future through herbs. Your feedback on our data practices is valued, and we welcome the opportunity to clarify or adjust our procedures as necessary to uphold the highest standards of data protection and ethical conduct.

3. Information We Collect and How

The types of personal information we collect depend entirely on the nature of your interaction with THSHHC. Our data collection is guided by the principle of necessity: we only collect information that is directly relevant and essential to fulfilling our charitable, educational, or administrative functions. This information is gathered through various means, including secure online registration forms, physical paper forms submitted at the Center, secure third-party payment processors for donations and enrollment fees, and through voluntary engagement with our digital content and e-newsletter sign-ups.

3.1 Membership, Workshop Registration, and Program Data

When you or a family member registers for one of our hands-on workshops, multi-week courses (such as the “Junior Herbalist” program), or become a formal member of the society, we collect detailed personal and contact information necessary for program administration and safe participation. This process includes the collection of Full Name, Physical Address, Primary Email Address, and Telephone Number, which are essential for sending confirmation details, providing pre-course materials, and communicating logistical changes (e.g., weather-related rescheduling). For programs involving minors, such as the children’s exploration sessions, we meticulously collect the Child’s Name and Age, alongside the parent/guardian’s contact information, ensuring age-appropriate groupings and compliance with our youth safety protocols. Crucially, we request Emergency Contact Information and relevant Allergy or Medical Information (especifically related to plant allergies, bee stings, or dietary restrictions for utilization workshops) to ensure the physical safety and well-being of all participants during hands-on activities in the garden and in the kitchen. This collected data forms the backbone of our educational administration, allowing us to manage class rosters, track completion of curriculum milestones, issue certificates of attendance, and maintain an accurate, historical record of our community engagement. We maintain this educational record to facilitate future program enrollment and verify prior learning experiences, always treating the included personal details with the strictest confidentiality required for educational records and safety protocols.

3.2 Donation and Financial Transaction Data

Financial contributions are vital to sustaining our historical gardens, funding our educational outreach, and maintaining the facilities at the Hoover Historical Center. When you generously make a donation, purchase a membership, or pay an enrollment fee, we collect the necessary financial transaction data to accurately process the payment and comply with financial reporting standards. This typically includes your Billing Name, Billing Address, and Payment Card Details or Bank Account Information. However, it is a strict policy that we do NOT directly store full payment card numbers or sensitive banking details on our internal servers. All electronic financial transactions are securely processed through trusted, PCI-compliant, third-party payment gateways (such as PayPal or Stripe), which encrypt the data and handle the secure transmission of funds. We only receive and retain the limited information required for reconciliation, receipt generation, and legal purposes, which includes the Transaction Date, Amount, Confirmation Number, and the last four digits of the payment card (or similar token). Furthermore, for tax-deductible contributions, we retain records of your name and address as required by tax law for issuing official receipts and for our annual financial audits, ensuring full legal compliance and maintaining the integrity of our non-profit status. We use this financial data solely for processing your transaction, providing tax documentation, and acknowledging your support; it is never used for marketing purposes unless you explicitly consent to join our general communication list separately.

3.3 Website Usage, Cookies, and Digital Interaction Data

As part of our commitment to improving our website experience and ensuring our digital resources are accessible and effective, we automatically collect certain technical and usage information when you visit our website. This data is primarily gathered through cookies, pixel tags, and server log files. The information collected typically includes your Internet Protocol (IP) Address, Browser Type and Version, Operating System, Date and Time of Visit, Pages Viewed, Referrer Source (the website that linked you to us), and Duration of Stay on specific pages. We utilize standard analytical tools, such as Google Analytics, to process this aggregate data, which helps us understand user behavior, identify popular educational content, and troubleshoot technical issues, ultimately allowing us to optimize site navigation and presentation. Cookies are small text files placed on your device; we use both necessary cookies (essential for site functionality, such as workshop registration form navigation) and analytical/performance cookies (for tracking aggregated visitor statistics). We provide clear mechanisms for users to manage their cookie preferences, typically through a consent banner upon first visit, allowing you to accept or decline non-essential cookies. This digital data is collected and analyzed on an aggregated, anonymous basis whenever possible and is solely used to enhance the efficiency and educational value of our online presence, ensuring our digital community is as engaging and effective as our physical gardens.

3.4 Communication, Marketing, and E-Newsletter Data

Our e-newsletter and general communications are essential tools for sharing valuable seasonal tips, announcing new workshops, and promoting our community events, directly fulfilling our mission to connect with and empower herb enthusiasts. When you subscribe to our e-newsletter or sign up for specific informational alerts, we collect your Email Address and often your Name to personalize the communication. We utilize third-party email service providers (ESPs) to manage our mailing lists and execute our communications securely. These ESPs provide us with crucial performance data, including open rates, click-through rates, and subscription preferences, which allows us to measure the effectiveness of our content, refine our messaging, and ensure we are providing the most relevant information to our subscribers. We operate a strict opt-in policy for all marketing and non-transactional communications, meaning you must explicitly agree to receive our e-newsletter. Furthermore, every communication we send includes a clear and easy-to-use unsubscribe link, allowing you to instantly withdraw your consent and remove yourself from the mailing list at any time. The data collected in this section is solely used for delivering the requested communications and analyzing their performance, reflecting our commitment to respecting your communication preferences and avoiding unsolicited correspondence.

3.5 Volunteer and Job Application Data

Individuals who generously offer their time as volunteers or formally apply for employment positions are vital to the successful operation of the Herb Society and the maintenance of the historical gardens. The information collected during the application process is necessarily more detailed and sensitive than standard enrollment data. For volunteer applications, we collect Contact Information, Availability, Areas of Interest (e.g., Garden Stewardship, Program Support), and relevant background information (e.g., prior gardening experience or specific skills). For formal job applications, we collect Employment History, Educational Qualifications, Professional References, and sometimes criminal background check information (only after a conditional offer of employment, and always in compliance with state and federal laws). This data is collected strictly for the purpose of assessing suitability for the role, verifying qualifications, facilitating placement, and ensuring the safety and security of all participants, particularly minors involved in our youth programs. All application materials, particularly those containing sensitive information such as references or background checks, are stored securely with limited access granted only to the Executive Director and the relevant hiring manager. We retain application data only for as long as necessary to fill the role or for a reasonable period thereafter, after which it is securely destroyed, in line with our data retention guidelines and our commitment to maintaining the privacy and professionalism expected of an organization handling employment and volunteer records.

4. How We Use Your Information

The personal information we collect is used strictly to fulfill our charitable purpose: to provide workshops and resources that empower individuals to grow and utilize herbs effectively, foster community connections, and advocate for eco-friendly gardening. Our use of your data is categorized across several functional areas, each supported by a legitimate and necessary operational requirement.

4.1 Service Delivery and Program Administration

The fundamental use of your data lies in the direct delivery and comprehensive administration of our educational services, courses, and programs. Enrollment data (names, contact information, program selections) is necessary to create accurate class rosters, manage capacity for popular hands-on workshops, and assign participants to appropriate instructors, ensuring a high-quality learning experience for everyone. We use this information to send essential pre-course materials, such as supply lists, reading assignments, and directions to specific garden plots or classroom locations at the Hoover Historical Center. Furthermore, the medical and emergency contact details collected for safety purposes are used only when absolutely necessary—in the event of an accident, allergic reaction, or sudden health issue—to ensure prompt communication with emergency services or designated guardians, directly upholding our commitment to the safety of every participant during activities in the gardens or greenhouses. After a program concludes, we use contact information to issue digital or physical certificates of completion and gather voluntary feedback through short surveys, which helps us continuously refine and improve the content and delivery of our curriculum, upholding our high standards for experiential learning and practical mastery. This use of data is directly necessary for performing the contractual or transactional obligations arising from your enrollment.

4.2 Community Engagement and Communication

We leverage collected communication data to effectively foster connections among herb enthusiasts and maintain a vibrant, engaged community, which is a core pillar of our mission. Your email address is primarily used to deliver the requested content of our e-newsletter, providing regular updates on seasonal gardening tasks, historical facts about herbs, and announcements regarding upcoming community-wide events like our annual Seed Swap or Harvest Festival. We also use your contact information to communicate important operational news, such as changes to our open garden hours, temporary closures of the Center grounds, or urgent appeals for volunteers for specific large-scale projects. This communication is essential for maintaining the operational rhythm of the society and ensuring our members feel connected and informed about the activities at the historical grounds. We strive to personalize these communications, using your name to ensure messages feel relevant and direct, thereby enhancing the sense of community ownership and participation in our collaborative projects. Crucially, all outreach is performed in compliance with your stated communication preferences, allowing you to easily manage the types of communications you receive, guaranteeing that our engagement remains supportive and welcome.

4.3 Fundraising, Development, and Donor Stewardship

As a non-profit organization dedicated to preserving the historical gardens and offering accessible educational resources, fundraising and donor stewardship are essential administrative functions supported by your data. We use the transaction data collected from donations to process payments accurately, generate the required tax receipts, and maintain a historical record of support for compliance with non-profit accounting standards. Donor contact information is used to formally acknowledge contributions, express our sincere gratitude for your generosity, and provide updates on how your donation is directly funding specific projects, such as the restoration of a historical greenhouse or the development of a new youth curriculum. This transparent stewardship is vital for building and maintaining long-term trust with our benefactors. Occasionally, we use demographic data (such as general location or past engagement history) to segment our appeals, ensuring that fundraising requests are relevant and targeted, thereby maximizing the efficiency of our development efforts. We maintain an internal policy that clearly separates fundraising data from marketing data, meaning we will only send dedicated fundraising appeals if you have not explicitly opted out of such communications, treating your financial support records with the utmost confidentiality and professionalism.

4.4 Legal Compliance, Security, and Organizational Improvement

A portion of our data processing is dedicated to ensuring legal compliance, maintaining the security of our facilities and participants, and continually improving our organizational efficiency and program quality. We use collected financial and administrative data for internal and external audits, ensuring compliance with local, state, and federal non-profit, tax, and labor laws, which is a non-negotiable requirement for our continued operation. Website usage data is analyzed to detect and prevent fraudulent activity, safeguard our digital infrastructure against security threats, and troubleshoot technical failures, thereby protecting both our assets and the integrity of your online experience with us. Furthermore, we may use anonymized, aggregated demographic data (e.g., the number of registrants in different age groups or zip codes) to generate internal reports, which informs strategic planning, helps us identify unmet community needs, and supports grant applications by demonstrating our reach and impact. This process of continuous organizational improvement ensures that The Herb Society remains an effective, resilient, and compliant steward of both historical resources and community education, guaranteeing that our mission is delivered efficiently and ethically for years to come.

5. Data Sharing and Third-Party Processors

The Herb Society At The Hoover Historical Center does not sell, rent, or trade your personal information to third parties for their independent marketing purposes. We share your data only when necessary to fulfill our core administrative or educational functions, when required by law, or with your explicit consent, and only with trusted partners who uphold strict privacy standards.

5.1 Service Providers and Operational Support

We engage carefully selected, trusted third-party service providers to perform essential functions on our behalf. These service providers act as data processors and are strictly bound by contractual obligations to protect your personal information and only use it for the specific purposes we direct. Key examples include payment processors (for secure financial transactions, as detailed in Section 3.2), email service providers (ESPs) (for the delivery of our e-newsletter and mass communications, detailed in Section 3.4), and website hosting/analytics platforms (for maintaining and optimizing our digital presence, detailed in Section 3.3). When we share data with these providers, we limit the information provided to the minimum necessary for them to perform their service, such as providing only an email address to the ESP for delivery purposes. We conduct due diligence to ensure that these third parties implement appropriate security measures and comply with data protection standards equivalent to our own, ensuring the integrity of your data is maintained even when it leaves our direct control.

5.2 Community Partnerships and Collaborative Projects

Our mission of fostering connections and advocating for eco-friendly techniques sometimes involves collaborative projects with trusted local non-profits, historical trusts, and educational institutions, as detailed in our Community & Engagement section. In very limited circumstances, and only with the explicit, informed consent of our members or participants, we may share non-sensitive information (such as first names and general participation status) for the purposes of project coordination, joint event promotion, or volunteer acknowledgment. For example, if a workshop is co-hosted with a local history museum, we may share a list of registered participants solely for entry and security purposes at the partner’s facility. We will always secure your affirmative permission before sharing any personal information beyond basic aggregate data in connection with a specific community partnership, ensuring you are fully aware of the scope and purpose of the sharing. We never share contact information (email, phone, or address) with partner organizations for their own independent marketing efforts without a separate, explicit opt-in provided directly to that partner.

5.3 Legal Requirements and Safety

We will disclose your personal information if required to do so by law or in the good-faith belief that such action is necessary to comply with a legal obligation, respond to subpoenas or court orders, or protect and defend the rights or property of The Herb Society At The Hoover Historical Center, including enforcing our terms and conditions. Furthermore, in circumstances involving the protection of the personal safety of participants, staff, or the public, or to protect against legal liability or fraud, particularly concerning financial transactions or youth program security, we reserve the right to share necessary information with law enforcement, regulatory bodies, or emergency services, as required and permitted by law, upholding our commitment to integrity and safety above all else.

6. Your Privacy Rights

We are committed to honoring your rights concerning your personal information, providing you with control and transparency over the data we hold.

Right of Access and Rectification

You have the right to request a copy of the personal data we hold about you and to request that we correct any inaccurate or incomplete information. If you notice an error in your membership records, address, or communication preferences, you can contact our Privacy Officer (info@thshhc.site) to submit a formal access or rectification request, and we will update your records promptly and efficiently.

Right to Erasure (Right to Be Forgotten)

You have the right to request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent for its use. Please note that this right is subject to certain legal limitations, such as the necessity to retain financial records for tax and auditing purposes (e.g., donation receipts) or retaining basic program administration records for historical accuracy, but all marketing and non-essential personal identifiers will be removed upon request.

Right to Object and Restrict Processing

You have the right to object to the processing of your personal data where we rely on a legitimate interest as the lawful basis for processing (e.g., direct mail fundraising). You also have the right to request that we restrict the processing of your data in certain circumstances, such as if you contest the accuracy of the data. Furthermore, you always have the absolute right to opt-out of receiving our e-newsletter and marketing communications using the unsubscribe link provided in every message, or by contacting our Privacy Officer directly.

Withdrawal of Consent

Where we rely on your consent as the legal basis for processing your personal data (e.g., signing up for a specific alert or giving permission for your child’s photo to be used in a brochure), you have the right to withdraw that consent at any time, which will not affect the lawfulness of processing before the withdrawal. To withdraw consent, please contact our designated Privacy Officer using the contact details provided in Section 2. We will process your request promptly and discontinue the specific processing activity for which consent was withdrawn.

7. Children’s Privacy

The Herb Society At The Hoover Historical Center offers educational programs specifically designed for minors, such as the “Junior Herbalist” and “Sensory Garden Explorers” sessions, making the protection of children’s privacy a critical component of this policy.

We do NOT knowingly collect personal information directly from children under the age of 13 without the verifiable consent of a parent or legal guardian. The only data collected pertaining to a child (name, age, and critical medical/allergy information) is gathered exclusively through the parent/guardian during the formal registration process (Section 3.1). The parent/guardian’s consent is explicitly required for the child’s participation and the processing of their limited personal data. We require that the parent/guardian provide their own contact information as the primary point of communication. We do not use a child’s personal information (including photos taken during workshops) for marketing or promotional purposes without explicit, separate parental consent. If we become aware that we have inadvertently collected personal information from a child under 13 without verifiable parental consent, we will take immediate steps to delete that information from our records securely. We are committed to creating a safe, educational, and secure environment for all our young learners, both in the historical gardens and in our data handling practices.

8. Data Retention and Security Measures

Our policy regarding data retention is guided by principles of necessity and legal compliance: we retain personal information only for as long as is necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Data Retention

The retention period for various types of data varies: Financial transaction data (donation receipts, tax records) is typically retained for seven years to comply with tax laws. Workshop enrollment records (for historical program verification and certificate issuance) are maintained for a longer period but are periodically anonymized to remove unnecessary personal identifiers. Marketing/e-newsletter subscription data is retained until you explicitly unsubscribe or after a period of prolonged inactivity, at which point the email address is securely deleted from the mailing list. Job and volunteer application materials are retained only for the duration of the recruitment process plus a short post-hiring period, unless the candidate is hired. Once data is no longer required, we ensure it is securely destroyed or irreversibly anonymized to prevent recovery or unauthorized access.

Security Measures

We implement robust and multifaceted security measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction, reflecting the professionalism of our organization. This includes physical security at the Hoover Historical Center for all paper records, organizational measures (such as restricting access to sensitive data to key administrative staff like the Executive Director and Privacy Officer), and technical security measures. Technical safeguards include Secure Socket Layer (SSL) encryption for data transmission on our website, firewalls and intrusion detection systems to protect our network, and regular software updates and vulnerability scanning to counter emerging digital threats. Sensitive data, particularly financial details, is never stored on our direct servers but is handled by PCI-compliant third-party processors, minimizing our organizational risk. We are dedicated to continuously reviewing and updating our security protocols to maintain a high level of protection for the personal information entrusted to us by our community of members, donors, and students.

9. Policy Updates and Review

The Herb Society At The Hoover Historical Center reserves the right to modify or update this Privacy Policy periodically to reflect changes in our data processing practices, legal or regulatory requirements, or organizational structure. Any changes made to this policy will be posted on this page with an updated “Effective Date” at the top of the document. For significant changes that fundamentally alter how we use your personal information, we will notify you through the primary email address on file or by placing a prominent notice on our website before the changes take effect, ensuring you have the opportunity to review the revisions and exercise your rights. We encourage you to review this policy periodically to stay informed about how we are protecting your information and upholding our commitment to data integrity and transparency.

10. Final Contact Details and Effective Date

For any final questions, comments, or concerns regarding this Comprehensive Privacy Policy, or to exercise any of your privacy rights, please contact us directly using the details below. We appreciate your engagement with our mission and your trust in our organization.

Organization Name: The Herb Society At The Hoover Historical Center Physical and Mailing Address: 1875 E Maple St, North Canton, OH 44720 Dedicated Privacy Email: info@thshhc.site (Please mark subject as: PRIVACY INQUIRY)