Privacy Policy

360 Grassroots | www.360grassroots.org | Last updated: July 14, 2026

1. Introduction

360 Grassroots ("360 Grassroots," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, protect, and retain information when you visit www.360grassroots.org, contact us, make a donation, sign up for communications, apply to volunteer, complete volunteer-related forms, or otherwise interact with us.

This policy is intended to describe our general privacy practices for website visitors, donors, volunteers, prospective volunteers, parents or guardians, and other individuals who interact with 360 Grassroots. By using our website or submitting information to us, you acknowledge the practices described in this Privacy Policy.

2. Contact Information

If you have questions about this Privacy Policy or would like to make a privacy request, please contact us:

·        Email: info@360grassroots.org

·        Phone: 214-428-0224

·        Website: www.360grassroots.org

3. Information We Collect

The information we collect depends on how you interact with us.

Contact and Inquiry Information

When you contact us, submit an inquiry, request information, or communicate with us, we may collect:

·        Name

·        Email address

·        Phone number

·        Mailing address, if you provide it

·        The content of your message and any information you choose to include

Donation Information

If you make a donation through our website or a linked donation page, donation and payment information may be collected and processed by Givebutter or another secure payment processor used for that transaction. Donation information may include your name, email address, billing information, donation amount, donation frequency, transaction date, and any message or designation you choose to provide.

360 Grassroots does not intend to store complete credit card numbers or bank account numbers on its own website systems. Payment information is handled by the payment processor according to its own privacy policy, security practices, and payment-processing terms.

Volunteer Application Information

If you apply to volunteer or complete a volunteer interest form, we may collect information needed to evaluate, coordinate, and manage volunteer participation, including:

·        Name, email address, phone number, and address

·        Emergency contact information

·        Availability, areas of interest, skills, experience, and preferences

·        Reference information, if requested

·        Volunteer agreements, acknowledgments, electronic signatures, and dates

·        Information submitted through liability waiver, release, or media release forms

·        Parent or guardian information and consent for minors, if applicable

Background Check Authorization Information

Some volunteer roles may require a background check. If you choose to complete a background check authorization form, we may collect information needed to verify identity, obtain authorization, and conduct or facilitate a background screening. This may include:

·        Full legal name

·        Previous names or aliases, if applicable

·        Date of birth

·        Social Security number

·        Phone number

·        Email address

·        Current address and, if needed, previous address history

·        Optional driver's license information if later required by a background screening provider or applicable screening process

·        Authorization, certification, electronic signature, and date

Background check information is collected only when voluntarily submitted by an applicant for a role requiring screening. A background check is only one component of volunteer screening and does not guarantee suitability, acceptance, placement, or continued eligibility to volunteer.

Google Forms

360 Grassroots may use Google Forms to collect volunteer applications, background check authorizations, liability waivers, photo or media releases, minor volunteer forms, and related acknowledgments. Information submitted through Google Forms may be stored in Google Workspace or linked Google Sheets accessible only to authorized 360 Grassroots personnel or service providers with a legitimate need to access the information.

Because Google Forms may be used to collect sensitive background check information, 360 Grassroots will use reasonable administrative, technical, and organizational safeguards, including access restrictions, avoiding unnecessary email distribution of sensitive responses, and limiting retention where practical.

Newsletter and Communications Information

If you subscribe to our newsletter, volunteer updates, donor updates, event communications, or other email communications, we may collect your name, email address, subscription preferences, engagement information, and related communication history. We use Mailchimp to help manage email communications and unsubscribe requests.

Website Usage Data

When you visit our website, we and our service providers may automatically collect usage data such as your IP address, browser type, device type, operating system, pages visited, referring website, date and time of visit, time spent on pages, approximate location derived from IP address, cookie identifiers, and diagnostic information.

4. Cookies, Cookie Banner, and Google Analytics 4

Our website uses cookies and similar technologies. Cookies are small files placed on your device that help websites operate, remember preferences, measure performance, and understand how visitors use the site. Our website uses a cookie consent banner to provide notice and, where applicable, allow visitors to manage cookie preferences.

We may use the following categories of cookies and similar technologies:

·        Necessary cookies, which support basic website functionality and security.

·        Functionality cookies, which remember choices or improve the user experience.

·        Analytics cookies, including Google Analytics 4, which help us understand website usage and improve our content, outreach, and services.

Google Analytics 4 may collect or receive information such as pages visited, interactions with the website, device and browser information, approximate location, referral information, and IP address-related data. Google may process this information according to Google's privacy practices.

You can learn more about Google's privacy practices in the Google Privacy Policy

You can learn more about opting out of Google Analytics through the Google Analytics Opt-out Browser Add-on

You may also manage cookies through your browser settings or through our cookie banner if available. If you disable cookies, some website features may not function as intended.

5. Sensitive Personal Information

Certain information collected for volunteer background checks may be sensitive, including Social Security number, date of birth, driver's license information if later required, and background screening-related information. We collect sensitive personal information only when needed for the purposes described in this policy, such as volunteer screening, participant safety, identity verification, insurance or legal requirements, or organizational risk management.

We do not use sensitive background check information for marketing. We do not sell sensitive personal information.

Access to sensitive personal information is limited to authorized individuals who have a legitimate need to review or process the information. We seek to minimize collection and retention of sensitive information where practical, including by collecting background check information separately from general volunteer interest information.

6. How We Use Information

We may use the information we collect to:

·        Operate, maintain, protect, and improve our website and programs.

·        Respond to inquiries and communicate with you.

·        Process donations, send donation receipts, and maintain donation records.

·        Manage volunteer applications, scheduling, onboarding, waivers, releases, and communications.

·        Evaluate volunteer eligibility, conduct or facilitate background checks when required, and support participant safety.

·        Send newsletters, updates, event information, fundraising communications, and other communications you request or may reasonably expect.

·        Analyze website usage and improve outreach through Google Analytics 4 and similar tools.

·        Maintain records, comply with legal obligations, enforce policies, resolve disputes, and protect the rights, safety, and property of 360 Grassroots, our participants, volunteers, donors, website visitors, and the public.

·        Detect, prevent, and respond to fraud, abuse, security incidents, or unauthorized activity.

7. How We Share Information

We do not sell personal information. We may share information in the limited circumstances described below.

·        With service providers that help us operate the website, manage email communications, process donations, collect forms, provide analytics, store information, or conduct background screening.

·        With authorized 360 Grassroots personnel, board members, volunteers, contractors, or advisors who need the information to perform organizational duties.

·        With a background screening provider if 360 Grassroots later engages one and if you authorize a background check.

·        With law enforcement, courts, regulators, government authorities, or other parties when we believe disclosure is required or permitted by law.

·        With professional advisors, such as attorneys, accountants, insurers, cybersecurity providers, and auditors.

·        With your consent or at your direction.

8. Third-Party Providers

The third-party services we use may collect, process, store, or access information according to their own privacy policies and contractual terms. Current or expected provider categories include:

Provider Category

Purpose

Website hosting and site tools

Website platform, embedded forms, cookie banner, site functionality, and security features.

Google Forms and Google Workspace

Volunteer applications, waivers, media releases, and background check authorization forms submitted through Google Forms.

Google Analytics 4

Website analytics, usage trends, device/browser data, pages visited, referral information, and interaction data.

Givebutter

Donation processing, donor communications related to donations, receipts, and payment-related support.

Mailchimp

Email newsletters, volunteer updates, donor updates, subscription management, and unsubscribe processing.

Background screening provider

If 360 Grassroots later uses a provider, volunteer background check information may be shared with that provider only as needed for screening and compliance.

9. Volunteer Screening and Background Checks

360 Grassroots may screen volunteers to help protect participants, families, staff, volunteers, donors, and the organization. Screening may include review of a volunteer application, references, interviews, training records, policy acknowledgments, waiver forms, background check authorization forms, and, where appropriate, criminal background checks or other screening steps.

Background check information and results are used only for volunteer screening, safety, insurance, compliance, and risk-management purposes. We do not use background check information for fundraising, marketing, newsletter segmentation, or unrelated activities.

Completing a background check authorization does not guarantee that an individual will be accepted, assigned to a particular role, or permitted to continue volunteering. 360 Grassroots may consider many factors in volunteer placement and may deny, limit, or end volunteer participation when it determines that doing so is appropriate for participant safety, program integrity, or organizational needs.

10. Email Communications and Mailchimp

We may use Mailchimp to send newsletters, fundraising updates, volunteer communications, event announcements, and other email messages. Mailchimp may process your name, email address, subscription status, engagement information, and related technical information. You may unsubscribe from marketing or newsletter emails by using the unsubscribe link in an email or by contacting us.

Even if you unsubscribe from promotional or newsletter communications, we may still send transactional, administrative, donation-related, volunteer-related, safety-related, or legally required communications when appropriate.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law, insurance requirements, accounting obligations, dispute resolution, security needs, or organizational recordkeeping needs.

Our general retention approach is:

·        Contact inquiries: retained as long as needed to respond and maintain appropriate records.

·        Donation records: retained as needed for accounting, tax, donor relations, audit, and legal purposes.

·        Newsletter records: retained while you remain subscribed and for a reasonable period afterward to honor unsubscribe and suppression-list requirements.

·        Volunteer application, waiver, release, and screening records: retained as needed to manage the volunteer relationship, document authorizations, satisfy insurance or legal needs, and support participant safety.

·        Background check authorization information: retained only as long as necessary for screening, safety, insurance, legal, or dispute-resolution purposes. Social Security numbers and similar sensitive identifiers should be deleted, redacted, or minimized when no longer needed for screening or compliance.

·        Website analytics and cookie data: retained according to our analytics settings and the retention practices of Google Analytics 4 and related service providers.

When information is no longer needed, we will delete, de-identify, aggregate, or securely retain it in accordance with our recordkeeping and backup practices. Residual copies may remain in backups for a limited period until overwritten or deleted according to normal backup cycles.

12. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. Safeguards may include access controls, password protection, restricted permissions, secure cloud storage, encryption where appropriate, limited sharing of sensitive information, staff or volunteer confidentiality expectations, and review of access to sensitive records.

No website, form, email system, cloud service, or method of electronic storage is completely secure. We cannot guarantee absolute security, but we work to use reasonable safeguards appropriate to the sensitivity of the information we collect, especially for background check information and Social Security numbers.

For sensitive Google Forms, we recommend that 360 Grassroots avoid sending full form responses by email, restrict access to linked response spreadsheets, use organization-controlled accounts, remove access when personnel change roles, and periodically delete or redact information that is no longer needed.

13. Data Breach Notification

If we determine that a data security incident has affected personal information and notice is required by applicable law, we will provide required notices to affected individuals, regulators, consumer reporting agencies, or other parties as required. Texas law may require notice to affected Texas residents without unreasonable delay and, for certain breaches involving at least 250 Texas residents, notice to the Texas Attorney General within the timeframe required by law.

14. Your Choices and Privacy Requests

Depending on your relationship with us and applicable law, you may be able to:

·        Request access to personal information we maintain about you.

·        Request correction of inaccurate personal information.

·        Request deletion of personal information, subject to legal, safety, accounting, insurance, recordkeeping, and organizational obligations.

·        Opt out of newsletter or marketing emails.

·        Manage cookies through our cookie banner or browser settings.

·        Ask questions about how your volunteer, donor, or background check information is handled.

To make a request, contact us at info@360grassroots.org or 214-428-0224. We may need to verify your identity before responding. We may deny or limit a request when permitted by law, including when retention is necessary for legal compliance, safety, fraud prevention, dispute resolution, donation records, volunteer screening records, or other legitimate organizational purposes.

15. Texas Privacy Considerations

360 Grassroots is based in Texas and intends to handle personal information in a manner consistent with applicable Texas privacy and data security requirements. The Texas Data Privacy and Security Act and related privacy laws may provide certain rights to Texas residents and may require privacy notices that describe categories of personal data, purposes for processing, sharing practices, third-party categories, and request methods where the law applies.

Because some privacy laws include thresholds, exemptions, or role-based limitations, including for certain nonprofit, employee, contractor, volunteer, or background-screening contexts, not every statutory right may apply to every request or every type of information. Even where a specific law does not apply, 360 Grassroots will make reasonable efforts to honor privacy requests consistent with this policy, organizational safety, recordkeeping needs, and applicable law.

360 Grassroots does not sell personal information and does not knowingly sell sensitive personal information. If our practices materially change, we will update this Privacy Policy and provide any notices required by applicable law.

16. Children's Privacy and Minor Volunteers

Our website is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 without parental or guardian consent. If we learn that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete the information or obtain appropriate consent, unless retention is required or permitted by law.

Some 360 Grassroots programs may involve youth participants or minor volunteers. When information about a minor is needed for volunteer participation, waivers, emergency contact purposes, media releases, or safety-related documentation, we may request that a parent or legal guardian complete the relevant form and provide consent. Parents or guardians may contact us to ask about information submitted for a minor.

17. Third-Party Websites and Embedded Services

Our website may link to or embed third-party websites, donation pages, forms, maps, videos, social media platforms, or other services. We do not control the privacy practices of third parties. We encourage you to review the privacy policies of any third-party service you visit or use.

18. Do Not Track and Global Privacy Controls

Some browsers or devices may transmit "Do Not Track" or similar signals. Because there is no single industry standard for responding to such signals, our website may not respond to all browser-based signals. Where legally required and technically feasible, we will honor applicable opt-out preference signals or provide other methods to manage choices.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this policy. Material changes will be posted on our website or communicated through other appropriate means when required. Your continued use of our website or submission of information after an updated policy is posted means you acknowledge the updated policy.

20. Contact Us

For privacy questions, requests, or concerns, contact 360 Grassroots:

·        Email: info@360grassroots.org

·        Phone: 214-428-0224

·        Website: www.360grassroots.org