October 1, 2017
This policy describes what personal information we collect and how we use it.
Neighbors USA. (“Good Neighbors USA,” “we,” “us,” or “our”)
operates to serve all site visitors. That goal powers all of the decisions we
make, including how we gather and respect personal information. This privacy
as possible, because we know that you (“You,” “user,” “site user,” or
“valued user”) care about how information you provide to us is used
and shared. Our aim is for you — a valued user of our site — to always
feel informed and empowered with respect to your privacy on Good Neighbors USA.
Acceptance of Terms
The Information We Collect
Good Neighbors USA collects information when you visit our website, create an account, edit your account information, or use features on the platform to donate to a charity. Some of this information is technical information automatically logged by our servers. Outlined below are the types of information, both directly from you and indirectly through the collection of information by third-party service providers (together, “Partners”) that we specifically collect.
authorize us to use, store and otherwise process any personal information which
relates to and identifies you, including (but not limited to) your name and
address, to the extent reasonably necessary to provide the services which are
available through our website, our Partners, successors, assignees, associates,
sub-contractors, or other third parties.
1. Personal Information ("Personal Information")
Examples of different purposes for which we may collect Personal Information include, but are not limited to:
· The registration process for Registered Users;
· Use of areas of the Good Neighbors USA website, in which you may be asked to provide certain information about yourself, such as your name, mailing address, e-mail address, username and password, falling under the registration process for Registered Users (“Registration Process”);
· Job applications;
· Surveys. Periodically, Good Neighbors USA may invite you to participate in completing online surveys. If you have created a Good Neighbors USA account, information we collect from these surveys may be associated with you personally;
· Contact you regarding your donation(s), as to the quality of the service, as well as any potential errors that may have occurred;
· Voluntary submissions to Good Neighbors USA requesting information about our products and services, signing up to receive information from us, or sending us an e-mail;
· E-mail subscriptions. Good Neighbors USA may also compile a subscription list to which you voluntarily submit your name, mailing address, and/or email address. The purpose of such a subscription list would be to send you periodic updates to subscribers on matters of interest, provided you will have the ability to opt out of further communications in accordance with procedures described in each such update.
In addition to the Personal Information, we and our Partners may collect additional information that does not personally identify you (“Other Information”). Other Information may include information collected:
a. From Your Activity. Information that we or our Partners may automatically collect when you visit, access, and/or use the Platform, including, but not limited to your IP address, Internet service provider, browser type and language, referring and exit pages and URLs, date and time, amount of time spent on particular pages, which sections of the Good Neighbors USA or Partner website you visit, number of links you click while on the Platform, search terms, operating system, general geographic location, and technical information about your mobile device.
c. Do Not Track (“DNT”). Good
Neighbors USA assumes no responsibility for responding to “Do Not Track” web
browser signals. Consult external website polices regarding their responses to
Partners include, but are not limited to:
Google Analytics collects information anonymously. It reports website trends without identifying individual visitors. You can opt out of Google Analytics without affecting how you visit our site – for more information on opting out of being tracked by Google Analytics across all websites you use, visit this Google page.
c. Interest Based Advertising. Good Neighbors USA incorporates remarketing by utilizing third party vendors (such as Google) to display content specific advertisements to visitors who have previously visited the Good Neighbors USA site and/or expressed interest in the Good Neighbors USA products when such visitors go to other websites that also incorporate similar remarketing tools. Good Neighbors USA and other third-party vendors, including Google, use first-party cookies and third-party cookies together to inform, optimize and serve ads based on a User’s past visits to the Good Neighbors USA site.
The Information Collected by or Through Third-Party Advertising Companies
Search Engines and Other Sites
Search engines and other sites not affiliated with Good Neighbors USA, such as archive.org or google.com, may crawl the Site and make available to the public publicly-available content and postings from the site. The Site may also contain links to other websites. Good Neighbors USA is not responsible for the privacy practices of such other websites. Good Neighbors USA encourages its visitors and users to be aware of such search engines and other sites when they leave the Site and to read the privacy statement of each website they visit.
We Use and Share the Information
We use Personal Information and Other Information to provide you Services, process your donations, solicit your feedback, inform you about our products and services, personalize communications and fundraising appeals that we believe will be of interest to you, and to improve our Services to you.
We may also use and/or share Personal Information, Other Information, and User Content as described below:
· All of your User Content on the Platform will be publicly viewable and shareable by other users both within and outside the Platform.
· We may employ other companies and individuals to perform functions on our behalf. Examples may include providing technical assistance and customer service. These other companies will have access to Personal Information and Other Information only as necessary to perform their functions and to the extent permitted by law.
· In an ongoing effort to better understand visitors to our site and our products and services, we may analyze Other Information in aggregate form in order to operate, maintain, manage, and improve our products and services. This aggregate information does not identify individuals personally. We may share this aggregate data with our affiliates, agents, and business partners. We may also disclose aggregated user statistics in order to describe our products and services to current and prospective business partners and to other third parties for other lawful purposes.
· We may share some or all of the Personal Information and Other Information with any of our parent companies, subsidiaries, or other companies under common control with us.
· We may use charity logos, marks, mission statements, or other identifiers provided by a Registered User when updating a Charity Profile on the Good Neighbors USA Website to continue the normal course of Good Neighbors USA business.
· As we develop our businesses, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, sale of assets, dissolution, or similar event, the Personal Information and Other Information may be part of the transferred assets.
· To the extent permitted by law, we may also disclose the Personal Information and the Other Information: (i) when required by law, court order, or other government or law enforcement authority or regulatory agency; or (ii) whenever we believe that disclosing such information is necessary or advisable, for example, to protect the rights, property, or safety of Good Neighbors USA or others.
and Modifying Information and Communication Preferences
Upon request, Good Neighbors USA will grant individuals reasonable access to Personal Information that we and our agents hold about them. For example, visitors to the Platform who have provided Personal Information to us may review and/or make changes to the same by contacting Good Neighbors USA. In addition, individuals may manage their receipt of marketing communications by clicking on the “unsubscribe” link located on the bottom of any Good Neighbors USA marketing e-mail or by following the instructions found on the Platform. We will use commercially reasonable efforts to process such requests in a timely manner. You should be aware, however, that it is not always possible to completely remove or modify information in our subscription databases.
How We Protect the Information
We take commercially reasonable steps to protect Personal Information and Other Information from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. Please understand, however, that no security system is impenetrable. We cannot guarantee the security of our databases, nor can we guarantee that the information that you supply will not be intercepted while being transmitted to and from us over the Internet. In particular, e-mail sent to or from the Platform may not be secure, and you should, therefore, take special care in deciding what information you send to us via e-mail
Important Notices to Non-U.S. Residents
described in the “How to Contact Us” section below. We will investigate your
question, respond to your inquiry, and attempt to resolve any concerns
regarding your privacy question.
Links to External Websites
Except with respect to Charity Representative Users as discussed above, it is Good Neighbors USA ‘s policy not to disclose any personal information we collect to third parties for direct marketing purposes under any circumstances. However, California Civil Code Section 1798.83 requires that all California residents be afforded the option to exercise your choice of whether your personal information may be shared with third parties for direct marketing purposes or not, as well as to receive information specified in the statute if your personal information is disclosed to third parties for direct marketing purposes. Accordingly, if you are a California resident and you wish to inform Good Neighbors USA whether you permit or refuse the sharing of your personal information with third parties for direct marketing purposes, or if you wish to request certain information if your personal information were to be disclosed to third parties for direct marketing purposes, please contact us as described in the “How to Contact Us” section below.
How to Contact Us
· postal mail to: Privacy Administrator, Good Neighbors USA, 131 N Tustin Ave Ste 204 Tustin, CA 92780
Our intent is to promptly reply to every message we receive. This information is used to respond directly to your questions or comments. We also may file your comments to improve our services in the future.
Document Record Retention and Destruction Policy
A. GENERAL POLICY STATEMENT
1. It is the policy of Good Neighbors USA to retain all documents based on Good Neighbors USA’s record retention schedule. When the retention period is complete, documents will be destroyed.
2. Except as otherwise indicated, documents shall be retained for the number of years indicated in Part C.
3. Good Neighbors USA is to maintain complete, accurate and high-quality records in storage for the duration of the time periods provided for in this policy. Once any such time period is complete, the records are to be destroyed.
4. Industry technical reports and educational articles are excluded from this policy. Such documents may be maintained in the Good Neighbors USA library for such time as they are deemed of academic and research value in the discretion of the CFO.
5. The Secretary shall be responsible for authorizing, overseeing, and ensuring that records are destroyed pursuant to this policy.
B. EXCEPTION FOR INVESTIGATIONS AND LITIGATION
1. No documents will be destroyed if they are relevant to the investigation of any matter within the jurisdiction of a federal department, agency, or other official investigation. It is a crime for anyone to knowingly destroy documents with the intent to obstruct the proper administration of any investigation or proceeding under the jurisdiction of a federal agency.
2. No documents will be destroyed if they are relevant to litigation when Good Neighbors USA is a party in the case or expected to become a party or when Good Neighbors USA has received a subpoena.
C. RECORD RETENTION GUIDELINES
1. General Corporate Records
a. Articles of Incorporation and amendments Permanently
b. Bylaws Permanently
c. Meeting Minutes Permanently 2
d. Patents, trademark registrations, copyright registrations Permanently
e. Property records (including leases, deeds, easements, rights of way, appraisals, costs Permanently
f. Membership applications Minimum Membership term, plus 1 year* *Departing members have the right to request their application be destroyed 1 year after dropping. The term also applies to applications that are not accepted.
g. Correspondence relating to member discipline matters Membership term plus 5 years
h. Contracts (not otherwise specified herein) Life of Contract plus 3 years
i. Event Registration Records 3 years past event
2. Accounting, Finance and Tax Records
a. Income tax returns and filings Permanently
b. Audit reports of accountants Permanently
c. Cash books Permanently
d. Charts of accounts Permanently A chart of accounts is a listing of the names of the accounts that a company has identified and made available for recording transactions in its general ledger) e. Federal, state and local tax bills and statements 3 years
e. Schedules, ledgers and other supporting documentation for financial statements and tax forms 7 years
f. Bank reconciliations 3 years
g. Checking records, including account statements, check register and canceled checks (see exception below) 3 years
j. Accounts payable and receivable 7 years 3
k. End-of-year financial statements Permanently
l. Budget 3 years
m. Banking records, including deposit and withdrawal records, bank statements 3 years
Expense accounts and approvals 3 years
p. Invoices to members, customers and vendors 7 years
a. Insurance records Permanently
b. Accident reports 7 years
c. Appraisals 7 years
4. Letters and Correspondence, General Guidelines
a. Letters Kept for One to Twelve Months, Then Destroyed
i. Unimportant letters, form letters, and notes that require no acknowledgment or follow-up.
ii. Letters of general inquiry and replies which complete a cycle of correspondence and have no value after possible reference from the correspondent within a reasonable period of time.
iii. Letters requesting specific action such as name or address change, complaints which have no further value after changes are made or action taken.
iv. Similar letters of various types which might be referred to shortly after they are received or written but which soon cease to have value unless further immediate correspondence ensues.
b. Letters to Be Kept One to Three Years
i. Letters relating to the establishment of credit/credit turn-downs.
ii. Letters applying for employment with Good Neighbors USA. 4
iii. Memoranda and reports about expense accounts which have limited value after the voucher is approved.
iv. Collection letters that have limited value after the account is paid.
v. Letters to which members or others may make reference for more than a year.
vi. Electronic mail ("Email") and any files attached thereto, provided that the subject matter of such Email and/or attached files are not covered by some other provision of this policy.
c. Letters to Be Kept for the Life of the Principal Document that It Supports
i. Letters that constitute all or part of a contract or that are important in the clarification of certain points in a contract.
ii. Letters denying liability of Good Neighbors USA.