Privacy Policy

Effective Date: May 24, 2026
Organization: Calkins Family Association
Website: calkinsworld.org
Contact Email: [email protected]

Mailing Address:
Calkins Family Association
c/o Chris Calkins, Treasurer
17613 Woodland Ct
Babcock Ranch, FL 33982

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1. Introduction

The Calkins Family Association respects the privacy of its members, donors, volunteers, event participants, website visitors, genealogy contributors, and family history researchers.

This Privacy Policy explains what information CFA collects, how it is used, how it may be shared, and what choices individuals have regarding their information.

By using the CFA website, submitting forms, making donations, joining as a member, registering for events, submitting genealogy materials, or communicating with CFA, you acknowledge the practices described in this Privacy Policy.

2. Information CFA Collects

CFA may collect the following types of information:

Personal and Contact Information

This may include:

• Name;
• Mailing address;
• Email address;
• Phone number;
• Household or family relationship information;
• Membership status;
• Communication preferences;
• Volunteer interests;
• Event participation details.

Donation, Membership, and Payment Information

This may include:

• Donation history;
• Membership dues;
• Pledge commitments;
• Recurring gift preferences;
• Event payments;
• Transaction dates and amounts;
• Donor acknowledgment details;
• Limited payment-related information provided by third-party processors.

CFA does not intentionally store full credit card numbers on its own website. Payments may be processed through NeonCRM, Neon Pay, or other third-party payment processors.

Genealogy and Lineage Information

CFA may collect family history and lineage-related information, including:

• Ancestor names;
• Descendant names;
• Dates of birth, marriage, death, or other life events;
• Family relationships;
• Line of Descent submissions;
• Historical documents;
• Photographs;
• Notes, narratives, and research materials;
• Supporting records submitted by members or researchers.

Because genealogy work often involves both living and deceased individuals, submitters should use care when providing information about living persons.

Website and Technical Information

When you use the website, CFA or its vendors may collect technical information such as:

• IP address;
• Browser type;
• Device type;
• Operating system;
• Pages viewed;
• Referring website;
• Date and time of visit;
• Cookie or analytics information;
• Security and spam-prevention data.

3. How CFA Collects Information

CFA may collect information through:

• The CFA WordPress website;
• NeonCRM / Neon One forms and records;
• Donation and membership forms;
• Pledge forms;
• Event registration forms;
• Newsletter signup forms;
• JotForm or other genealogy/Line of Descent intake tools;
• Email, mail, phone, or in-person communications;
• Member portals or account updates;
• Website cookies, analytics tools, plugins, and security tools;
• Microsoft 365, SharePoint, email, or other internal administrative systems.

4. How CFA Uses Information

CFA may use information to:

• Administer memberships;
• Process donations, dues, pledges, recurring gifts, and event payments;
• Send donation receipts and acknowledgments;
• Maintain donor and member records;
• Manage events and registrations;
• Communicate with members, donors, and volunteers;
• Send newsletters, announcements, fundraising appeals, and organizational updates;
• Review and process genealogy or Line of Descent submissions;
• Preserve historical and family records;
• Respond to inquiries;
• Maintain website security;
• Improve website functionality and communications;
• Conduct internal reporting and governance;
• Comply with legal, tax, accounting, audit, and nonprofit recordkeeping obligations.

5. Donor and Member Privacy

CFA does not sell, rent, or trade donor, member, or genealogy submission information.

CFA may share limited information with trusted service providers that help CFA operate its website, CRM, payment processing, communications, event registration, membership management, genealogy workflows, and internal administration.

CFA may also disclose information when required by law, regulation, subpoena, court order, audit, or valid legal process.

6. NeonCRM, Neon One, and Payment Processing

CFA uses NeonCRM / Neon One and related services to help manage membership, donations, donor records, pledge information, recurring gifts, forms, event registrations, communications, and payment-related workflows.

Use of NeonCRM, Neon One, Neon Pay, or related payment tools may also be governed by those providers’ own privacy, security, and service terms.

CFA does not intentionally store full credit card numbers on its own website. Payment information is processed by third-party payment processors.

7. WordPress, Website Hosting, Plugins, and Cookies

CFA’s website may be built and managed using WordPress, website hosting providers, themes, plugins, embedded forms, analytics tools, spam-prevention tools, security tools, and other technical services.

These tools may use cookies, log files, pixels, scripts, or similar technologies to:

• Keep the website functioning;
• Improve website performance;
• Remember preferences;
• Protect against spam, fraud, or security threats;
• Understand website usage;
• Support embedded forms, videos, maps, or third-party features.

You may be able to disable cookies through your browser settings, but some website features may not function properly if cookies are disabled.

8. Email Communications

CFA may send transactional, administrative, membership, donor, event, genealogy, newsletter, fundraising, or organizational communications.

Users may unsubscribe from marketing, newsletter, or fundraising emails by using the unsubscribe link provided in applicable emails or by contacting CFA at [email protected].

Even if you unsubscribe from general communications, CFA may still send necessary transactional or administrative messages, such as donation receipts, membership notices, event confirmations, payment confirmations, account updates, or responses to direct inquiries.

9. Text Messages and Phone Communications

If CFA offers SMS/text messaging in the future, CFA will collect consent where required and provide opt-out instructions.

Message and data rates may apply. Users may opt out of text messages by following the instructions provided in the message or contacting CFA at [email protected].

10. Genealogy, Lineage, and Historical Records

CFA’s mission includes preserving family history, genealogy, and historical records. As a result, genealogy and lineage information submitted to CFA may be retained long-term for research, archival, historical, membership, and educational purposes.

CFA may review, edit, format, verify, reject, archive, publish, or remove genealogy submissions at its discretion.

CFA may publish or share historical and genealogical information in CFA publications, records, member resources, website content, newsletters, reunion materials, or other mission-related materials, subject to CFA’s review and privacy considerations.

CFA encourages contributors to avoid submitting sensitive personal information about living individuals unless they have appropriate permission or a legitimate reason to do so.

11. Children’s Privacy

CFA does not knowingly seek to collect personal information directly from children under 13 without appropriate parent or guardian involvement.

Genealogy or family membership information about minors should be submitted by a parent, guardian, or authorized family representative.

If CFA learns that it has collected personal information directly from a child without appropriate consent, it will take reasonable steps to delete or limit use of that information where appropriate.

12. Data Retention

CFA may retain information for as long as reasonably necessary to fulfill its nonprofit, membership, donor, historical, genealogical, legal, tax, accounting, audit, and administrative purposes.

Donation, membership, payment, governance, and tax-related records may be retained as needed for legal and accounting compliance.

Genealogy, Line of Descent, historical, and archival records may be retained indefinitely because long-term preservation is part of CFA’s mission.

13. Data Security

CFA uses reasonable administrative, technical, and organizational safeguards intended to protect personal information.

However, no website, email system, payment platform, CRM, cloud service, or electronic storage method is completely secure. CFA cannot guarantee absolute security of information submitted online.

Users should use caution when submitting sensitive information and should keep account login credentials secure.

14. Third-Party Service Providers

CFA may share information with service providers that help CFA operate and administer its activities, including:

• NeonCRM / Neon One;
• Neon Pay or other payment processors;
• WordPress hosting and website service providers;
• Website plugins and security tools;
• Email delivery providers;
• JotForm or other form tools;
• Microsoft 365, SharePoint, OneDrive, or Teams;
• Analytics providers;
• Event registration tools;
• Professional advisors, accountants, auditors, legal counsel, or consultants.

These providers are expected to use information only as needed to provide services to CFA, comply with law, or protect their systems and users.

15. Legal Compliance and Required Disclosures

CFA may disclose information if it believes disclosure is necessary to:

• Comply with law, regulation, subpoena, court order, audit, or legal process;
• Protect CFA’s rights, property, records, systems, or mission;
• Investigate fraud, misuse, security incidents, or unauthorized activity;
• Protect the safety of members, donors, volunteers, or others;
• Enforce CFA policies or Terms of Use.

16. Your Choices and Requests

You may contact CFA at [email protected] to request that CFA:

• Update your contact information;
• Correct inaccurate membership or donor information;
• Change communication preferences;
• Unsubscribe you from newsletters or fundraising emails;
• Review certain personal information CFA maintains about you;
• Request deletion or limitation of certain information, where legally and operationally appropriate.

Some information may need to be retained for legal, tax, accounting, audit, governance, archival, historical, membership, or genealogy purposes.

17. State Privacy Rights

Depending on your state of residence and applicable law, you may have certain rights regarding your personal information.

CFA will review privacy-related requests in good faith and respond as required by applicable law. Some state privacy laws include nonprofit exemptions, but those exemptions vary by state and should not be assumed to apply universally.

18. International Visitors

CFA is based in the United States. If you access the website or submit information from outside the United States, your information may be processed and stored in the United States, where privacy laws may differ from those in your location.

19. External Links

The CFA website may contain links to third-party websites, platforms, forms, videos, payment pages, social media pages, or other resources.

CFA is not responsible for the privacy practices, content, security, or policies of third-party websites or services.

20. Changes to This Privacy Policy

CFA may update this Privacy Policy from time to time. Updated versions will be posted on the website with a revised effective date.

Continued use of the website or CFA’s digital services after updates are posted means you acknowledge the updated Privacy Policy.

21. Contact

Questions or requests regarding this Privacy Policy may be directed to:

Calkins Family Association
c/o Chris Calkins, Treasurer
17613 Woodland Ct
Babcock Ranch, FL 33982

Email: [email protected]