Privacy Notice

NC Youth & Family Voices Amplified (NCVA), operated by the UNC Greensboro Center for Youth, Family, and Community Partnerships ("CYFCP," "we," "us," or "our"), is committed to protecting the privacy of individuals who use our platform ("Platform"). This Privacy Notice explains what information we collect, how we use it, how we protect it, and your rights regarding your data.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Full name (first and last name)
• Email address
• Username
• Password (stored in hashed/encrypted form — we never store plain-text passwords)
• Phone number (optional)
• Professional title and post-nominal credentials (optional)
• Company or organization (optional)
• Profile picture (optional)
• Bio (optional)

1.2 Event Registration Information

When registering for training events, we may collect:

• Contact information (name, email, phone)
• Organization and professional role
• Goals and interests related to training
• Newsletter subscription preferences

Depending on project configuration, we may also collect optional demographic information for program evaluation purposes, including:

• Gender identity
• Age range
• Race/ethnicity
• Sexual orientation
• Pronouns
• Language preferences
• County of residence

Demographic data is collected solely for aggregate program reporting and evaluation. It is never used for individual identification or shared in a way that could identify you personally.

1.3 Resource Directory Information

The Platform maintains a public directory of community resources and certified professionals. Authorized users may submit or manage directory entries including:

• Organization or resource name and description
• Contact person, email, phone, and website information
• Service categories, populations served, and geographic areas
• Professional certification details (for certified family peer specialists)

Directory information marked as approved is publicly visible within the Platform to assist families and professionals in finding relevant resources.

1.4 File Manager Data

The Platform provides a file management system for sharing training resources, documents, and program materials. Files uploaded to the Platform are stored securely and are accessible based on your role and permissions.

1.5 Survey Responses

The Platform may present surveys for training feedback, program evaluation, and quality improvement. Responses are tied to survey sessions and may include pre-filled contextual fields (such as event or training identifiers).

1.6 Support Interactions

When you use the support ticket system, we collect:

• Ticket descriptions and messages
• File attachments you upload
• Timestamps and resolution status

1.7 Sentiment Analysis

Certain qualitative feedback (e.g., open-ended survey responses) may be analyzed for sentiment to help improve program quality. Sentiment analysis produces aggregate scores and does not expose individual comments to unauthorized users.

1.8 Automatically Collected Information

When you use the Platform, we automatically collect basic usage and access information for security and system management. This includes information necessary to:

• Maintain security and detect suspicious or unauthorized activity
• Troubleshoot technical issues and ensure system reliability
• Analyze usage patterns to improve the Platform

This information is logged securely and accessed only by platform administrators when necessary.

1.9 Cookies and Session Data

The Platform uses essential cookies to maintain your session and protect your account security. These include:

• Authentication cookies — keep you logged in during your visit and expire when you close your browser or after a period of inactivity.
• Security cookies — protect your account from unauthorized access and malicious activity.

We do not use advertising or third-party tracking cookies.

2. How We Use Your Information

We use the information we collect for the following purposes:

3. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Within the program: Platform administrators and managers can access user information as needed for program administration. Team managers can view information about their team members.
• Funding agencies: Aggregate program data (not individual personal information) may be shared with funding agencies for program evaluation and reporting.
• Research partners: De-identified or aggregate data may be shared for program evaluation and research purposes, subject to applicable IRB (Institutional Review Board) approvals.
• Legal obligations: We may disclose information when required by law, subpoena, court order, or to protect the rights, safety, or property of the Platform, its users, or the public.

4. Third-Party Services

The Platform uses trusted third-party service providers to support its operations, including:

• Cloud infrastructure providers for secure file storage and database backups
• Email service providers for delivering transactional and notification emails
• Research data platforms for integration with approved research data collection systems
• Survey platforms for integration with external survey instruments

All third-party services are selected based on their security standards and compliance with applicable privacy regulations. Each service provider operates under its own privacy policy.

5. Data Security

We implement industry-standard security measures to protect your data:

• Password protection: Passwords are encrypted and never stored in readable form.
• Encryption: Data transmitted to and from the Platform is encrypted in transit.
• Access controls: Role-based access ensures users can only access data appropriate to their role.
• Secure storage: Files are stored with encryption and access restricted to authorized personnel.
• Activity logging: System activities are logged for security auditing and compliance purposes.
• Regular backups: Data is backed up regularly to ensure recovery in case of system failure.
• Error handling: Sensitive data is protected in error reporting and logs.

6. Data Retention

We retain data for different periods based on its type and purpose:

7. Your Rights

You have the following rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may update your account information through your profile page, or request corrections to other data by contacting an administrator.
• Deletion: You may request deletion of your account and personal information, subject to legal and program retention requirements.
• Unsubscribe: You may opt out of non-essential email communications at any time using the unsubscribe link in our emails.
• Data portability: You may request your personal data in a portable format where technically feasible.

To exercise any of these rights, please contact a platform administrator or use the support ticket system.

Note: Directory and resource data is governed by program data governance policies. Requests related to this data should be directed to the appropriate program administrator.

8. Children's Privacy

The Platform is not intended for use by children under 13. We do not knowingly collect personal information directly from children under 13. Youth data entered into the system is submitted by authorized adult professionals on behalf of the program and uses coded identifiers rather than direct personal identifiers.

9. Administrative Access

Platform administrators have the ability to view the platform as another user for troubleshooting and support purposes. When this occurs:

• A visible banner indicates that impersonation is active.
• All actions during impersonation are logged.
• This feature is restricted to authorized administrators only.

10. Data Breach Notification

In the event of a data breach affecting your personal information, we will:

• Notify affected users as promptly as possible.
• Comply with NC Identity Theft Protection Act notification requirements.
• Take immediate steps to contain and remediate the breach.
• Provide information about steps you can take to protect yourself.

11. Changes to This Notice

We may update this Privacy Notice from time to time. When we make material changes, we will update the "Last Updated" date and notify users via email or a notice on the Platform. We encourage you to review this notice periodically.

12. Contact Information

If you have questions or concerns about this Privacy Notice or our data practices, please contact us at: