Privacy Policy

NLJC Northern Virginia ("we," "us," or "our") operates the National League of Junior Cotillions program in Northern Virginia. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, register for our programs, or communicate with us.

Please read this Privacy Policy carefully. By using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Personal Information

When you register for our programs or contact us, we may collect:

• Parent/Guardian Information: Name, email address, phone number, mailing address
• Student Information: Name, date of birth, grade level, school name, gender, dietary restrictions or allergies
• Payment Information: Credit card details (processed securely through Stripe), billing address
• Emergency Contact Information: Name, phone number, relationship to student

Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• IP address (anonymized)

2. How We Use Your Information

We use the information we collect for the following purposes:

• To process registrations and manage student enrollment
• To communicate with parents about class schedules, events, and program updates
• To process payments and send invoices
• To ensure student safety and accommodate special needs (allergies, medical conditions)
• To improve our programs and website
• To comply with legal obligations
• To send promotional materials about upcoming seasons (with your consent)

4. Information Sharing and Disclosure

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

• Service Providers: With trusted third parties who assist us in operating our business (payment processing via Stripe, email communications via SendGrid, text messaging via SendGrid/Twilio). These providers are contractually obligated to protect your information.
• Venue Partners: Limited student roster information (names only) may be shared with our venue partners (country clubs) for event coordination and security purposes.
• Legal Requirements: When required by law, court order, or governmental authority.
• Safety: To protect the safety of our students, staff, or others.

5. Children's Privacy

Our programs serve students in grades 4-12 (typically ages 9-18). We collect student information only through their parent or guardian. We do not knowingly collect personal information directly from children without parental consent.

Parents have the right to:

• Review their child's personal information
• Request corrections to their child's information
• Request deletion of their child's information
• Refuse further collection of their child's information

To exercise these rights, please contact us at info@nljcnova.com.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (SSL/TLS)
• Secure payment processing through PCI-compliant providers
• Access controls limiting who can view personal information
• Regular security assessments

While we strive to protect your information, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specifically:

• Active Accounts: Retained while you have students enrolled or for 3 years after last enrollment, whichever is longer
• Payment Records: Retained for 7 years for tax and legal compliance
• SMS Consent Records: Retained for 4 years as required by TCPA regulations

You may request deletion of your data at any time by contacting us. Some information may be retained as required by law.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Opt-out: Opt out of marketing communications at any time

To exercise any of these rights, please contact us using the information provided below.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party sites you visit.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.