Updated: 8/5/2026
Who we are
Our website address is: https://klamemorial.org.
What personal data we collect and why we collect it
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Forms on this site
This site includes several forms. The information each one collects, and what we do with it, is described below. In every case we collect only what we need for the stated purpose, and we do not sell, rent, or trade the information you provide.
Donation forms
When you make a donation we collect your name, email address, mailing address, donation amount, and any message or dedication you choose to include. If you are giving in memory or in honor of someone, we collect that name and, where you provide it, the name and address of a person to notify.
Payment card details are entered directly into our payment processor, Stripe, and are transmitted to them rather than to us. We do not see, handle, or store full card numbers on this website. Our processor’s privacy policy is available at https://stripe.com/privacy.
We keep donation records because we are required to. Charitable contribution records support the receipts and acknowledgments we issue to you and the reporting we file, and we retain them for at least seven years in line with tax and accounting requirements. This means a donation record may be retained even if you later ask us to delete other information about you.
If you set up a recurring donation, we retain the information needed to administer it until you cancel. You may cancel at any time by contacting us.
We publish donor names only where you have given permission. Every donation form includes an option to give anonymously, and you may ask us at any time to remove your name from published or printed donor listings.
Volunteer forms
When you apply to volunteer we collect your name, contact details, availability, areas of interest, relevant skills or experience, and an emergency contact name and number. Depending on the role, we may also ask for references, your date of birth, or your consent to a background check.
If you are under 18, we require the consent of a parent or guardian before you volunteer, and we collect that adult’s name and contact details as well.
Event registration forms
When you register for an event we collect your name, contact details, the number of people in your party, and any ticket or payment information. Some events ask for dietary requirements or accessibility needs. Where you tell us about these, we share them only with the specific staff, volunteers, or venue who need to accommodate you, and we delete them after the event.
Photographs and video are sometimes taken at our events and may be used in our newsletters, on this website, or on social media. Where this applies, it is stated on the registration form and at the event itself, and you may tell us at any time that you do not wish to appear.
Partnership and sponsorship forms
When you enquire about partnering with or sponsoring our work, we collect your name, job title, organization, and business contact details, along with the information you provide about your organization and the support you are considering.
We use this to evaluate and administer the relationship. If a partnership or sponsorship proceeds, we retain the associated records, including any agreement, for the duration of the arrangement and for seven years afterwards for accounting and audit purposes.
Sponsor and partner names and logos are published only as set out in the relevant agreement or with your permission.
Program applications
When you apply to one of our programs, we collect the information set out on that program’s application form. This varies by program and may include your contact details, date of birth, background or eligibility information, and details about your circumstances or goals. Where a program serves young people, we collect the name, contact details, and consent of a parent or guardian.
Applications are reviewed only by the staff and reviewers responsible for that program. Where a selection panel or committee is involved, we tell applicants on the form.
Assistance request forms
If you request assistance from us, we collect the information needed to assess and respond to your request. Depending on the type of assistance, this may include details about your household, your financial circumstances, your health or the health of a family member, or other sensitive personal matters. We ask only for what is necessary to consider your request.
We treat this information as confidential. Access is restricted to the small number of staff and authorized volunteers directly involved in reviewing and fulfilling assistance requests, all of whom are bound by a confidentiality obligation. We do not publish, share, or discuss the details of an assistance request outside that group, and we do not use it for fundraising, marketing, or donor communications.
We may need to share limited information with a third party in order to provide the assistance you have asked for — for example, paying a vendor or coordinating with a partner organization. We will tell you when this is necessary and share only the minimum required.
Newsletter signup
If you subscribe to our newsletter we collect your email address and, where you provide it, your name. We use this only to send you the newsletter and occasional updates about our work.
Our newsletter is delivered through MailChimp, which stores subscriber details on our behalf and records whether messages were opened or links clicked so that we can see how our communications are performing. Their privacy policy is available at https://mailchimp.com/legal/.
Every newsletter includes an unsubscribe link, and you may also unsubscribe by contacting us directly. When you unsubscribe we remove you from the mailing list, though we retain a record of the unsubscribe itself so that we do not add you back by mistake.
Subscribing to the newsletter is separate from donating, volunteering, or applying to a program. We do not add you to the newsletter simply because you used another form on this site.
General contact forms
If you contact us through a general enquiry form, we collect the information you enter into that form — typically your name, email address, and the content of your message — along with the date and time of submission. We use this information only to respond to your inquiry and to keep a record of the correspondence. These messages are retained and are not used for marketing purposes or shared with third parties, except as described in the “Who we share your data with” section below.
Information common to all forms
All forms on this site are submitted over an encrypted connection and screened for spam. In addition to the information you enter, we may record the IP address and browser details of the submission to help identify abuse of our forms.
Where a form asks for information that is optional rather than required, this is indicated on the form itself. You are never obliged to provide optional information in order to submit.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
We use Google Analytics to understand how visitors find and use our site. This service collects information such as the pages you visit, the time spent on each page, the approximate geographic region derived from your IP address, and the referring site or search term that brought you here. This data is used in aggregate to improve the website and is not used to identify individual visitors.
You can opt out of analytics tracking by enabling the “Do Not Track” setting in your browser or by using a browser extension that blocks analytics scripts, or by installing the Google Analytics opt-out add-on available at https://tools.google.com/dlpage/gaoptout.
Who we share your data with
We do not sell, rent, or trade your personal information. We share data only with the service providers that help us operate this website, and only to the extent necessary for them to perform their function. These may include:
- Our web hosting provider, Plexamedia, which stores the site and its database.
- Our payment processor, Stripe, for donations and paid event registrations.
- Our email service provider, MailChimp, for newsletters, mailing list management, and correspondence.
- Our spam filtering service, which reviews comments and form submissions.
- Our analytics provider, as described above.
Where we provide assistance or run a program, we may also share limited information with a vendor or partner organization in order to deliver what you have asked for, as described in the relevant section above.
We may also disclose information where required to do so by law, or where necessary to protect our legal rights or the safety of others.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Information submitted through the forms on this site is retained for the periods set out in the relevant section above. Where a retention period is not stated, we keep the information only for as long as it is needed for the purpose it was collected.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Some records cannot be deleted on request. Donation and financial records are retained to meet tax, accounting, and audit obligations, and some program or assistance records are retained where we have a legal or funding requirement to keep them. Where we cannot delete something, we will tell you why.
To make a request, contact us using the details in the “Your contact information” section below. We will respond within 30 days.
Where we send your data
Visitor comments may be checked through an automated spam detection service, which may process the data outside of your country of residence. Donation and registration payments are processed by our payment processor, and newsletter subscriptions are stored by our email service provider; both may process data outside your country of residence.
Your contact information
If you have questions about this privacy policy or about the personal data we hold, you can reach us at:
KLA Memorial
Email: tomeka@klamemorial.org
Additional information
How we protect your data
This website is served over an encrypted HTTPS connection. Access to the site’s administrative area is restricted to authorized users, protected by strong passwords, and limited to the minimum number of accounts necessary. The site software, themes, and plugins are kept up to date, and backups of the site and its database are taken regularly and stored securely.
Information submitted through our forms is accessible only to the staff and authorized volunteers who need it for the purpose it was collected. Assistance requests and program applications are handled by a restricted group, and everyone with access to them is bound by a confidentiality obligation.
What data breach procedures we have in place
If we become aware of a breach affecting personal data held on this site, we will investigate promptly, take steps to contain the breach, and assess what information was affected. Where the breach is likely to pose a risk to the people involved, we will notify those individuals and any applicable regulatory authority without undue delay, and in any event within the time frame required by law.
What third parties we receive data from
We receive spam scoring information about comments and form submissions from our spam filtering service, aggregated traffic statistics from our analytics provider, transaction confirmations and related details from our payment processor, delivery and engagement statistics from our email service provider, and the results of background checks from our screening provider where a volunteer role requires one. We do not purchase or receive personal data from data brokers or advertising networks.
What automated decision making and/or profiling we do with user data
Comments and form submissions are automatically screened for spam. A submission flagged as spam may be held for moderation or rejected. Donation and registration payments are subject to automated fraud screening by our payment processor, which may decline a transaction. Decisions about volunteer applications, program applications, and assistance requests are made by people, not by an automated process. No other automated decision making or profiling is carried out.
