Privacy Policy

Last updated: [INSERT DATE]

The Smarty Pants Foundation ("we," "us," "our," or the "Foundation") is committed to protecting the privacy of applicants, guardians, donors, and visitors to this website. This Privacy Policy explains what information we collect, why we collect it, how it is used and protected, and the choices available to you.

This is a working draft based on the data this site actually collects and stores. It has not been reviewed by legal counsel and should not be published until it has been, particularly since it covers data belonging to minors.

1. Information We Collect

When you create an account or submit a scholarship application, we collect:

  • Account information: email address and password (managed securely via our authentication provider, Supabase).
  • Student information: full name, date of birth, gender, home address, school, and class/grade.
  • Guardian information: name, relationship to student, phone number, email address, occupation, and income range.
  • Financial information: household size, description of financial situation, and amount of support requested.
  • Academic information: most recent academic average, attendance rate, and academic achievements.
  • References: names, roles/relationships, phone numbers, and emails for school and community references.
  • Personal statement written by the applicant.
  • Uploaded documents and media submitted in support of the application (e.g. identification, report cards, photos, video).
  • Declarations and signatures confirming accuracy of the application and consent to its terms.

2. How We Use Your Information

We use the information collected to:

  • Evaluate and process scholarship applications.
  • Verify application details with the listed school and references, where consent has been given.
  • Communicate with applicants and guardians about application status.
  • Maintain records for internal reporting and program accountability.
  • Comply with legal and regulatory obligations applicable to the Foundation.

With separate, optional consent, anonymized elements of an applicant's story may be used in Foundation communications (e.g. newsletters, website, social media). This is never required to apply.

3. Who Can Access Your Information

Application data is private by default. Only the applicant account that submitted the data, and Foundation administrators who need it to review applications, can access it. Access controls are enforced at the database level (row-level security), and every status change made by an administrator is logged with who made the change and when.

We do not sell personal information, and we do not share it with third parties for marketing purposes.

4. Data Storage and Security

Data is stored using Supabase, a hosted database and storage provider, with encryption in transit (HTTPS) and access restricted by row-level security policies. Uploaded files are stored in a private storage bucket and are never publicly accessible; downloads require a time-limited, authenticated link generated on request.

5. Data Retention

We retain application records for [INSERT RETENTION PERIOD — e.g. "3 years following the application cycle in which they were submitted"] to support program evaluation, reporting, and re-application. After this period, records are deleted or anonymized unless a longer period is required by law or by an active scholarship relationship.

6. Children's and Minors' Data

Many of our applicants are minors. Applications require guardian information and a guardian signature, and by submitting an application the guardian consents to the collection described in this policy on the student's behalf. Guardians may contact us at any time to review, correct, or request deletion of their child's information, subject to Section 8.

7. Cookies and Analytics

This site uses only the minimum local browser storage needed to keep you signed in. It does not currently use advertising cookies or third-party analytics trackers. [Update this section if analytics or marketing tools are added later.]

8. Your Rights and Choices

You (or, for a minor applicant, their guardian) may request to:

  • Access the personal information we hold about you.
  • Correct inaccurate information.
  • Delete an application that has not yet been approved (submitted or pending applications can be deleted directly from the Status page).
  • Request deletion of your account and associated data, subject to records we are required to keep for legal or accounting purposes.

To exercise any of these rights, contact us at info@thespfoundation.org.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date at the top of this page.

10. Contact Us

Questions about this policy or how your data is handled can be sent to info@thespfoundation.org.