Privacy Policy

1. Introduction

FIRST in Texas (“FiT,” “we,” “our,” or “us”) is a nonprofit organization dedicated to inspiring young people in Texas to be leaders in science, technology, engineering, and math (STEM). We take seriously our responsibility to protect the privacy and security of participants, families, volunteers, and supporters who engage with our programs and our website. This Privacy Policy explains what information we collect, how we use it, how it may be shared, and the rights you have with respect to your data. 

2. Who This Policy Covers

This policy applies to anyone who interacts with FiT, including students, parents and guardians, coaches and mentors, volunteers, donors, sponsors, and partners, as well as visitors to our websites, online portals, and applications. It applies specifically to FiT and its operations in Texas. It does not apply to FIRST Headquarters or other FIRST affiliates. If you engage directly with FIRST HQ, please review their separate Privacy Policy. 

3. Information We Collect

FiT collects personal information to support safe and effective program delivery. This may include names, contact details, date of birth, demographic information (such as grade, school, gender, and race/ethnicity), parent/guardian names, emergency contacts, and program history. For certain program functions, we may also collect payment information, medical incident reports, or volunteer background screening results. Photos, videos, and recordings from events may also be collected. Technical data such as IP addresses, browser type, and cookies may be gathered to improve website performance.

4. How We Collect Information 

We gather information directly from you when you register for programs, complete forms, apply for grants, or make donations. Coaches, mentors, and schools may provide information as part of team registration. Volunteers and staff may submit information during onboarding or background checks. In addition, cookies and analytics tools may collect limited information automatically when you visit our sites.

5. How We Use Information

We use personal information to register participants and volunteers, administer grants and donations, issue identification badges, and manage events safely. Information helps us evaluate and improve programs, measure our impact, and comply with insurance and legal obligations. With appropriate consent, we may use images, videos, or testimonials in promotional materials to celebrate participants and highlight FiT’s mission. We may also contact donors, sponsors, and alumni to share updates, recognize contributions, or solicit support for our programs.

6. Photography and Events

Photography, videography, and livestreaming are common at FiT events. By attending an event, you acknowledge that you or your child’s image may be captured and used by FiT for promotional, educational, or archival purposes. While we respect requests not to feature individuals whenever feasible, participants should understand that public events have limited privacy expectations, and FiT cannot control third-party photography or media coverage.

7. Sharing of Information

FiT does not sell or rent personal information. We may share data with trusted service providers that support our operations, such as IT hosts, registration vendors, and background check services. Event venues and security partners may receive limited information to ensure safety. In some cases, information may be shared with FIRST Headquarters as part of national reporting or program delivery. Data may also be disclosed when required by law or in response to safety concerns.

8. Youth Privacy

Protecting young people is central to our mission. We follow principles of the Children’s Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA), even though FiT, as a nonprofit, is exempt. We require parental consent for minors, do not knowingly allow children under 13 to create accounts, and promptly delete unauthorized youth data if discovered. We also maintain reporting channels for youth protection concerns.

9. Donot Privacy

FiT collects donor information such as names, contact details, and contribution amounts. Donor information is kept confidential and is not shared outside FiT except as required to process donations, comply with legal obligations, or coordinate employer matching gifts. Unless requested otherwise, donor names may be recognized publicly in reports or promotional materials.

10. Data Retention

We retain personal data only as long as necessary to operate our programs or meet legal and insurance requirements. When data is no longer needed, it is securely deleted or anonymized. We use technical and administrative safeguards such as secure servers, encryption, firewalls, HTTPS, and periodic security audits. Access to sensitive information is restricted to authorized staff and vendors.

11. Your Rights

As a participant, parent, volunteer, or donor, you have the right to control how your information is used. You may opt out of communications at any time. You may also request access to the information we hold about you, ask for corrections to be made, or request that your data be deleted. In certain cases, you may also request a copy of your data in a portable format. To exercise any of these rights, you can contact us directly at [email protected] 

12. Cookies and Tracking

Our websites use cookies to support secure logins, improve performance, and understand site usage. You may disable cookies in your browser settings, though some features may not function properly.

13. Policy Updates

This Privacy Policy may be updated periodically to reflect changes in our practices, operations, or legal requirements. Updates will be posted on our website with a new effective date. Significant changes may also be communicated by email or program announcements.

CONTACT US

If you have questions about this Privacy Policy, or wish to exercise your privacy rights, please contact us:

FIRST in Texas
2186 Jackson Keller Rd Suite 2132
San Antonio, Texas 78213