Privacy policy

Information we collect

We collect information in three main ways:

• Information you provide. This may include a name, email address, phone number, message, program interest, attendance update, enrollment details, household and emergency contact information, participant information, permissions, staff account information, or records submitted through our forms and portals.
• Transactions. If you donate or buy an item, we may receive your contact information, order or donation details, payment status, and transaction reference. Payment card details are handled by the payment provider and are not stored by Asante in full.
• App and technical information. The mobile app stores selected programs, notification choices, saved events, and reminders on the device. If notifications are enabled, a device notification token and related delivery information may be processed. Our hosting and security providers may also process standard technical records such as IP address, device or browser type, request time, and error or security logs.
• The Loop reviews. When you submit a review in The Loop, the selected event, your name and email address, your written thoughts, and the one photo you choose are emailed to Asante as a single submission. The same complete review is stored locally in the app on your device until you delete it. The app does not browse or upload other photos.

How we use information

We use information to:

• respond to questions, attendance updates, and family requests;
• administer enrollment, programs, events, and participant records;
• provide account, staff, order, donation, and receipt services;
• deliver requested program announcements and event reminders;
• operate, secure, troubleshoot, and improve our website and app; and
• meet legal, financial, safety, and recordkeeping obligations.

Asante does not sell personal information and does not use personal information for third-party targeted advertising.

When information is shared

We share information only as needed to run Asante’s services, protect people and systems, or comply with law. This may include authorized Asante staff and service providers that support hosting, databases and file storage, email delivery, mobile notifications, payments, and technical operations. These providers process information for the services they provide to us and are not authorized by Asante to sell it.

We may also disclose information when required by law, to protect the rights or safety of participants and others, or as part of an organizational transaction where appropriate safeguards apply.

Children and families

Asante serves young people and families. A parent, guardian, or other authorized adult should submit a child’s personal information through our enrollment and family communication tools. We use that information to administer participation, communicate with families, support safety, and provide the requested program services.

If you believe a child’s information was submitted without appropriate authorization, contact us so we can review and take appropriate action.

Your choices and requests

• Mobile notification categories can be changed in the app’s Settings. Device notifications can also be disabled in iOS or Android system settings.
• Camera and photo-library access is requested only when you use the Take a Photo or Choose from Device action in The Loop. You can deny or later change that access in device settings.
• You may request access to, correction of, or deletion of your personal information by emailing us. You may also ask us to close an applicable website account.
• We may need to verify your identity or authority over a child’s information before completing a request. Some records may be retained when required for legal, financial, safety, or legitimate operational purposes.

Retention and security

We retain personal information only for as long as reasonably needed for the purposes described in this policy, including program administration, account support, transaction records, safety, dispute resolution, and legal obligations. Retention periods vary by record type. When information is no longer needed, we delete it or remove identifying details where reasonably practical.

A Loop review remains on the submitting device until the user deletes the local copy. The emailed submission, including its photo attachment, may remain in Asante’s business email records until it is no longer needed for community feedback, follow-up, safety, or legal purposes.

We use administrative and technical safeguards designed to protect information. No internet transmission or storage system can be guaranteed to be completely secure.

Third-party services and links

Our services may use or link to providers such as Google Firebase for mobile functions, YouTube for video, hosting and email providers, and a payment processor for donations and purchases. A third party’s own privacy policy applies when you interact with its service. The website and app may also link to partner sites that Asante does not control.

Changes to this policy

We may update this policy as our services or legal obligations change. We will post the revised policy here and update the date at the top of the page. Material changes may also be communicated through the website, app, or another appropriate channel.