Privacy
Privacy notice
Plain language, no surprises: what we hold, why, and how to have it changed or removed.
What we collect
Parent and family contact details; the age or year of birth of the young person who may take part; your State Society and relationship to a member; the dates and preferences you give us; application and renewal answers; messages you send us; and, where a family shares it, reflections and media after an exchange.
Why we collect it
To answer your questions, to keep you informed about the exchange year, to compare families so that a suitable introduction can be proposed, and to support families before, during and after a visit.
Information about young people
We collect the minimum needed for a safe and comfortable visit, always through a parent or guardian. Medical, dietary and emergency details are shared privately between the two families and coordinators, never published, and never used for any other purpose.
Who can see your information
The program coordinators. Details of one family are shared with another family only once both sides have agreed to an introduction. We do not sell information and we do not share it with third parties for their own purposes.
Emails you receive
Confirmations and information about your own application or visit are sent because you asked us to act on it. News, webinar invitations and reminders are sent only if you asked for them, and every one of those messages carries an unsubscribe link.
How long we keep it
Family records are kept while your family remains interested and for a reasonable period afterwards so that a returning family need not start again. Records are removed sooner on request, unless we must keep something for a legitimate reason.
Photographs, video and quotations
Nothing a family shares is published beyond the specific permission that family selected. Permission can be changed or withdrawn at any time by writing to us. See the Media and Photography Consent page.
Analytics
We count page views and form completions without cookies for advertising and without tracking individuals across other websites.
Your choices
You can ask to see what we hold about your family, correct it, or have it deleted. You can unsubscribe from news at any time while continuing to receive messages about your own application.
Security
Family, application and media records are held in a protected database that the public website cannot read. Access is limited to coordinators, and secure private links expire.
How to contact us
Write to info@cincinnatiexchange.org or use the contact form. Related: Media and Photography Consent.