PDF versions of the Amharic, Arabic, Chinese, Somali, Spanish, and Vietnamese translations are available on the Privacy Notices page.
1. Introduction
Annually, the听91探花 (鈥淯W鈥�) engages with over 94,000 youth听in more than 200 programs. This Privacy Notice for 91探花Youth Programs (鈥淣otice鈥�) informs parents, guardians, and participating youth who have reached 18 years of age (referred to as 鈥渃onsenting participants鈥�) about privacy practices across certain youth-oriented programs and events that are controlled and operated by 91探花(鈥� 91探花Youth Programs鈥�). This Notice applies to 91探花Youth Programs that provide this Notice to parents, guardians, or consenting participants. This Notice does not apply to any programs or events that are subject to the Family Educational Rights and Privacy Act (FERPA) or the European Union鈥檚 General Data Protection Regulation (EU GDPR).
For the purposes of this Notice, personal data is any information that identifies or can identify an individual (either on its own or when combined with other information) such as name, date of birth, level of education, the school a participant attends, or parent or guardian contact information. Personal data can exist in any format, including hard copy or paper format, electronic or digital format, photographs, video recordings, audio recordings, etc.
2. Collecting and Using Personal Data
Depending on the nature of a 91探花Youth Program, some or all of the personal data described in the table below may be collected and used for the purpose of providing, operating, improving, and promoting a 91探花Youth Program, and in certain circumstances, a 91探花activity or function (the 鈥淧urpose鈥�). If certain personal data is not provided to a 91探花Youth Program, it may limit an individual鈥檚 ability to participate in the 91探花Youth Program, or limit that program鈥檚 ability to pursue its Purpose.
If a 91探花Youth Program engages in any activities in Tab C below, it will first ask for permission from a parent, guardian, or consenting participant through a separate consent form that describes the proposed data processing in more detail.
Collected personal data may include:
Participant personal data
- Registration information of a participant under the age of 18 (such as name, place of residence, grade level, age or age range, the 91探花Youth Program with which the participant is involved, etc.)
- Contact information of a participant under the age of 18 (such as email address, phone number, or mailing address)
- Background information (such as a participant鈥檚 name, level of education, school, school district, athletic history, athletic achievements, relevant coursework, personal statements, exam responses and results, interests, enrollment in past programs, references from a participant鈥檚 teachers or coaches, etc.)
- Health and dietary information (such as environmental and food allergies, dietary restrictions, health conditions, medications, immunizations, etc.)
- Demographic information (such as birthdate or age or age range, race, ethnicity, gender identity, school, school district, etc.)
- Photographs, video or audio taken or recorded by a 91探花Youth Program
- Content created in a 91探花Youth Program that identifies or can identify the participant (such as essays, stories, notes, artwork, photographs, audio recordings, video recordings, etc.)
- Observations, evaluations or feedback relating to a participant (such as athletic statistics, results related to exams, assessments and formal observations, documenting a participant’s interactions with other participants, 91探花Youth Program staff and/or volunteers, etc.)
Parent, guardian, or consenting participant personal data
- Registration and contact information of a parent, guardian, or a consenting participant (such as name, address, email address, phone number, mailing address, relationship to participant, participant鈥檚 grade level, participant鈥檚 age or age range, the 91探花Youth Program with which the participant is involved, etc.)
- Financial information (such as self-reported income, tax returns, pay stubs, proof of free or reduced-cost school lunch, etc.)
- Payment information (such as debit or credit card number, card holder verification information, etc.)
- Drop-off and pick-up information (such as name, address, phone number, email address, relationship to participant, signature, time of arrival and departure, etc.)
Third-party personal data
- Emergency contact information (such as name, address, phone number, email address, relationship to participant, etc.)
- Drop-off and pick-up information (such as name, address, phone number, email address, relationship to participant, signature, time of arrival and departure etc.)
Personal data may be used to:
Participant personal data
- Registration information of a participant under the age of 18:
- Identify participants and use participant information administratively (ex. for staff/volunteer assignments, ensuring adequate supervision, resource management, attendance, etc.)
- Contact information of a participant under the age of 18:
- Send communications to participants who are 13 years of age or older during a 91探花Youth Program relating to announcements, assignments, logistics, mentoring, or similar matters
- Background information:
- Evaluate candidates and/or participants for qualifications and preparedness, placement, aligned interests, completion of prerequisites, priority in enrollment, etc.
- Health and dietary information:
- Be aware of and/or make efforts to address health and dietary considerations
- Provide health information to a designated emergency contact, emergency response personnel and/or healthcare providers in the event of a health or safety emergency involving the participant
- Maintain compliance with applicable immunization requirements
- Demographic information:
- Share with a third-party (ex. a funding partner) for reporting that is mandatory for the 91探花Youth Program
- Use within the 91探花Youth Program to understand demographic trends and address diversity and equity (ex. identifying groups that are underrepresented, developing culturally competent content, establishing codes of conduct or practices to address bias, etc.)
- Address participants using their preferred gender pronouns, if any
- Photographs, video or audio taken or recorded by a 91探花Youth Program:
- Achieve the educational, experiential, or similar objectives pursued within a 91探花Youth Program
- Measure and/or document 91探花Youth Program effectiveness
- Share with a third-party (ex. a funding partner) for reporting that is mandatory for the 91探花Youth Program
- Content created in a 91探花Youth Program that identifies or can identify the participant:
- Achieve the educational, experiential, or similar objectives pursued within a 91探花Youth Program
- Measure and/or document 91探花Youth Program effectiveness
- Share content with a participant鈥檚 peers (ex. as an exemplar, in peer review activities, etc.)
- Share with a third-party (ex. a funding partner) for reporting that is mandatory for the 91探花Youth Program
- Observations, evaluations or feedback relating to a participant:
- Document and/or evaluate participant learning and/or performance
- Measure and/or document 91探花Youth Program effectiveness
- Address participant behavior issues (ex. with staff, volunteers, participant, parents, or guardians)
- At the request of a parent, guardian, or participant who is 13 years of age or older, provide an assessment of or reference for a participant to a third-party (ex. a letter of recommendation)
Parent, guardian, or consenting participant personal data
- Registration and contact information of a parent, guardian, or a consenting participant:
- Obtain consent or authorization
- Respond to inquiries
- Communicate with or provide information to parents, guardians, or consenting participants about a 91探花Youth Program and/or a participant
- Alert parents or guardians regarding a health or safety emergency involving a participant
- Provide parent or guardian contact information to emergency response personnel and/or healthcare providers in the event of a health or safety emergency involving a participant
- Financial information:
- Evaluate eligibility in connection with a needs-based 91探花Youth Program
- Payment information:
- Process payments for fee-based 91探花Youth Programs
- Drop-off and pick-up information:
- Oversee participant drop-off and pick-up by a parent or guardian including use of sign-in and sign-out sheets
- Communicate with a parent or guardian about drop-off and pick-up arrangements
- Verify identity of a parent or guardian
Third-party personal data
- Emergency contact information:
- Alert a designated emergency contact about a health or safety emergency involving a participant
- Provide a designated emergency contact鈥檚 contact information to emergency response personnel and/or healthcare providers in the event of a health or safety emergency involving a participant
- Drop-off and pick-up information:
- Oversee participant drop-off and pick-up by a parent or guardian鈥檚 designee including use of sign-in and sign-out sheets
- Communicate with a parent or guardian鈥檚 designee about drop-off and pick-up arrangements
- Verify identity of a parent or guardian鈥檚 designee
If you give your consent, personal data may also be used to:
Participant personal data
- Contact information of a participant under the age of 18:
- Send communications relating to announcements, assignments, logistics, mentoring, or similar matters to participants who are under 13 years of age during a 91探花Youth Program
- Share contact information within 91探花for prospective student recruiting (including to contact a participant and/or their parent or guardian)
- Background information:
- Share background information within 91探花for prospective student recruiting (including to contact a participant and/or their parent or guardian)
- Demographic information:
- Share with a third-party (ex. a funding partner) for reporting that is optional for the 91探花Youth Program
- Photographs, video or audio taken or recorded by a 91探花Youth Program:
- Publish in a 91探花Youth Program鈥檚 and/or UW鈥檚 promotional materials such as brochures, online content, videos, etc.
- Feature on a 91探花Youth Program bulletin board, blog, newsletter, or through a similar publicly-accessible medium
- Share with a third-party (ex. a funding partner) for reporting that is optional for the 91探花Youth Program
- Content created in a 91探花Youth Program that identifies or can identify the participant:
- Publish in promotional materials of a 91探花Youth Program and/or the 91探花such as brochures, website content, videos, etc.
- Feature on a 91探花Youth Program website, bulletin board, blog, newsletter, or through a similar publicly-accessible medium
- Share with a third-party (ex. a funding partner) for reporting that is optional for the 91探花Youth Program
Parent, guardian, or consenting participant personal data
- Registration and contact information of a parent, guardian, or consenting participant:
- Contact parents, guardians, or consenting participants about other 91探花Youth Programs they may be interested in.
- Share contact information within 91探花for prospective student recruiting including to contact a participant and/or their parent or guardian)
91探花Youth Programs and 91探花may also use the personal data described above in Column 1 to comply with legal obligations, to meet 91探花requirements (such as 91探花Administrative Policy Statements and 91探花Presidential Orders), and/or for internal 91探花reporting relating to health, safety, or similar interests.
3. Retaining Personal Data
Personal data will be kept as needed to fulfill the Purpose, for at least the minimum retention period according to the 91探花 and/or 91探花, as applicable, and per governing laws.
4. Sharing Personal Data
A. Personal data may be shared within UW:
- On a need-to-know basis to fulfill the Purpose and, when applicable, with prior consent; or
- To comply with legal obligations, to meet 91探花requirements (such as 91探花Administrative Policy Statements and 91探花Presidential orders), and/or for internal 91探花reporting relating to health, safety, or similar interests.
B. Personal data may be shared outside of UW:
- With a contractor providing purpose-related services to a 91探花Youth Program;
- As part of a legal process in response to requests by government or regulatory agencies, or in connection with a legal obligation;
- To satisfy reporting requests from a third-party (such as a funding partner);
- To provide an assessment of or reference for a participant to a third-party (such as a letter of recommendation) at the request of a parent, guardian, or participant 13 years of age or older.
- With a participant鈥檚 designated emergency contact, emergency response personnel (such as paramedics or police), and/or healthcare providers in the event of a health or safety emergency involving the participant;
- With a participant鈥檚 designated pick-up or drop-off person; or
- With prior consent, when applicable.
5. Inquiries
For additional information, you may contact the 91探花Youth Program that provided you with or directed you to this Notice. You may locate the relevant 91探花Youth Program by consulting your application, registration, and/or similar onboarding materials, by using the directory available on the Office of the Youth Protection Coordinator website or by contacting the office at uwminors@uw.edu.
If your privacy-related questions or concerns are not addressed after contacting the relevant 91探花Youth Program, you may also contact the 91探花Privacy Office at uwprivacy@uw.edu.
6. Effective Date and Changes to this Notice听
Updated August 18, 2021 to reflect a new organization name (Office of the Youth Protection Coordinator).
This Notice is effective as of October 10, 2019. This Notice may be periodically updated. Future versions of this Notice may be posted on this page.