Central California Writing Project Young Writers Privacy Practices

Central California Writing Project Young Writers Privacy Practices

UC Santa Cruz and the Central California Writing Project’s Young Writers’ Program care about the privacy of you and your child(ren).  Please read below to see how we use – or process – your child’s data collected online and how we protect their privacy. We aim to be clear when we collect personal information online and not do anything you would not reasonably expect.

Here is the data that we will collect: 

  • Registration information directly from you, including your contact information and your child’s information, using Google forms and Excel.
  • Cookies, logs, and device data related to child’s Workshops participation through Zoom video conferencing
  • We will NOT be recording the Zoom sessions

Here is how we may use your identifiable data:

  • To administer Workshops
  • To provide technical support
  • To contact you for future events
  • To request feedback
  • In the event of an emergency
  • To handle complaints

Please note that Zoom Video Communications and UC Santa Cruz’s secure Google Drive will implement technical, administrative, and physical safeguards to control access to the data.

Here is how we will protect your privacy and the information you provide: 

  • We will use UCSC approved technical, administrative, and physical safeguards 
  • We will collect data securely, limiting access to your and your child’s information
  • We will be providing privacy and security training for the workshop leaders and other employees

As a parent/guardian you have the right to: 

  • See and correct the information we hold about you and your child
  • Opt out of mailing lists and marketing communications
  • Delete some of the information we hold
  • Transfer your data to another service
  • Complain about us

If you have any questions or concerns, please contact the workshop leader or: 

Danna Moreno
CCWP Administrator of Grants, Projects, & Professional Development
University of California, Santa Cruz
email: theccwp@ucsc.edu
website: https://www.ccwritingproject.org/
831-459-4506

CCWP COPPA, Español, 2022

For more detailed information, please read our full statement below. 

Expanded and more detailed version of our Privacy Practices: 

Who we are and what we do

The Central California Writing Project’s Young Writers’ Program is a summer program that inspires creative thinking and writing. Students will be exploring writing styles and methods of self-expression with peers with the assistance of experienced teachers. 

For purposes of the General Data Protection Regulation (“GDPR”), the data controller is the Regents of the University of California, with a location at 1156 High St, Mail Code 207,  Santa Cruz, CA 95064

What these Privacy Practices apply to

University of California, Santa Cruz (“UC Santa Cruz”) and the Central California Writing Project know you care about the privacy and confidentiality of your child’s information. We are committed to protecting the privacy of children/minors, and Young Writers’ Workshops are designed to reflect our compliance with the applicable requirements of the Children’s Online Privacy Protection Act (“COPPA”) and the EU General Data Protection Regulation (“GDPR”), and other applicable laws. 

We take protecting your privacy very seriously. Please read the following to learn more about how we treat the information we collect online when you and your child participate in the Central California Writing Project workshop programs or activities.

These Privacy Practices do not apply to the information practices or services offered by other organizations or individuals (“Third Parties”), but we do not have advertisers or sponsors linked to our website.

Key Terms

Workshop data:  Workshop data is personal data that we gather online as part of Virtual Workshops. It includes the following: name, email address, phone number, data regarding workshop participation and IP address or device ID (automatically collected).

Identifiable data:  Any data that can be used to identify, contact, or locate an individual, either alone or combined with other easily accessible sources.

Anonymized data:  Data that does not identify a specific individual; that is, data from which all identifiers, such as name, email address, date of birth, phone number, have been removed.

The personal information we process

As part of CCWP, we may process certain personal information about your child. We will obtain information in the following ways:

  • Information you provide:  
  1. Registration and Account Setup
    When you create your account during the registration process, we collect personal information about you and your child. UC Santa Cruz has contracted with Google to provide platforms to collect registration documentation, including payment, legal waivers, consents, emergency contacts, and, when necessary, information about your child’s health history. As part of registration, we collect your name, email address, phone number and emergency contact information. We may collect your child’s name, grade level, and relevant health information. The Central California Writing Project does not store any credit or debit card details. Payments are handled by a PCI-DSS compliant vendor. 
  2. Workshop Programs
    UC Santa Cruz has contracted with Zoom Video Communications, Inc., (“Zoom”) to provide an online Workshop experience. In order for your child to participate in the Virtual Workshop, they will use Zoom to video conference with the Workshop instructors and other children participating in the Workshop. There may potentially be parents and siblings as well. Your child’s first name and last initial, video, and audio will be visible to others. Because Workshops are interactive, your child’s activities, opinions, perspectives, behaviors, and statements will be transmitted through Zoom. We do not anticipate recording Zoom sessions at this time; we will notify you and ask for your consent before recording any sessions. 
  • Information we collect automatically: 
  1. Web browser cookies, logs, and device data
    As is true of most other websites and platforms, we may collect information about your device and browser whenever you interact with the Central California Writing Project website. Our website may use “cookies” to enhance your experience. Your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about you. Information may include the browser name, the type of computer, the region or location where your computer or device is accessing the internet, and technical information about your means of connection to our website, such as the operating system and the Internet service providers utilized and other similar information. To learn more about what information your device makes available to us, please also check the policies of your device manufacturer or software provider.

Essential cookies:  These cookies are essential for enabling user movement around our website and providing access to features such as your profile and purchases, UC Santa Cruz-only resources, and other secure areas of the website. 

Analytics cookies: We use Google Analytics cookies to collect information about how visitors use our website. These cookies collect information in the aggregate to give us insight into how our website is being used. We anonymize IP addresses in Google Analytics, and the anonymized data is transmitted to and stored by Google on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. 

  • Zoom info: Zoom collects device, location, and other information when you or your child use the platform. Please review the Zoom Privacy Policy to understand what information Zoom collects automatically.

Except for children registered for Young Writers’ Workshops, we do not knowingly collect or solicit personal information from anyone under the age of 13 or knowingly allow such persons to register themselves for the Workshops.

Why and how we use your personal information

We will only use your personal information as described below or as required or permitted by law.  

We will use your data primarily for the purpose of administering the Workshops for which you register your child. Your child’s personally identifiable data are accessible only by the staff of the Central California Writing Project’s Young Writer’s program, their university-approved partners or vendors, and the IT personnel that maintain the data and websites.  

We may use your data for the following purposes:

  1. To deliver and administer Workshop programming and enable your participation at events. This is generally required under the agreement we have with you;
  2. To process your payments and donations. This is generally required to process a transaction requested by you;
  3. To provide you with technical support. This is generally required to process a transaction requested by you; 
  4. To provide you with information regarding Young Writers’ Workshop events and initiatives. We will generally only do this where it is in our legitimate interest and where you have not objected or withdrawn any prior consent given. We do not send such information to children directly;
  5. To enable us to contact others in the event of an emergency. This is required to address a vital interest or public health mandates;
  6. To process and handle any complaints or inquiries made by you or legally on your behalf. We do this because it is in our legitimate interest as part of the services Young Writers’ Workshop offers to you;
  7. When required or permitted by law, to disclose Workshop Data to authorities who can request this information by law that is binding on UC Santa Cruz;
  8. To assess or appraise our process for administering Workshops. It is in our legitimate interest to understand and improve our processes;
  9. To improve website/application functionality, improve content, monitor website/application performance, and answer specific questions about the usage and performance of the site/app; 
  10. To compile statistics and conduct research for internal and statutory reporting purposes. It is in our legitimate interest to understand, improve, and report on our programs;
  11. To solicit feedback about the program. It is in our legitimate interest to continuously improve our programs;
  12. To calculate participation rates among participants as a whole and by groups (e.g., locations, grade level) and to design strategies to increase participation. It is in our legitimate interest to continuously improve the diversity, equity, and inclusion of our programs;
  13. To apply for funding that will help promote children’s education. It is in our legitimate interest to improve our programs.

When used for purposes (8) through (13), Workshop Data may be combined with data provided by other UC Santa Cruz departments, analyzed in aggregated format, and reported both to groups and individuals within UC Santa Cruz and to outside groups for research, educational, and publication purposes. No identifiable information from you or your child will be contained in the reports.

As part of our quality control process, your data will be checked for accuracy and corrected when necessary.  

INFORMATION WE COLLECT ABOUT YOU AND HOW WE COLLECT IT

We collect several types of information from and about users of our Website, including information:

  • By which you may be personally identified, such as your first and last name and e-mail address (“personal information”);
  • That is about you but individually does not identify you, such as what videos or pages you have clicked on, and how long you have spent on each page; and/or
  • About your Internet connection, the equipment you use to access our Website, and usage details.

We collect this information:

  • When you directly provide it to us.
  • Automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses and information collected through cookies, web beacons, and other tracking technologies.

INFORMATION YOU PROVIDE TO US

The information we collect on or through our Website may include:

  • Information that you provide by filling in forms on our Website. This includes information provided at the time of subscribing to our emails, posting material, or requesting further services. We may also ask you for information when you enter a contest or promotion sponsored by us, and when you report a problem with our Website.
  • Records and copies of your correspondence (including e-mail addresses), if you contact us.
  • Your responses to surveys that we might ask you to complete for research purposes.

You also may provide information to be published or displayed (hereinafter, “posted”) on public areas of the Website, or transmitted to other users of the Website or third parties (collectively, “User Contributions”). Your User Contributions are posted on and transmitted to others at your own risk. Please be aware that no security measures are perfect or impenetrable. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share information. Therefore, we cannot and do not guarantee that your information will not be viewed by unauthorized persons if you choose to share this information publicly or with other Users.

INFORMATION WE COLLECT THROUGH AUTOMATIC DATA COLLECTION TECHNOLOGIES

As you navigate through and interact with our Website, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions and patterns, including:

  • Details of your visits to our Website, including traffic data, location data, logs and other communication data, and the resources that you access and use on the Website.
  • Information about your computer and Internet connection, including your IP address, operating system and browser type.

“Do Not Track” is a preference you can set in your browser to let websites you visit know that you do not want them collecting certain information about you. We, unfortunately, do not have the capability to honor, Do Not Track signals or requests from your browser.

The information we collect automatically is statistical data and does not include personal information, but we may maintain it or associate it with personal information we collect in other ways or receive from third parties. It helps us to improve our Website and to deliver a better and more personalized service, including by enabling us to:

  • Estimate our audience size and usage patterns.
  • Store information about your preferences, allowing us to customize our Website according to your individual interests.
  • Speed up your searches.
  • Recognize you when you return to our Website.

The technologies we use for this automatic data collection may include:

  • Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website.
  • Flash Cookies. Certain features of our Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from and on our Website. Flash cookies are not managed by the same browser settings as are used for browser cookies.
  • Web Beacons. Pages of our Website [and our e-mails] may contain small electronic files known as web beacons (also referred to as clear gifs. pixel tags and single-pixel gifs) that permit UC Santa Cruz, for example, to count users who have visited those pages or [opened an e-mail] and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

HOW WE MAY USE YOUR INFORMATION

We may use information that we collect about you or that you provide to us, including any personal information:

  • To present our Website and its contents to you.
  • To provide you with information or services that you request from us.
  • To notify you about changes to our Website or any products or services we offer or provide though it.
  • To allow you to participate in interactive features on our Website.
  • In any other way we may describe when you provide the information.
  • To fulfill any other purpose for which you provide it.
  • For any other purpose with your consent.

Information We Share with Third Parties

The UC Santa Cruz Central CA Writing Project shares your and your child’s Workshop Data with our approved third-party vendors who provide services on our behalf. UC Santa Cruz uses approved third-party vendors and IT services for video conferencing, document storage, and processing of Workshop Data for the purposes identified above. We may also need to share your Workshop Data as required to respond to lawful requests and legal process; to protect our rights and property and those of our agents and others, including to enforce our agreements and policies; and in an emergency, to protect UC and the safety of our students, faculty and staff or any third party. 

UC Santa Cruz and the Central CA Writing Project will never sell or license your or your child’s information for marketing or commercial purposes. We will not share your child’s information for other purposes, except with your prior consent, as required or permitted by law, or to investigate a violation of law or policy.

If your Personal Data is shared with a third party, UC will require that the third party use appropriate measures to protect the confidentiality and security of your and your child’s data.

We use the following approved third parties for our Workshops: Zoom Video Communications and Google Drive. Please review their privacy policies for additional information. 

How We Protect Personal Information

The Central CA Writing Project’s Young Writers’ Workshop is committed to protecting the security of your and your child’s personal information. We maintain technical, physical, and administrative safeguards to protect the security, integrity, and privacy of personal data, including the following practices:

  1. a) storing information we collect on computer systems located in controlled facilities with limited access;
    b) protecting the transmission of your information over the Internet, through the use of encryption, such as the Secure Socket Layer (SSL) protocol;
    c) using a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosures; and
    d) limiting access to data to only authorized personnel.

We endeavor to protect the privacy of the personal information we hold in our records, but we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of your or your child’s personal information.

The Central CA Writing Project website contains links to additional programs and websites associated with UC Santa Cruz. When following a link to another website, you should read that website’s privacy policy or consent form and make sure that you agree with it and can accept it.

How Long We Keep Your Identifiable Data

Information about how long different types of information are retained by UC Santa Cruz is published at:  https://www.ucop.edu/information-technology-services/services/system-wide-it-services/uc-records-retention-schedule.html

Knowing Your Choices and Rights

You may choose not to visit or use the Central CA Writing Project’s website or allow your child to participate in Workshop activities. If you choose not to use the Central CA Writing Project’s third party service providers, your child will be unable to participate in Workshop activities.  

You may choose to set your web browser to refuse cookies, or to alert you when cookies are being sent.  If you choose to reject cookies, some parts of the website may not function properly. 

You have a right to:

  • Access your and your child’s Workshop Data, as well as information relating to the recipients of Workshop Data, the purposes of processing Workshop Data, the duration for which the Workshop Data will be stored, and the source of Workshop Data that has not been provided by you;  
  • Rectify or correct inaccurate or incomplete Workshop Data concerning you or your child, taking into account the purposes of the processing, and the right to have incomplete Workshop Data completed;
  • Move your Workshop Data to another controller or processor. UC will facilitate the lawful transfer of your data to the extent possible;
  • Have your or your child’s Workshop Data erased in certain circumstances;
  • Restrict the processing of your or your child’s Workshop Data in certain circumstances;
  • Object to the processing of Workshop Data in certain circumstances;
  • Withdraw your consent to the processing of your child’s Workshop Data. The withdrawal does not affect the lawfulness of processing based on your consent before its withdrawal; and
  • Lodge a complaint with a supervisory authority. 

UC may be obligated to retain Workshop Data as required by U.S. federal or state law. 

If you wish to exercise your rights, you can contact the UC Privacy Officer identified below. 

You may exercise your rights and submit any questions or concerns using the procedure under “Contacting Us.” Please do not include any personally identifiable or other sensitive information in an email or voicemail message.

Changes to this Privacy Policy

This Privacy Policy will be updated periodically to reflect any material changes in our programs and practices. These changes will be evident by inserting a new “Effective Date” (see below) and are effective when they are posted to our website at:  www.ccwritingproject.org. Treatment of information we collect now is subject to the version of the Privacy Policy in effect at the time such information is used. In addition, changes to how we treat your child’s information will be communicated to you directly.

Contacting Us

If you have any general questions about how your personal information is used by the Central California Writing Project or wish to exercise any of your rights, please contact the Camp team by email at < theccwp@ucsc.edu >,  call us at 831-459-4506 or contact the UC Santa Cruz Privacy Officer at privacy@ucsc.edu. 

Effective Date
This policy is effective as of 5/30/2022.