Privacy Policy
What Pactgrove collects, why, who else sees it, and how to get it removed.
1. Who this covers
Three different people end up in Pactgrove, and they are treated differently:
- Staff and volunteers of a fundraising organization, who sign in to the application at app.pactgrove.com.
- Supporters — parents, buyers, sponsors, volunteers — who never sign in, but who buy something from an organization’s shop, enquire about a sponsorship, pay an invoice, or sign up for a volunteer shift.
- Visitors to this marketing site, pactgrove.com.
2. Who decides what
This distinction decides who you ask when you want something changed or deleted, so it is worth stating plainly.
For information about supporters, the organization decides and we act for them. When a booster club records a sponsor’s contact details, or a parent buys a parking spot, that information belongs to the club’s records. They chose to collect it; they decide how long to keep it; we store and process it on their instructions. In data-protection language, the organization is the controller and we are the processor.
For our own dealings with you, we decide. That covers staff sign-in accounts, enquiries sent through this website, and analytics on pactgrove.com.
So: if you are a supporter and you want your details corrected or removed, ask the organization first — they can do it themselves, immediately. If you cannot reach them, contact us and we will help.
3. What we collect
Staff and volunteers who sign in
| What | Why |
|---|---|
| Name and email address | To create the account, sign you in, and show colleagues who did what |
| Password | Held by Amazon Cognito, our identity provider, not by us. We never see it |
| Your role in the organization | To decide what you can see and do |
| A record of significant actions | An activity trail inside the organization — who recorded a payment, who cancelled an order |
Supporters
| What | When |
|---|---|
| Name, email address | Buying from a shop, enquiring about sponsorship, signing up to volunteer |
| Phone number, organization name | Optional, where the form offers them |
| What you bought and what you chose | The items, the specific spot or option you picked, and your answers to the organization’s own questions — a vehicle plate for a parking spot, a name to print on a chair. These are recorded permanently on the order |
| Any message you typed | Free-text fields on an enquiry or order |
| A six-digit code sent to your email | To confirm the address is really yours before an order takes stock out of circulation. We store a hashed form of the code, not the code |
| Your network address | Used briefly to rate-limit public forms against abuse |
A shop receipt is reachable by a long random link. Anyone holding that link can see the order, so treat it as private.
Sponsors and prospective sponsors
Organizations record businesses they sponsor or hope to: business name, address, website, category, and a contact person’s name, email and phone. Some of these are businesses the organization has never contacted — suggested by our discovery feature from public business listings.
If you are a business contact and you would rather not be in an organization’s records, ask that organization to remove you. They can delete the record themselves.
Visitors to this website
If you use the sign-up form we collect what you type — your name, email, organization and what you told us about it — so we can answer you. We also use Google Analytics; see Cookies and local storage.
4. Payment information
We never see, receive or store card numbers or bank account numbers. Card details are entered on a page hosted by our payment processor, on their systems. What comes back to us is the amount, whether it succeeded, and reference identifiers.
When you buy from an organization’s shop, we pass your email address and a description of the items to Stripe so they can send you a receipt and show you what you are paying for. Your payment is made to the organization, not to us.
One thing to be precise about: an organization can type its own cheque or bank-transfer instructions into its invoice settings, and whatever it writes there is printed on its invoices and shown on its payment page. If an organization chooses to put its own account details in that box, we store and display them — because that is what the box is for. That is an organization publishing its own banking information deliberately. It is never a supporter’s.
5. Why we use it
- To run the service — process an order, hold a parking spot, send a receipt, produce a pick list.
- To send the messages the organization asks us to send on their behalf: confirmations, invoices, volunteer reminders, sponsor outreach they wrote.
- To confirm an email address is genuine before an order reserves limited stock.
- To protect the service — rate limits and spam controls on public forms.
- To answer you when you contact us.
- To understand how the marketing site is used, in aggregate.
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use your organization’s data to train AI models.
6. Who else sees it
We use a small number of service providers. Each gets only what it needs to do its job.
| Provider | What they get | What for |
|---|---|---|
| Amazon Web Services | Everything stored, in the United States | Hosting, database, file storage, email delivery |
| Amazon Cognito | Staff name, email, password | Sign-in |
| Stripe | Buyer email, order description and amount; the organization’s own business and banking details | Card payments for shops |
| Lalo Docs | Sponsor and invoice details | Sponsor invoicing and online invoice payment. Also operated by Lalo LLC |
| Anthropic | Business and contact names and campaign details when a volunteer drafts outreach — see below | Drafting and ranking |
| Google Places | The organization’s locality and search terms. No supporter information | Finding local businesses |
| Google Analytics | Usage of pactgrove.com only. Not the application | Site analytics |
We may also disclose information where the law requires it, to protect our rights or someone’s safety, or as part of a merger or sale of the business — in which case we would tell affected organizations.
7. AI features
Pactgrove can suggest local businesses to approach, score them, and draft outreach emails. Being specific about what leaves our systems:
- Finding businesses sends the organization’s locality and category terms to Google Places. It sends no supporter or contact information.
- Drafting an outreach email sends Anthropic the organization’s name, the sender’s name, the business name, the contact’s name if one is recorded, the campaign and package names, and any guidance the volunteer typed. It does not send email addresses or phone numbers.
These features are optional and are used at an organization’s initiative. Output is a suggestion and can be wrong; a person reads and sends it.
8. Cookies and local storage
The application (app.pactgrove.com) sets no advertising or tracking cookies. It stores a few things in your own browser, which never reach us as cookies:
- your sign-in session, if you are staff;
- your shopping cart, so it survives a page reload;
- a short-lived token proving you confirmed your email, so you are not asked for a second code.
Clearing your browser data removes all three.
This marketing site (pactgrove.com) uses Google Analytics 4, which sets cookies and records pages viewed, approximate location derived from network address, device and browser type, and which links were clicked. It is used in aggregate to understand what the site is doing. It does not run on app.pactgrove.com. You can prevent it with Google’s opt-out add-on or your browser’s privacy controls.
9. How long we keep it
- An organization’s records are kept for as long as they keep them. Staff can delete most records themselves at any time.
- Orders and payment records are kept as the organization’s financial history, and are generally not deleted while the organization is active.
- Email confirmation codes expire within minutes and their rows are removed automatically.
- Rate-limit and anti-abuse records expire automatically within a day.
- Exports generated from the application expire automatically after fourteen days.
- When an organization closes its account, we delete its data within a reasonable period, apart from anything we must keep by law.
We also keep operational logs of what our servers did — enough to diagnose a failure, such as the address an email could not be delivered to. These are kept for a short period and then discarded.
Backups may keep a copy for a period after deletion before they cycle out.
10. Security
Data is held in the United States on Amazon Web Services and is encrypted in transit and at rest. Access is separated by organization: the application resolves every request against the signed-in person’s organization, so one club cannot read another’s records. Staff access is limited by role. Payment credentials are held by our processors, not by us.
No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your information we will notify you as the law requires.
11. Your choices and rights
Depending on where you live — including under the California Consumer Privacy Act and similar US state laws — you may have the right to know what personal information is held about you, to get a copy, to correct it, to have it deleted, and not to be discriminated against for asking. We do not sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of on that front.
How to exercise them:
- If a fundraising organization holds your details — you bought something, enquired, volunteered, or are a sponsor contact — contact that organization. They control those records and can act immediately. Their address is on your receipt or confirmation email.
- If we hold your details ourselves — you are staff, or you contacted us through this site — use the contact form.
- Either way, if you cannot get a response from an organization, tell us and we will do what we reasonably can.
We may need to verify who you are before acting, and there are requests we cannot fulfil — for example deleting a completed order that forms part of an organization’s financial records.
To stop receiving email from an organization, use the unsubscribe or reply to the message; the organization controls their own sending.
12. Children
Pactgrove is built for the adults who run a fundraising organization and the adults who support it. It is not directed to children under 13, and we do not knowingly collect personal information from them.
Although many of our organizations are attached to schools, Pactgrove is not a school records system and should not be used to store student information. Organizations should not enter details of children into it. If you believe a child’s information has been entered, tell us and we will remove it.
13. Where data is held
Pactgrove is operated from the United States and all data is stored there. If you use it from outside the United States, you are sending your information to the United States, where privacy law differs from your own country’s. Pactgrove is intended for use by organizations in the United States.
14. Changes
We may update this policy. The “last updated” date at the top always reflects the current version, and for material changes we will give notice through the application or by email to organization administrators.
15. Contact
Questions about this policy, or a request about your information, go through the contact form at lalohq.com/contact.html.
Pactgrove is operated by Lalo LLC, Illinois, United States. See also the Terms of Service.