Privacy policy

Pinwheel Place decides who receives help and is responsible for the information you provide. Impactly is the software Pinwheel Place uses to run applications and requests, and handles that information only on their behalf.

Only what is needed to assess and fulfil your request:

• Your name, email, phone number and address.
• Your household make-up — how many adults and children, and their ages.
• Details for each child: name, date of birth, diaper or clothing size, and any allergies or special needs you tell us about.
• Your income range and answers about your circumstances, where the program asks for them.
• Any documents you upload as supporting evidence.
• If you agree to text messages: the date, the exact wording you agreed to, the version of that wording, and the IP address you submitted it from.
• A record of the emails and texts we send you, so we know what was delivered.

Inside the organization, access depends on a person's role:

• Admin staff see full applications.
• Pantry volunteers see what they need to pack an order.
• Drivers see the name, address and phone number for the deliveries assigned to them.
• Grant managers and board members see totals and summaries, not individual files.
• An assigned social worker sees the families on their caseload.
• Platform technical staff can access records to provide support or fix faults.

We do not sell your information and we do not use it for marketing. It reaches only the services needed to run the program:

• Our email provider, to send you notifications.
• Our text message provider, if you agreed to texts.
• Our hosting provider, where the database is stored (in the United States).
• If Pinwheel Place connects volunteering or donation tools, only the information those tools need.

We keep your application and history for as long as you have an account, so you are not asked for the same details repeatedly. There is no date on which it is deleted automatically.

If you would like your file removed, ask using the contact details below and we will erase it. That removes your name, contact details, address, any children on your file and anything you typed into a form, and the account can no longer be signed into.

What we cannot remove is the record that help was given — the dates and quantities of what you received stay, with your name taken off them, because that is what our stock figures and our reports to funders are counted from. They are no longer connected to you.

Staff can also delete a single application or request, which removes the records that depend on it.

• You can ask for a copy of what we hold about you.
• You can ask us to correct anything that is wrong.
• You can ask us to delete your file.
• You can stop text messages at any time — reply STOP, or turn them off in your profile.
• Agreeing to text messages is optional and never affects the help you receive.

Information about children comes from their parent or guardian when applying — we never collect it from children directly. It is used only to prepare what your family needs.

Information is encrypted in transit, passwords are stored hashed and never in plain text, and access is limited by role. No system is perfect: if a breach affected you, we would tell you.

Questions about your information, or want it corrected or deleted? Contact us:

• Email: info@pinwheelplace.org
• Phone: (732) 542-1026
• Website: https://www.pinwheelplace.org