Privacy Policy

1. Who we are

“Renner PTA,” “we” and “us” mean the Renner Elementary Parent Teacher Association, a nonprofit association of parents, caregivers, teachers and community members supporting Renner Elementary School, 7401 NW Barry Rd, Kansas City, MO 64152, in the Park Hill School District. We are a local unit of the Missouri PTA and the National PTA.

The PTA is a separate organization from Renner Elementary School and the Park Hill School District. The school district has its own privacy practices and its own rules about student records and student photographs; this policy covers only what the PTA does.

This policy applies to this website and to the information families give us through it. It does not change any privacy policy of the services we link to or embed (listed in section 4).

2. What information we collect

Information you give us

You can read every page of this site without giving us any information. We collect personal information only when you choose to share it with us:

Information collected automatically

• Server logs. Our web host, Netlify, records standard technical data for every visit (IP address, browser type, the page requested, and the date and time) to keep the site secure and running. Netlify keeps these logs for a short period under its own policy.
• Analytics, only with your permission. If you accept analytics cookies in the banner, we use Google Analytics 4 to count visits and see which pages families use most. We turn on IP anonymization and turn off Google’s advertising and cross-site features. If you decline, no analytics script is loaded at all. See section 7.
• Embedded services. The membership, donation, sponsor and merchandise forms are provided by Zeffy, and the events calendar is provided by Google Calendar. When those embedded frames load, Zeffy and Google may collect technical data and set their own cookies under their own privacy policies.

We do not collect Social Security numbers, driver’s license numbers, or student records from the school district, and we never see your full credit or debit card number (see section 8).

3. How we use it

We use the information above only to run the PTA. Specifically, to:

• Record and renew your PTA membership and issue your membership card;
• Process dues, donations, sponsorships and merchandise orders, and send receipts;
• Plan meetings, including seating, free student care and snacks, based on RSVPs;
• Send PTA news, meeting reminders, volunteer opportunities and event information to members and people who ask to hear from us;
• Recognize donors and business sponsors, with permission, on this site, on social media and at events;
• Answer your questions and requests;
• Understand, in aggregate, which pages of this site are useful, so we can improve it;
• Meet our obligations under the PTA bylaws, Missouri nonprofit law and tax law, including keeping accurate financial records.

We do not sell, rent or trade personal information, and we do not use it for advertising.

4. Who we share it with

We share personal information only with the people and services needed to do the things listed above:

• PTA board members and committee chairs who need it for their role (for example, the membership chair keeps the member roster; the treasurer keeps payment records). Board members are volunteers who agree to keep this information confidential.
• Missouri PTA and National PTA, which receive membership information from every local unit (see section 5).
• Service providers that act on our behalf and are not allowed to use your information for their own marketing:
  • Zeffy: membership, donation, sponsorship and merchandise forms and payment processing.
  • FormSubmit: delivers meeting RSVPs from this website to the PTA email inbox.
  • Google: Gmail (the PTA inbox), Google Calendar (the events calendar), Google Fonts (typefaces), and Google Analytics (only if you accept analytics cookies).
  • Netlify: hosts this website and keeps security logs.
• Renner Elementary School and the Park Hill School District, only when needed to run a PTA activity at the school (for example, giving the office a list of approved volunteers for an event). We do not give the school or district your payment details.
• When the law requires it, for example to respond to a valid subpoena, or to protect the safety of a child or another person.

5. PTA membership data

When you join Renner PTA you also become a member of Missouri PTA and National PTA. Like every local PTA unit, we report membership to the state and national associations so they can record your membership, count our unit’s members, and remit the portion of dues that belongs to each level. This typically includes your name and email address and may include your mailing address and phone number. Missouri PTA and National PTA may use that information to send member communications and benefits under their own privacy policies; you can unsubscribe from their emails at any time using the link in each message.

Membership rosters are used only for PTA business. We do not publish the member list, and we do not give it to businesses or political campaigns.

6. Children’s privacy and student photos

This website is written for parents, caregivers, teachers and community members. It is not directed to children, and we do not knowingly collect personal information online from children under 13, consistent with the Children’s Online Privacy Protection Act (COPPA). If you believe a child has given us information through this site, email us and we will delete it.

Any information about a student (for example, a student’s name, grade or age on a membership form or meeting RSVP) is provided by that student’s parent or guardian, and we use it only for the purpose it was given, such as arranging free student care during a meeting.

Photos and videos. We love celebrating Roadrunners, and we take privacy seriously. We publish photos or video of students on this site or on PTA social media only in keeping with the Park Hill School District’s media-release and opt-out records and, where the PTA collects it, a parent or guardian’s consent. We do not publish a student’s full name with their photo unless a parent or guardian has agreed. If you would like a photo of your child removed from this site or a PTA social media account, email us and we will take it down promptly.

7. Cookies and analytics

A cookie is a small file a website stores in your browser. This website does not set any cookies of its own. Your cookie choice is remembered in your browser’s local storage (not a cookie), so we do not have to ask you on every visit.

• Analytics cookies (optional). When you first visit, a banner asks whether we may use Google Analytics. If you choose Accept, Google Analytics sets cookies that help us count visits and understand which pages are used, with IP anonymization on and advertising features off. If you choose Decline, or make no choice, no analytics script is loaded. You can change your answer at any time using the Cookie settings link in the footer of every page.
• Embedded service cookies. Pages that include a Zeffy form or the Google Calendar may set cookies from those companies, which are needed for the form or calendar to work. We cannot control these; the Zeffy and Google privacy policies describe them.

You can also block or delete cookies in your browser settings. Doing so will not stop you from reading this site, but the embedded forms and calendar may not work.

8. Payments

All payments on this site (membership dues, donations, sponsorships and merchandise) are processed by Zeffy, a payment platform built for nonprofits, and its payment processor. Your card number is entered directly into Zeffy’s secure form and is never sent to, seen by, or stored on this website or by any PTA volunteer. We receive only your name, contact details, the amount and what it was for, so we can record it and send a receipt.

9. Email and communications

We use email to send membership confirmations, receipts, meeting reminders and PTA news. If you are a PTA member, we may email you about PTA business and votes as required by our bylaws. Every newsletter or announcement includes a way to unsubscribe, and you can always email us to be removed from a list. We will not add you to another organization’s mailing list.

10. How long we keep information

• Membership records are kept for the current school year and the following year so we can help you renew, and as required by our bylaws.
• Financial records (dues, donations, sponsorships, purchases) are kept for the period required by tax and nonprofit law, generally seven years.
• Meeting RSVPs are deleted at the end of the school year in which the meeting took place.
• Emails in the PTA inbox are kept only as long as they are needed for PTA business.

11. How we protect information

• This site is served only over an encrypted (HTTPS) connection, with security headers that prevent it from being embedded in other sites.
• Access to the PTA inbox, Zeffy account and membership roster is limited to the board members who need it, and is handed over when officers change.
• We choose service providers that use encryption and are designed for nonprofit organizations.

No website or email system is perfectly secure, so please do not send us sensitive information (such as financial account numbers or medical details) by email.

12. Your choices and rights

You can, at any time:

• Ask what personal information we hold about you and your family;
• Ask us to correct or delete it (we may need to keep financial records required by law);
• Change your cookie choice using Cookie settings in the footer;
• Unsubscribe from PTA emails;
• Ask us to remove a photo of your child;
• Join, donate, sponsor or RSVP without using the online forms: email us and a board member will help you another way.

To do any of these, email beepbeeppta@gmail.com with the subject “Privacy request.” We will respond as soon as we can, normally within a few days, and always within 30 days.

13. Links to other websites

This site links to other websites, including the Renner Elementary School and Park Hill School District sites, our social media pages, sponsors and Zeffy. Those sites have their own privacy policies, and we are not responsible for their practices. Please read their policies before giving them information.

14. Changes to this policy

We review this policy at least once each school year and whenever we change how the website collects information. When we make a change we will update the effective date at the top of this page; for significant changes we will also tell members by email or at a PTA meeting.

15. How to contact us

Questions about this policy or about your information? Email beepbeeppta@gmail.com, write to Renner Elementary PTA, c/o Renner Elementary School, 7401 NW Barry Rd, Kansas City, MO 64152, or talk to any board member at a PTA meeting. Our Accessibility statement explains how to get any part of this site in a format that works for you.