Privacy Policy

Effective and last updated: October 19, 2026 | Version 2026-10-19

About this policy

Riverwoods Christian Center, doing business as Fox Valley Christian Action (FVCA, we, us, or our), respects the privacy of donors, campers, parents and guardians, volunteers, guests, and other people who interact with our ministry. This policy explains how we collect, use, disclose, retain, and protect personal information through fvca.org, our programs and fundraising, communications, paper records, and FVCA forms and accounts hosted by service providers, including Neon CRM, CampSite, and CampBrain. A provider may also have its own notice for activities it controls independently. Specific permissions or agreements may impose additional restrictions; this policy does not override them.

Information we collect

Depending on your relationship with FVCA, we collect contact and household information; account and registration details; donations, pledges, transaction history, and communication preferences; and correspondence, feedback, and information you choose to provide. Camper and family records may include names, dates of birth, age, gender, school and grade, attendance, transportation and authorized pickup details, emergency contacts, eligibility and benefit information, and relevant health, allergy, medication, accommodation, and safety information. We may receive photographs, recordings, or testimonials subject to applicable permissions. Payment providers process payment credentials under their own arrangements; please do not send full card numbers or account credentials by ordinary email or text.

Sources of information

We receive information directly from you, from a parent or guardian acting for a child, through our staff and program activities, and from authorized referrals, schools, ministry partners, service providers, and public sources where permitted. Please provide another person's information only when you are authorized to do so. Information received under school, grant, donor, or other agreements remains subject to those agreements and applicable law.

How we use information

We use information to administer donations and acknowledgments; register families and participants; determine program eligibility; arrange transportation and accommodations; support camper care and safety; communicate about programs, events, and ministry; coordinate volunteers and guest groups; maintain accurate records; reconcile accounts; prepare reports and evaluate program outcomes; improve operations; prevent fraud; and meet legal, financial, insurance, and recordkeeping obligations. We may use donor and engagement history to support fundraising and tailor communications. Optional uses requiring permission are handled through the applicable permission process.

AI-assisted tools and analysis

FVCA may use approved artificial intelligence tools, including ChatGPT in an organizational business workspace, to help staff clean and match records, reconcile donations, summarize information, draft communications, prepare reports, and analyze fundraising and program activity for the purposes described here. These tools may process information supplied by staff, uploaded files, or authorized connections to FVCA systems. Processing may occur on the provider's servers even when staff access a tool through a browser.

AI use is subject to applicable law, collection notices, permissions, and contractual restrictions. Staff are to limit information to what the task requires and use aggregated, de-identified, or coded records where practical; coded records may still be personal information. Identifiable sensitive camper or family records require particular care and review of the permitted purpose and safeguards. FVCA's approved use of personal information in AI tools requires business data protections that do not permit training general-purpose models on that information by default; use for such training would require separate review and any legally required permission. Connected services may have separate processing terms. AI outputs can be inaccurate and require appropriate staff review. This policy does not authorize AI to make final decisions on its own about a person's eligibility, care, or access to programs.

How we disclose information

We do not sell or rent personal information. We disclose information as needed to service providers working on our behalf, such as registration and donor-management platforms, payment processors, hosting and storage providers, communications services, accounting support, and approved analytics and AI providers. Providers' processing must be consistent with the permitted purpose and applicable contractual confidentiality and security requirements. We may also disclose necessary information to authorized program partners and care or transportation personnel, professional advisers, auditors, insurers, and authorities when permitted or required by law, including to protect safety, respond to legal process, or establish or defend legal claims. A ministry reorganization or transfer of operations may involve records, subject to applicable law and existing restrictions. We obtain additional consent where required.

Children and family information

FVCA serves children and teens and collects information about them to administer its programs. Parents or legal guardians should create family accounts and submit enrollment, health, and permission forms for minor participants. We may also receive information through authorized program participation and communications. We do not invite children under 13 to independently create online accounts or submit personal information without parental involvement. Parents and guardians may contact us to review or correct their child's information, ask about its use, or request deletion, subject to identity and authority verification and applicable retention requirements. Contact us if a child has submitted information without appropriate authorization. A privacy-policy acknowledgment does not replace a separate medical authorization, photo release, marketing permission, or legally required parental consent.

Cookies and website services

Our websites and service providers may collect IP addresses, device and browser information, approximate location, pages visited, referral sources, and interaction information using cookies, browser storage, and similar tools. We use Google Analytics to understand website activity. Websites, social platforms, and communications providers may collect additional information under their own policies. Browser settings and available provider controls can limit cookies and tracking; some features may not work if these are disabled. Our website does not currently respond to Do Not Track browser signals.

Communications and your choices

You can unsubscribe from marketing emails using the link in the message or contact info@fvca.org. Program, safety, transaction, and other administrative messages may still be necessary. Where text messaging is offered, message frequency varies and message and data rates may apply. Reply STOP to opt out of messages from that sending number, or contact us for help. Mobile carriers are not liable for delayed or undelivered messages. Mobile information is not shared with third parties or affiliates for their own marketing or promotional purposes. Text-message originator opt-in data and consent are not shared with third parties.

Access, correction, and deletion requests

You may update available information in your account or contact info@fvca.org to request access, correction, or deletion, or ask about our processing and available choices. We may verify your identity and authority before responding. Rights and exceptions depend on applicable law, and we may retain information required for legal, financial, safety, insurance, or other legitimate operational obligations. Providing certain information is necessary to administer a donation, account, or program; we will explain when declining or deleting it affects a requested service. Please contact us about privacy or accessibility concerns.

Retention, security, and processing locations

We retain personal information for as long as reasonably needed for the purposes described here and applicable legal, accounting, safety, insurance, and contractual requirements. Retention varies by record type. Copies held in source systems, conversations, uploaded or generated files, saved memories, archives, or backups may have separate retention and deletion processes; deleting an AI conversation does not necessarily remove other copies. We use organizational, technical, and physical safeguards designed to protect information, but no system is completely secure. Please avoid sending sensitive records by ordinary email or text. Our providers may process or store information in the United States or other countries, where privacy laws may differ. Appropriate contractual or other safeguards are required where applicable.

Policy updates and existing records

We will post updates here with a new effective date and provide additional notice or obtain consent where required for a material change. A revised policy does not retroactively authorize a use prohibited by an earlier permission, agreement, or applicable law. Acknowledgment of this notice records that it was made available; it does not waive privacy rights. Dated copies included in enrollment forms identify the notice presented at that time. The live policy is available at https://fvca.org/privacy-policy.

Contact FVCA

For privacy questions or requests, contact info@fvca.org or (630) 584-2222. You may also write to Fox Valley Christian Action, 35W624 Riverwoods Lane, St. Charles, IL 60174.