Dallas Handweavers & Spinners Guild Privacy Policy

Last updated: September 11, 2026

1. Overview of Our Organization

The Dallas Handweavers & Spinners Guild (“the Guild,” “we,” “our,” or “us”) is a non-profit organization recognized as exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code. Our mission is to promote, encourage, and preserve the fiber arts through education, community engagement, workshops, meetings, and exhibitions.

We value the trust of our members, donors, volunteers, and website visitors. Our goal is to keep your personal information private and secure. We are committed to handling your personal details responsibly and transparently, ensuring that your data is used exclusively to facilitate your involvement with the Guild and support our non-profit educational mission.

2. Collection of Personal Information

We collect personal information directly from you when you register for membership, sign up for workshops or events, subscribe to our newsletter, make donations, or interact with our website.

The information we may collect includes:

• Contact Information: Name, mailing address, email address, and phone number.

• Photograph: a head shot or avatar to display with your membership information.

• Membership Details: Membership status/type, fiber arts interests, guild committee participation, and volunteer preferences.

• Financial Information: Payment card or banking details necessary to process dues, workshop fees, or donations (note: payment processing is handled securely through external payment processors; the Guild does not store complete credit card details on our local systems).

• Technical Data: Basic usage data, IP addresses, and standard cookies collected when you browse our website to ensure optimal site functionality.

3. Use of Personal Information

The Guild uses your personal information only as reasonably necessary to administer our operations and fulfill our mission, including to:

• Manage and maintain your annual membership records.

• Process membership dues, workshop fees, event tickets, and charitable donations.

• Distribute newsletters, meeting announcements, guild directories (subject to member preferences), and notices of upcoming activities.

• Facilitate member participation in study groups, equipment rentals, library checkouts, and guild events.

• Maintain legally required records for tax and 501(c)(3) compliance.

4. Disclosure of Personal Information

We do not sell, rent, trade, or lease personal information to any third parties for marketing or commercial purposes.

We may disclose or share your information only under the following limited circumstances:

• Internal Member Directory: With your permission, your contact details may be shared in a password-protected or print directory accessible only to fellow active members for guild-related communications. You may opt out of the member directory at any time.

• Authorized Service Providers: We share necessary data with trusted vendors and contractors who assist us in operating our organization (e.g., email delivery, web hosting, payment processing), bound by confidentiality obligations.

• Legal Compliance: We may disclose personal information if required by law, regulation, subpoena, or legal process to protect our legal rights, property, or the safety of our members and the public.

5. Giving Consent for Others

If you submit personal information on behalf of someone else (for example, registering a family member, child, or guest for a workshop, family membership, or event), you represent and warrant that:

• You have obtained clear, informed authorization and consent from that individual (or are the legal parent/guardian authorized to consent on behalf of a minor).

• You have provided them with access to this Privacy Policy.

• They understand and agree to the collection, use, and disclosure of their personal information as described herein.

6. Third-Party Applications and External Links

To provide efficient services, the Guild utilizes selected third-party tools and platforms. These may include:

• Payment Processors: Services such as PayPal, Stripe, Square, or similar platforms for secure transaction processing.

• Communications & Newsletter Platforms: Services like Mailchimp, Constant Contact, or Google Groups to distribute guild updates.

• Guild Management & Form Software: Tools used to collect registrations, manage calendars, and run online polls.

• Social Media & External Websites: Links to external sites, social media platforms (e.g., Facebook, Instagram), and fiber arts resources.

Please Note: These third-party services operate independently and have their own privacy policies governing how they handle your data. The Dallas Handweavers & Spinners Guild is not responsible for the privacy practices, terms of service, or content of third-party platforms. We encourage you to review the privacy policies of any external services you interact with.

7. Security and Data Retention

We implement reasonable physical, technical, and organizational measures to safeguard member information from unauthorized access, alteration, disclosure, or destruction. We retain your information only as long as necessary to fulfill the purposes for which it was gathered and to comply with statutory legal, accounting, and tax retention obligations.

8. Your Choices and Rights

• Opt-Out: You may opt out of receiving email newsletters or general announcements at any time by following the “Unsubscribe” link at the bottom of our emails or by contacting us directly.

• Directory Visibility: You may request that your contact information be excluded from the internal member directory.

• Access & Updates: You may review, correct, or update your personal information by contacting the Guild’s membership coordinator.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Any modifications will be posted to this page with an updated "Last Updated" date.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how your personal information is handled, please reach out to us:

• Organization: Dallas Handweavers & Spinners Guild

• Mailing Address: [Insert Guild Mailing/PO Box Address, Dallas, TX]

• Email: [Insert Guild Privacy/Contact Email, e.g., info@dallasweavers.org]

• Website: [Insert Website URL, e.g., https://www.dallasweavers.org]