Tutors for Kids, Inc.
Tutors for Kids, Inc. (“Tutors for Kids,” “we,” “our,” or “us”) is committed to protecting the privacy of individuals who visit our website or communicate with us through email, text messaging, or other electronic means. This Privacy Policy explains how we collect, use, and safeguard information obtained through our website and communications.
Information We Collect
Tutors for Kids may collect personally identifiable information that you voluntarily provide, either by visiting our website or by entering it into fields provided on our website, including but not limited to:
- Name
- Email address
- Mailing address
- Phone number (including mobile numbers for text messaging)
- Information submitted through contact forms, volunteer applications, event registrations, donation forms, or program enrollment forms
- IP address
We may also collect limited non-personally identifiable information automatically, such as your browser type, pages visited, and referral source, for website analytics and performance improvement.
How We Use Information
Information collected by Tutors for Kids is used solely to support our charitable mission and operations. This may include:
- Responding to inquiries and requests
- Processing donations, event registrations, or volunteer applications
- Sending donation receipts and acknowledgments
- Communicating program updates, organizational news, and impact information
- Sending email or text communications related to events, fundraising campaigns, or services you have requested or opted into
Email and Text Message Communications
By providing your email address or phone number to Tutors for Kids, you consent to receive communications from us related to our mission, programs, events, or fundraising efforts.
- Email communications comply with the CAN-SPAM Act and include an option to unsubscribe at any time.
- Text message (SMS) communications are sent only to individuals who have provided express consent to receive SMS communications from Tutors for Kids. Message frequency may vary. Message and data rates may apply. You may opt out of text messages at any time by replying STOP or by contacting us directly using the mailing and/or email address provided below.
Without your express permission, Tutors for Kids does not send you unsolicited commercial messages and does not share or sell phone numbers or email addresses to or for third-party marketing purposes.
Sharing of Information
Tutors for Kids does not sell, rent, trade, or share personally identifiable information with third parties for marketing or solicitation purposes.
Information may be shared only:
- When expressly allowed by you
- When required by law
- With trusted service providers who assist with website operations, donation processing, email delivery, or text messaging services, and only to the extent necessary to perform those services
All service providers are required to protect the confidentiality and security of personally identifiable information.
Data Security
Tutors for Kids takes reasonable administrative, technical, and physical measures to protect personally identifiable information from unauthorized access, misuse, disclosure, or destruction. Access to personally identifiable information is limited to authorized personnel and trusted service providers.
Cookies and Analytics
Our website may use cookies or similar technologies to improve functionality and collect basic analytics data. With the exception of your IP address, cookies do not collect personally identifiable information unless voluntarily provided by you. You may disable cookies through your browser settings.
External Links
Our website may contain links to third-party websites. Tutors for Kids is not responsible for the privacy practices or content of external websites. We encourage you to review the privacy policies of any third-party sites you visit.
Children’s Privacy
Tutors for Kids is committed to protecting the privacy of children. We do not knowingly collect personally identifiable information from children under the age of 13 through our website, beyond what is collected by cookies if not disabled, without appropriate parental or guardian consent .
Your Choices and Rights
You may request to review, update, or remove your personal information from our records by contacting us directly using the mailing and/or email address provided below. You may also opt out of email or text communications at any time using the methods previously described.
Changes to This Privacy Policy
Tutors for Kids reserves the right to update this Privacy Policy as needed. Any changes will be posted on this page with an updated effective date.
Contact Information
If you have questions about this Privacy Policy or our communication practices, please contact:
Tutors for Kids, Inc.
2518 Burnsed Blvd., Suite 339
The Villages, FL 32163
Email: info@tutors4kids.org
Donor Privacy Policy
Tutors for Kids Inc.
Tutors for Kids, Inc. (“Tutors for Kids,” “we,” “our,” or “us”) is committed to respecting the privacy of our donors and maintaining the confidentiality of donor information. We value the trust our supporters place in us and take seriously our responsibility to protect personally identifiable information.
Information We Collect
Tutors for Kids may collect personally identifiable information from donors, including but not limited to name, address, phone number (if provided), email address, IP address, and donation history. This information is collected when a donor makes a contribution, registers for an event, signs up for communications, or otherwise engages with our organization.
Use of Donor Information
Donor information is used solely for purposes related to advancing the mission of Tutors for Kids. This may include processing donations, issuing donation acknowledgments and receipts, providing updates about our programs, and communicating about events or fundraising opportunities.
Sharing of Donor Information
Tutors for Kids does not sell, trade, rent, or share donor information with third parties for marketing or solicitation purposes. Donor information may be shared only when expressly allowed by the donor, when required by law, or with trusted service providers who assist in processing donations or assist with website operations, email delivery, and text messaging services, and only to the extent necessary to perform those services.
Data Security
Tutors for Kids takes reasonable and appropriate measures to protect donor information from unauthorized access, loss, misuse, or disclosure. Access to donor information is limited to authorized personnel and service providers who require the information to perform their duties.
Donor Choice and Communication Preferences
Donors may opt out of receiving communications from Tutors for Kids at any time by following the unsubscribe instructions included in Tutors for Kids communications or by contacting us directly using the mailing and/or email address provided below. Tutors for Kids respects and honors all donor requests regarding communication preferences.
Changes to This Policy
Tutors for Kids reserves the right to update this Donor Privacy Policy as needed. Any changes will be posted on this page.
Contact Information
If you have questions about this policy or how your information is used, please contact:
Tutors for Kids Inc.
2518 Burnsed Blvd., Suite 339
The Villages, FL 32163
Email: info@tutors4kids.org
Whistleblower Policy
Tutors for Kids, Inc.
Purpose
Tutors for Kids, Inc. (“Tutors for Kids,” “we,” “our,” or “us”) is committed to maintaining the highest standards of ethical conduct, accountability, and transparency. This Whistleblower Policy is intended to encourage employees, volunteers, officers, and board members to report suspected misconduct, financial improprieties, or violations of law or organizational policy without fear of retaliation.
Scope
This policy applies to all employees, volunteers, officers, board members, and contractors of Tutors for Kids.
Reportable Conduct
Individuals are encouraged to report any suspected improper activities, including but not limited to:
- Fraud, theft, or financial mismanagement
- Misuse of organizational resources or assets
- Violations of federal, state, or local laws or regulations
- Conflicts of interest or breaches of fiduciary duty
- Unsafe, unethical, or illegal behavior
- Retaliation against an individual who has raised a concern
Reporting Procedure
Reports of suspected misconduct may be made in good faith to any of the following:
- A member of the Board of Directors
- The Board Chair
- The Executive Director (if applicable)
Reports may be made orally or in writing and should include sufficient detail to allow for a proper review and investigation. Reports may be made confidentially and, when possible, anonymously.
Investigation and Resolution
All reports will be promptly reviewed and investigated by the appropriate leadership or committee of Tutors for Kids. The organization will take appropriate corrective action when warranted and will make reasonable efforts to maintain confidentiality throughout the investigation process.
No Retaliation
Tutors for Kids strictly prohibits retaliation against any individual who, in good faith, reports suspected misconduct or participates in an investigation. Any act of retaliation is subject to disciplinary action, up to and including termination of employment or volunteer service.
False or Malicious Reports
Individuals who knowingly make false or malicious reports may be subject to disciplinary action. This policy is intended to protect those who report concerns in good faith.
Recordkeeping
All reports and investigations under this policy will be documented and retained in accordance with the organization’s Document Retention Policy.
Policy Review
This Whistleblower Policy shall be reviewed periodically by the Board of Directors and updated as necessary.
Document Retention & Destruction Policy
Tutors for Kids, Inc.
Purpose
Tutors for Kids, Inc. (“Tutors for Kids,” “we,” “our,” or “us”) is committed to maintaining accurate records while ensuring documents are retained only as long as required by law or organizational need. This Document Retention and Destruction Policy establishes guidelines for the retention, storage, and destruction of organizational records.
Scope
This policy applies to all documents and records created, received, or maintained by Tutors for Kids, including records in paper, electronic, email, and digital formats. It applies to board members, officers, employees, volunteers, and contractors.
General Guidelines
- Records shall be retained for the period required by applicable federal, state, and local laws, as well as operational and governance needs.
- Records must be stored securely to protect confidentiality and prevent unauthorized access.
- Documents may be destroyed only in accordance with this policy and not while they are subject to litigation, audit, investigation, or legal hold.
Legal Hold
If Tutors for Kids becomes aware of pending or anticipated litigation, audit, or government investigation, all relevant records must be preserved immediately. Destruction of records related to such matters is strictly prohibited until the legal hold is lifted.
Record Retention Schedule
The following retention guidelines apply unless otherwise required by law:
Governance Records
The following records shall be retained permanently:
- Articles of Incorporation and amendments
- IRS determination letters
- Bylaws and amendments
- Board of Directors meeting minutes and resolutions
- Policies adopted by the Board (including Whistleblower and Conflict of Interest policies)
- Annual reports
Financial Records
- IRS Forms 990 and related filings – Permanent
- Audited financial statements – Permanent
- Bank statements and reconciliations – 7 years
- General ledgers – 7 years
- Payroll records – 7 years
- Expense reports and receipts – 7 years
Donor and Fundraising Records
- Donation records and acknowledgments – 7 years
- Grant agreements and reports – 7 years
- Fundraising event records – 7 years
Personnel and Volunteer Records
- Employee personnel files – 7 years after separation
- Volunteer applications and agreements – 7 years after service ends
- Background checks (if applicable) – 7 years
Contracts and Legal Records
- Contracts and leases – 7 years after expiration
- Insurance policies – Permanent
- Legal correspondence – 7 years after resolution
Program and Operational Records
- Program reports and evaluations – 7 years
- Client or participant records – 7 years, subject to privacy laws
Destruction of Records
When records have met their required retention period and are not subject to a legal hold, they may be destroyed in a secure manner:
- Paper records shall be shredded
- Electronic records shall be permanently deleted
- Confidential records must be destroyed in a way that protects sensitive information
Destruction shall be carried out under the supervision of authorized personnel.
Responsibility for Compliance
The Board of Directors of Tutors for Kids is responsible for overseeing compliance with this policy. Day-to-day administration may be delegated to designated staff or officers.
Policy Review
This policy shall be reviewed periodically by the Board of Directors and updated as necessary to ensure ongoing compliance with legal and regulatory requirements.