Privacy Policy

Keys 4/4 Kids is a 501(c)(3) nonprofit organization dedicated to transforming lives through music by providing free pianos and learning materials to deserving individuals. We are committed to protecting the privacy and security of the personal information entrusted to us by our applicants, donors, volunteers, website visitors, and other supporters. This Privacy Policy outlines how we collect, use, disclose, and protect your information.

  1. Information We Collect

Keys 4/4 Kids collects various types of information to effectively operate our programs, process donations, manage volunteers, and communicate with our community. The type of information collected depends on your interaction with us:

  1. Information You Provide Directly:
  • Contact Information: Name, address, email address, phone number.
  • Demographic Information: Age, gender, household size, and other relevant demographic data collected for program eligibility or reporting purposes.
  • Financial Need Documentation (Scholarship Applicants): This is highly sensitive personal data collected to assess financial need for our scholarship program. It may include:
    • Previous year’s tax filings (e.g., IRS Form 1040)
    • Proof of eligibility for free and reduced lunch programs
    • Documentation related to LIHEAP (Low Income Home Energy Assistance Program)
    • Documentation related to EBT (Electronic Benefit Transfer) / SNAP benefits
    • Other income verification or financial statements.
  • Donation Information: Payment details (e.g., credit card information, bank account details for ACH transfers), donation amount, and donation history. (Note: Credit card numbers are processed by secure third-party payment processors and are not stored by Keys 4/4 Kids).
  • Volunteer Information: Skills, availability, emergency contact information.
  • Correspondence: Information you provide when communicating with us via email, phone, mail, or social media.
  • Applicant Photos & Names: As agreed upon in the scholarship application, photos and names of scholarship recipients may be collected for marketing and promotional purposes.
  1. Information Collected Automatically (Website & Digital Communications):
  • Usage Data: Information about how you interact with our website, such as pages visited, time spent on pages, links clicked, and navigation paths.
  • Device Information: IP address, browser type, operating system, and device identifiers.
  • Cookies and Tracking Technologies: We use cookies and similar technologies (e.g., web beacons, pixels) to enhance your experience on our website, analyze website traffic, understand user behavior, and remember your preferences. You can manage your cookie preferences through your browser settings.
  1. How We Use Your Information

Keys 4/4 Kids uses the information we collect for the following purposes:

  • To Administer Scholarship Programs:
    • To evaluate scholarship applications and determine eligibility based on financial need and other criteria.
    • To communicate with applicants regarding their application status.
    • To coordinate the award of pianos and learning materials to recipients.
  • To Process Donations: To securely process one-time or recurring donations, issue tax receipts, and maintain donor records.
  • To Manage Volunteers: To coordinate volunteer activities and communicate relevant information.
  • To Communicate with You: To respond to inquiries, provide updates about our programs and impact, send newsletters, and share information about events and opportunities.
  • For Marketing and Fundraising: To share stories of impact, highlight scholarship recipients (with their explicit consent), and solicit support to further our mission.
  • For Internal Operations: To analyze website performance, improve our programs and services, conduct internal audits, and fulfill legal and IRS compliance requirements.
  • To Ensure Security: To protect against fraud, unauthorized transactions, and other illegal activities.
  1. How We Share Your Information

Keys 4/4 Kids is committed to protecting your privacy. We will not sell, rent, or lease your personal information to third parties. We may share your information only in the following limited circumstances:

  • With Service Providers: We may share information with trusted third-party service providers who perform services on our behalf, such as payment processing, website hosting, email communication, data analytics, and database management. These providers are contractually obligated to protect your information and use it only for the purposes for which we disclose it to them.
  • Scholarship Committee: Sensitive financial documentation from scholarship applicants is shared only with authorized members of the Keys 4/4 Kids Scholarship Committee and essential administrative staff directly involved in the scholarship selection process.
  • With Your Consent: We may share your information with third parties when we have your explicit consent to do so (e.g., sharing a recipient’s photo and name for publicity after receiving their consent).
  • Legal Requirements: We may disclose your information if required to do so by law, court order, or in response to a subpoena or other legal process, or if we believe it’s necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
  • Business Transfers: In the event of a merger, acquisition, or asset sale, your personal information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
  1. Data Security

Keys 4/4 Kids implements robust administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

  • Secure Data Storage: Storing sensitive data in secure, access-controlled environments.
  • Encryption: Using encryption for sensitive data transmission where appropriate (e.g., payment processing).
  • Access Controls: Limiting access to personal data to only those employees, volunteers, and service providers who have a legitimate need to access it for their duties.
  • Employee Training: Training our staff on data privacy best practices and the importance of confidentiality.

While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

  1. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal and audit obligations (including IRS requirements for nonprofits), resolve disputes, and enforce our agreements.

  • Financial Documentation (Scholarship Applicants): Sensitive financial documentation (e.g., tax filings, LIHEAP, EBT data) is typically retained for 5 years after the scholarship cycle concludes to meet IRS record-keeping requirements, legal obligations, and for internal audit purposes. After this period, such documentation will be securely destroyed or de-identified.
  • Donor Records: Donation records and related financial information are retained in accordance with IRS regulations and accounting best practices, typically for at least 7 years.
  • Other Personal Data: Other personal data is retained for periods relevant to its purpose, and securely deleted or de-identified when no longer needed.
  1. Your Privacy Rights (U.S. – including Minnesota)

As a resident of the United States, and specifically Minnesota, you may have certain rights regarding your personal information. Keys 4/4 Kids is committed to respecting these rights, subject to applicable legal limitations:

  • Right to Know/Access: You may have the right to confirm whether we are processing your personal data and to request access to the categories and specific pieces of personal data we have collected about you.
  • Right to Correct/Rectify: You may have the right to request that we correct inaccuracies in your personal data.
  • Right to Delete: You may have the right to request the deletion of your personal data, subject to certain exceptions (e.g., legal retention requirements, ongoing transactions).
  • Right to Opt-Out of Certain Processing: You may have the right to opt-out of the processing of your personal data for targeted advertising or certain sales (though Keys 4/4 Kids does not sell personal data).
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

How to Exercise Your Rights: To exercise any of these rights, please contact us using the contact information provided below. We may need to verify your identity before fulfilling your request.

  1. Children’s Privacy

Our programs are designed to serve children and youth. While we collect information about children as part of our scholarship application process, we do so with the understanding that parents or legal guardians will provide consent on their behalf where required. We comply with the Children’s Online Privacy Protection Act (COPPA) where applicable to our online activities. If we learn that we have collected personal information from a child under 13 without verifiable parental consent, we will take steps to delete that information promptly.

  1. External Links

Our website may contain links to third-party websites. Keys 4/4 Kids is not responsible for the privacy practices or the content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

  1. Changes to This Privacy Policy

Keys 4/4 Kids may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the revised policy on our website with an updated “Effective Date” or “Last Updated” date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

  1. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Keys 4/4 Kids
Rush Lake Business Park
1775 Old Hwy 8 NW
Suite 105
New Brighton, MN 55112

PHONE: (651) 698-3280
EMAIL: info@k44k.org

Effective Date: July 10, 2025
Last Updated: July 10, 2025