Last Updated: August 21, 2026
Friends of the Sierra Vista Area Association (“FSVAA,” “we,” “us,” or “our”) respects the privacy of visitors, members, applicants, and others who interact with our website and organization. This Privacy Policy explains the types of information we may collect through friendsofsierravista.com, how we use and protect that information, and the choices available to individuals who provide information to us.
This policy applies to information collected through the FSVAA website and information submitted through website forms for membership, inquiries, and related organizational activities.
Information We Collect
FSVAA collects information that individuals choose to provide to us and limited information generated through the ordinary operation of our website.
Membership information.
When an individual or business applies for membership, FSVAA may collect information such as membership type, name, email address, telephone number, preferred contact method, volunteer or participation interests, and other information provided as part of the application.
Business applicants may also provide business information, including a business name, category, description, website, social-media information, Member-to-Member Program interests or benefits, and a business logo.
General inquiries.
When someone uses our General Inquiry form, we collect the information provided through the form, which may include a name, email address, optional telephone number, inquiry category, and message.
Technical information.
Our website hosting, security, and related technical systems may process limited technical information necessary to operate and protect the website, such as IP addresses, browser or device information, request information, and server logs.
How We Use Information
FSVAA uses information collected through its website and organizational activities for purposes reasonably related to the reason the information was provided.
These purposes may include responding to inquiries; reviewing and processing membership applications; establishing, administering, and renewing memberships; communicating with members and applicants; sending membership and renewal communications; coordinating volunteer, committee, program, partnership, or participation interests; administering business and Member-to-Member programs; maintaining organizational records; and operating, maintaining, and protecting the website.
FSVAA may also use information provided by business members for member recognition, business promotion, networking, referrals, or Member-to-Member activities when appropriate and consistent with the member’s choices.
FSVAA does not sell or rent personal information.
Member Information Sharing
FSVAA may offer members opportunities to share selected contact or business information with other FSVAA members for networking, referrals, Member-to-Member programs, and related membership opportunities. Members are asked to make an affirmative choice regarding this type of sharing.
Information provided for private membership administration, such as a personal email address or telephone number, is not automatically made public merely because it was included in a membership application.
Business members may separately provide information intended for public recognition or promotion, such as a business name, description, website, social-media information, logo, or Member-to-Member benefit. FSVAA may use information provided for those purposes in its website, membership materials, directories, promotional materials, or related organizational activities.
Membership Database and Technology Services
FSVAA may use organization-managed technology services, including an FSVAA ChatGPT Business workspace provided by OpenAI, to organize, maintain, retrieve, summarize, and administer membership and organizational information.
Membership information maintained through this system may include information submitted on a membership application and may be used to maintain membership records, prepare authorized membership contact lists, support member communications, and identify upcoming membership renewal dates.
Membership applicants are asked to make an affirmative choice regarding whether their membership information may be maintained and processed through FSVAA’s managed membership database. If an applicant does not authorize this use, FSVAA will honor that choice. Because FSVAA uses the managed database to support membership administration and communications, declining this use may limit certain communications or membership benefits that depend on the database.
FSVAA may also use organization-managed technology services to maintain or assist with other organizational records and information, including survey information, meeting and governance records, and administrative records. Access to organizational information is limited to authorized individuals with an organizational need for access.
Use of a third-party technology service does not, by itself, make information publicly available. Information processed by third-party service providers is also subject to the applicable provider’s terms, privacy practices, and security measures.
Membership Payments
FSVAA uses an external payment processor, currently Square, to process online membership payments and renewals.
Payment-card information entered through a Square payment page is provided to the payment processor rather than through FSVAA’s ordinary WordPress membership or inquiry forms. FSVAA does not use those WordPress forms to collect complete payment-card information.
Information submitted to a payment processor is subject to that provider’s applicable terms and privacy practices. FSVAA may receive transaction information necessary for membership administration and organizational recordkeeping, such as payment status, transaction details, or information identifying the person or membership associated with a payment.
Forms and Email Communications
FSVAA uses website forms to receive membership applications, general inquiries, and other information voluntarily submitted through the website. Form submissions may be delivered to FSVAA through email notifications and accessed by authorized FSVAA officers, administrators, or other personnel who reasonably need the information for organizational purposes.
FSVAA currently uses WPForms Lite for its public website forms. WPForms Lite is not used by FSVAA as its primary stored-entry database. Information received through forms may, however, be retained in organizational email or transferred to other authorized organizational recordkeeping systems as described in this Privacy Policy.
FSVAA may use contact information provided by members, applicants, or other individuals to respond to requests and to send communications reasonably related to membership, programs, participation, organizational activities, or other interactions with FSVAA.
Cookies, Analytics, and Technical Data
The FSVAA website and its hosting or security systems may use cookies or similar technical mechanisms when necessary for basic website operation, security, performance, or functionality.
FSVAA does not currently use its website for targeted advertising or visitor profiling. Although analytics-related software may be installed within the website environment, FSVAA does not currently have a visitor analytics service configured for its own analytics use.
Website hosting, security, and related infrastructure may generate technical records such as IP addresses, browser or device information, request information, and server logs as part of normal website operation.
If FSVAA later activates analytics, advertising, or other material tracking functionality, this Privacy Policy will be updated as appropriate.
How We Share Information
FSVAA does not sell or rent personal information.
FSVAA may disclose information to service providers when reasonably necessary to operate the website, process payments, deliver communications, maintain authorized organizational records, or provide other services on FSVAA’s behalf. These may include website hosting and infrastructure providers, form and email services, Square for payment processing, and OpenAI through FSVAA’s organization-managed ChatGPT Business workspace.
FSVAA may also share information with authorized officers, administrators, volunteers, committee members, or other individuals when reasonably necessary for legitimate organizational activities and consistent with the purpose for which the information was provided.
Member contact or business information may be shared for networking, referrals, Member-to-Member programs, or related membership purposes when the member has authorized that sharing.
FSVAA may disclose information when reasonably necessary to comply with applicable law, legal process, regulatory requirements, or legitimate requests from governmental authorities, or to protect the rights, safety, security, or property of FSVAA or others.
Information Retention
FSVAA retains information for as long as reasonably necessary for the purposes for which it was collected and for legitimate organizational, administrative, financial, legal, security, or recordkeeping needs.
Membership records maintained in FSVAA’s managed membership database are scheduled for removal 366 days after entry unless the membership is renewed or continued. Renewal or continuation of a membership may establish a new applicable retention period.
Some information may need to be retained separately from the managed membership database when reasonably necessary for financial records, payment documentation, governance records, legal requirements, dispute resolution, security, or other legitimate organizational purposes.
Other records, including inquiries, organizational correspondence, survey information, and governance or administrative records, may be retained for periods appropriate to their purpose. FSVAA has not adopted a single fixed retention period that applies to every category of organizational record.
Information Security
FSVAA takes reasonable administrative and technical measures intended to protect personal and organizational information from unauthorized access, use, alteration, or disclosure.
Access to information maintained for organizational purposes is limited to authorized individuals who reasonably need access to perform FSVAA activities. FSVAA also relies on third-party service providers for portions of its website, communications, payment processing, and information-management infrastructure.
No website, email system, online service, or method of electronic storage can be guaranteed to be completely secure. FSVAA therefore cannot guarantee absolute security or confidentiality of information transmitted or stored electronically.
Children’s Privacy
FSVAA’s general website, membership application, and General Inquiry form are not designed for the purpose of knowingly collecting personal information directly from children.
FSVAA may develop or participate in educational or youth-related programs. If a program involves collecting personal information from children, FSVAA will address appropriate notice, authorization, and information-handling practices for that program rather than relying solely on this general website Privacy Policy.
If FSVAA becomes aware that personal information from a child was submitted through its general website in circumstances where appropriate authorization is required, FSVAA may take reasonable steps to address or remove that information as appropriate.
Your Choices and Privacy Requests
Individuals may contact FSVAA to ask about personal information FSVAA maintains about them, request that inaccurate information be corrected or updated, or request deletion of information where reasonably applicable.
Some information may need to be retained despite a deletion request when reasonably necessary for legal, financial, governance, security, recordkeeping, or other legitimate organizational purposes.
Members may also contact FSVAA regarding their choices concerning member contact sharing or the use of their information in FSVAA’s managed membership database.
Privacy questions and requests may be sent to:
Friends of the Sierra Vista Area Association
Email: [email protected]
Mailing Address: 616 Carmelita Place, Sierra Vista, AZ 85635
The mailing address above is provided for correspondence and should not be understood as a public office location.
Third-Party Links
The FSVAA website may contain links to websites or services operated by other organizations. When a visitor follows a link to an external website or service, that organization’s privacy practices and terms may apply.
FSVAA does not control the privacy practices, content, or security of independently operated third-party websites. Visitors are encouraged to review the privacy information provided by those services when appropriate.
Changes to This Privacy Policy
FSVAA may update this Privacy Policy from time to time to reflect changes in its website, programs, organizational practices, technology services, or applicable requirements.
When the policy is materially updated, FSVAA will revise the “Last Updated” date displayed at the top of this page. Visitors and members are encouraged to review this page periodically for current information about FSVAA’s privacy practices.