NYLIPAニューヨーク・ロングアイランド日本語保護者会

Legal

Privacy Policy

Last updated: April 2025

1. Introduction

The Japanese Weekend School of New York Li School Parent Association ("NYLIPA," "we," "us," or "our") is committed to protecting the privacy and personal information of our members, students, families, and website visitors. This Privacy Policy describes how we collect, use, disclose, and protect information about you.

NYLIPA is a registered 501(c)(3) non-profit organization incorporated in New York State. We operate a weekend Japanese language school and community programs for families with Japanese heritage on Long Island, New York.

By providing us with your personal information, enrolling in our programs, becoming a member, or using our website at nylipa.org, you agree to the practices described in this Privacy Policy. If you do not agree, please do not provide us with personal information or use our services.

2. Information We Collect

We collect information in the following ways and categories:

2.1 Information You Provide Directly

  • Enrollment information: Student names, dates of birth, grade levels, language background, emergency contact information, and medical information relevant to school participation (allergies, conditions requiring accommodation).
  • Membership information: Parent/guardian names, mailing address, email address, phone number, and membership tier.
  • Contact form submissions: Name, email address, subject, and message content submitted through our website contact form.
  • Payment information: For membership dues and tuition, we collect sufficient information to process payments. NYLIPA does not store credit card numbers or financial account details.
  • Volunteer information: Names, contact details, and background check results (where applicable) for individuals who volunteer in student-facing roles.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect standard web log data including your IP address, browser type, referring URL, and pages visited. This information is used in aggregate form to understand website usage and improve our online presence. We do not link this data to individual identities.

2.3 Photographs and Media

With explicit written consent from parents or guardians, NYLIPA may photograph or record students and families at school events. These images may be used in NYLIPA newsletters, website, and other organizational materials. Consent is requested separately at enrollment and may be withdrawn at any time.

3. How We Use Your Information

NYLIPA uses personal information only for the purposes for which it was collected, including:

  • Administering enrollment, class placement, and academic records for weekend school students
  • Processing membership applications and dues
  • Sending NYLIPA newsletters, event announcements, and organizational updates to members
  • Responding to inquiries submitted through our contact form or by email
  • Ensuring the safety and well-being of students at NYLIPA events (including emergency contacts and medical information)
  • Complying with legal obligations applicable to non-profit organizations
  • Improving our programs, events, and community services based on member feedback

We do not use personal information for commercial marketing, profiling, or purposes unrelated to NYLIPA's educational and community mission.

4. Sharing of Information

NYLIPA does not sell, rent, trade, or otherwise share your personal information with third parties for commercial purposes.

We may share information in the following limited circumstances:

  • Within NYLIPA: Board members, teachers, and vetted volunteers may access information necessary to fulfill their organizational roles. Access is limited to what is needed for specific functions.
  • Service providers: We may use third-party tools (such as email newsletter services) that process limited information on our behalf. These providers are contractually required to protect your information.
  • Legal requirements: We may disclose information when required by law, court order, or government authority, or when necessary to protect the safety of students, staff, or the community.
  • With your consent: We may share information in other circumstances with your explicit prior consent.

5. Data Protection and Security

NYLIPA takes reasonable measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

  • Limiting access to personal information to authorized board members and staff on a need-to-know basis
  • Using secure, password-protected systems for storing digital records
  • Storing physical documents (such as enrollment forms) in locked facilities
  • Periodically reviewing and updating our data security practices

No method of data storage or transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately at info@nylipa.org.

We retain personal information only as long as necessary to fulfill the purposes described in this policy or as required by law. When information is no longer needed, we securely delete or destroy it.

6. Children's Privacy (COPPA Compliance)

NYLIPA serves children and is deeply committed to protecting their privacy. We comply with the Children's Online Privacy Protection Act (COPPA) and applicable New York State laws regarding the privacy of minors.

Our specific commitments regarding children's data:

  • We do not collect personal information directly from children under 13 without verifiable parental consent.
  • All enrollment information for minor students is collected from parents or legal guardians, not from the students themselves.
  • We do not operate social media channels or online forums where children's information would be publicly shared.
  • Student records — including names, grade levels, language assessments, and progress reports — are accessible only to parents/guardians and authorized NYLIPA teachers and staff.
  • We do not publish individually identifiable information about students on our website or in public materials.
  • Photographs of students require explicit written consent from a parent or legal guardian. Consent may be withdrawn at any time by contacting us at info@nylipa.org.
  • We do not share student information with third parties except as described in Section 4 of this policy.

Parents and legal guardians have the right to review, correct, or request deletion of their child's personal information held by NYLIPA. To exercise these rights, please contact us at info@nylipa.org.

7. Cookies and Website Analytics

Our website (nylipa.org) is a static informational site. We use minimal tracking technology:

  • We may use basic, privacy-respecting analytics to understand overall website traffic and page popularity. We do not use advertising trackers or cross-site tracking technologies.
  • We use Google Fonts to serve web fonts. Google may set cookies or collect limited technical information in connection with this service. For Google's privacy practices, see Google's Privacy Policy.
  • We do not use advertising cookies or sell data to advertising networks.

You may configure your browser to refuse cookies or to alert you when cookies are being sent. Disabling cookies will not affect your ability to view our website.

8. Your Rights and Choices

You have the following rights regarding your personal information held by NYLIPA:

  • Access: You may request a copy of the personal information we hold about you or your child.
  • Correction: You may request that we correct inaccurate or incomplete information.
  • Deletion: You may request that we delete your personal information, subject to any legal retention requirements.
  • Opt-out: You may unsubscribe from our mailing list at any time by emailing info@nylipa.org or using the unsubscribe link in our emails.
  • Withdrawal of photo consent: You may withdraw consent for photographs of your child at any time.

To exercise any of these rights, please contact us at info@nylipa.org. We will respond to requests within a reasonable timeframe and in accordance with applicable law.

9. Changes to This Policy

NYLIPA may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or organizational needs. When we make material changes, we will notify members via email and post the updated policy on our website with a revised "Last updated" date.

We encourage you to review this policy periodically. Continued participation in NYLIPA programs after changes take effect constitutes acceptance of the updated policy.

10. Contact for Privacy Concerns

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

The Japanese Weekend School of New York Li School Parent Association

ニューヨーク・ロングアイランド日本語保護者会

Email: info@nylipa.org

Service Area: Long Island, New York

We take all privacy concerns seriously and will make every effort to address your inquiry promptly and thoroughly.

This Privacy Policy is effective as of April 1, 2025.

© 2025 The Japanese Weekend School of New York Li School Parent Association. All rights reserved.