LEO ADLER FOUNDATION

PRIVACY POLICY – LAST UPDATED AUGUST 3, 2022

Introduction

Leo Adler Foundation recognizes that your privacy is important. We are dedicated to protecting your privacy and handling any personal information you provide to us with care and respect. We have created this Privacy Policy to demonstrate our commitment to your privacy and to explain the types of information we obtain about visitors to our website and through our on-line application process and how that information is obtained, used and safeguarded.

What is personal information

Personal information includes information that permits the identity of an individual to whom the information applies to be reasonably inferred and can include information that either directly or indirectly identifies an individual. Indirect methods of identification can include circumstances where an agency intends to identify specific individuals in conjunction, or in combination, with other data elements.  Information permitting the physical or online contacting of a specific individual is also personally identifiable information. Personal information does not include information about a company or other organization but would include personal information about individuals that manage, are employed by or otherwise represent a company or other organization.

Intended Users of Website

This website is not intended for use by individuals under the age of 13 and we do not knowingly collect personal information from children through our website. Children under the age of 13 are not eligible for any grants.

CONSENT: To be considered for a scholarship or community fund grant, and to maintain eligibility for any  grants awarded to you, you are required to submit data electronically and potentially via other means, including by providing (or allowing us to access) information from third  parties. By accessing our website and submitting an application or other information to us, you confirm that you have read and consent to the information practices described in our Privacy Policy and that you agree and consent that Leo Adler Foundation can collect, use, disclose and process your personal information (including, in the case of community fund grants, personal information about Board members or others involved with your organization) that is collected in accordance with this Privacy Policy or as permitted or required by law. Such use, disclosure and processing includes the disclosure of personal information to third parties with whom we may communicate, or from whom we require information, in connection with our activities related to the evaluation or applicants, awarding of grants and monitoring of continued eligibility for grants that have been awarded.

What information we collect

Actual information we collect will vary, to some degree, based on the criteria being reviewed and evaluated by our Committee Review, the type of grant that is being applied for and, in the case of community fund grants, the nature of your business and your organization’s Board and management or operational team. Without limiting the foregoing, the following types of personally identifiable information are collected from information which you will submit or which we may otherwise collect from you or third parties on your behalf.

Scholarship Grant:

• full name, address, email address and phone number
• your parent(s) full name, address, email address and phone number
• birthdate
• Oregon residency information
• Social security numbers (yours and your parents)
• information about financial status and need for you and your parents or other family/household members including copies of applications for, and statements issued by, any federal or state based student-aid program.
• academic information reflecting your prior academic achievement and ongoing satisfaction of our requisite academic standards, including records from educational institutions and their sponsored academic programs to whom scholarship funds will be paid and credited on your behalf (“Academic Institutions”) such as transcripts, disciplinary actions, academic standing and status of enrollment
• information about your community involvement and contributions or other information which may be reflected in any personal essays or recommendation letters that you submit or which we  collect on your behalf

Community Fund Grant:

• Information about Board members, officers or other individuals who are involved in managing and operating your non-profit organization or who have authority to represent, or act as agents of, your non-profit organization (collectively, “Agents”), including names, addresses, emails addresses, phone numbers, residency and details of employment.   
• Other information about individuals who work with or for your Organization (“Personnel”), including information which may be accessed through a review of your files and records when  evaluating your business operations or conducting a financial audit or other program verification.
• Information which may be reflected in any recommendation letters that you submit or which we collect on your behalf

How we collect and store your personal information

Personal information will be requested from you through electronic communication (e.g. our online website application forms and e-mail) and by physical means both at the application stage and at later dates during the administration and monitoring of your continued eligibility for an awarded grant. Personal information may also be obtained from third parties including, in the case of scholarship grants, Academic Institutions and, in the case of community fund grants, from your customers or clients, staff, vendors or others with whom the organization works (collectively, “Third Parties”).

Even if your application is abandoned or not submitted, or you cease to remain eligible for an awarded grant which is then revoked, the information you provide is collected and is subject to this policy. Once data is entered online or otherwise provided to us by you or a Third Party, it becomes the property of Leo Adler Foundation.

Your information is stored and processed at our operating office in Oregon and in other places where the persons involved in reviewing and evaluating grant applications and administering our grant program are located. This means that information may be transferred to, and maintained on, computers located outside of Oregon or potentially outside of the United States in other governmental jurisdictions where the data protection laws may differ from those in Oregon and the United States.

Personal information we collect may also be shared with and transferred to Third Parties to the extent the transfer and sharing of information is deemed relevant or valuable for our evaluation and monitoring purposes. The guidelines and policies of any Third Parties will identify if data will be stored or processed by them. Leo Adler Foundation is not responsible for the use, storage, processing, and security of information once it is in the care or control of any Third Parties. We encourage you to refer to the privacy policies of such Third Parties to learn more about their privacy practices.

You consent to this Privacy Policy represents your agreement and consent to transfers of personal information to Third Parties as described herein.

How your personal information is used

Your personal information will be used for purposes of: (a) reviewing, confirming and evaluating applications and selecting grant award recipients, and (b) monitoring the satisfaction of requirements, and compliance with criteria, necessary to maintain ongoing eligibility of grants that have been awarded to you, and (c) general administration of our grant program including the payment of funds to grant award recipients (collectively, the “Grant Activities”).

In the case of community fund grants; (a) personal information may also be specifically used to assess the experience of Agents and Personnel who are responsible for your company’s operations in an effort to determine the Organization’s likelihood of operational success and its’ ability to meet the requirements in order to remain eligible for any grant that is awarded.

We may obtain certain personal information about your Agents and/or Personnel which information may not be specifically requested by us but which is accessed or comes into our possession either from Third Parties or through a review of your files and records for purposes of evaluating your business operations or conducting a financial audit or other program verification. To the extent such information is not directly relevant or necessary to conduct any part of the Grant Activities, such information will be stored in the same manner as other information in our possession but will not be used by us for any purpose and will not be shared with any Third Parties.

We will also use contact information of individuals to communicate with you for various purposes including, for example, to gather more information about your application, to send you notifications about the status of your application, and to communicate with you and Third Parties to confirm ongoing eligibility for a grant that has been awarded to you. When you send email or other communications electronically, Leo Adler Foundation may retain those communications to process your inquiries and respond to your requests or questions.

In addition, to the extent award recipients from prior years express an interest in “giving back” to the Academic Institutions from which they graduated with the help of our scholarship funds, personal information may also be used by Leo Adler Foundation in the future to assist such prior award recipients in their efforts to achieve such objectives.

Leo Adler Foundation reserves the right to disclose personal information as and when required by law or in response to valid requests by public authorities.

General Data; Security and Web Tools

Leo Adler Foundation may use third parties to provide certain services on our behalf (“Service Providers”). Personal information will only be shared as necessary for Service Providers to conduct their services for and on behalf of Leo Adler Foundation. Service Providers are prohibited from using the data we provide to them for any other purpose.

Non-personally identifiable information may be shared as aggregate demographic and used by Leo Adler Foundation for promotional purposes to search for donors that may sponsor our charitable purposes in awarding scholarship and community fund grants.

We also use personal information collected through our website:

• for security or fraud prevention purposes
• to improve or further customize the content, functionality and usability of our website
• to statistically analyze website use
• to improve procedures for reviewing and assessing applications
• to deliver information or otherwise respond to you

We use certain web technologies including cookies and web bugs (“Technologies”). Cookies are data about your visit to our website deposited on your computer hard drive. When you return to our website, the cookie data will reveal that you had been there before.  Cookies provide technical and behavioral information such as the IP address, device type, browser type, and device identifier used to visit our website, the date and time of your visit, the pages you view, the websites you visited before and after visiting that website, and (where permitted by your device) location data.  Cookies are often used to scan and block IP addresses that are potential threats to website security or to prevent spam messaging coming through on emails that may be linked to our website. All such collected  data is automatically saved for ongoing reporting of potential issues. A web bug is a graphic in a website or an “enhanced” e-mail message that enables a third party to monitor who is reading the page or message and can be used to prevent spam messaging coming through emails. The web bug can confirm when the web page is viewed and record the IP address of the viewer.

By using our website, you agree  to the storing of cookies and web bugs on your device to enhance website navigation and analyze website usage.

Security Measures for Collection and Storage of Personal Information

We use commercially reasonable physical, technological, and administrative safeguards designed to protect your personal data from unauthorized use, access, or disclosure. Email is not recognized as a secure medium of communication. For this reason, we request that you do not send private or sensitive information to us by email. No method of transmission over the Internet or electronic storage is 100% secure, we cannot guarantee its absolute security. In the event that your data has been accessed by an unauthorized individual, you will be notified as required by law.

Legal Matter; Changes to our Privacy Policy

Leo Adler Foundation relies on the following legal grounds for the collection, storage, processing, and use of personal information:

• Consent, as permitted by applicable law
• Compliance with legal obligations
• User support
• Legitimate interest of Leo Adler Foundation in and to relationship management with Academic Institutions
• physical security, IT and network security
• website management and enhancement

This Privacy Policy is subject to change at any time. If there are changes or additions to this Privacy Policy, we will post those changes here on our website. Changes are effective when they are posted on this page. Your continued use of the website after such modifications are posted will constitute your acknowledgement of, and agreement to be bound by, the revised Privacy Policy. If wish to opt-out of our modified terms please contact us as noted below.

Discontinue Contact and Data Removal Policy

It is the policy of Leo Adler Foundation to discontinue contacting any person upon that person’s written request. Data will only be stored as long as needed to fulfill legitimate business or charitable purposes or for a period of time specifically required or allowed by applicable regulations or laws. If you wish to have us discontinue processing or storing your data, you may contact us as noted below.

How to Contact Us

If you have any questions or concerns about the handling and use of your personal information, including where you wish to update or change your information, please contact us by mail, email or phone as noted below.

Leo Adler Foundation
c/o First Republic Trust Company
First Republic Private Wealth Management

947 SW Broadway
Portland, OR 97205

Attention: Karin, J. Barber

Phone: (503) 471-4921
Email: LeoAdler@firstrepublic.com