Privacy Policy

La Jolla Elementary School Parent Teacher Organization (“LJES PTO,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.ljespto.org and participate in our programs and activities.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

2.1 Personal Information You Provide

We may collect personal information that you voluntarily provide when you:

• Register for PTO membership ($50 annual fee)
• Sign up for volunteer opportunities through SignUp Genius
• Contact us through our website
• Register for events or programs (Family
• Events, After-School Programs, etc.)
• Make donations or purchases through our PTO Store
• Subscribe to our weekly e-blast newsletter
• Fill out volunteer interest forms
• Attend PTO Board Meetings

This information may include:

• Full name
• Email address
• Phone number
• Mailing address
• Student name(s) and grade level(s)
• Payment information (processed securely through third-party payment processors)
• Volunteer preferences and availability
• Emergency contact information for events and field trips

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Pages visited
• Time and date of visit
• Referring website
• Cookies and similar tracking technologies

We use the information we collect to:

• Process PTO membership registrations and renewals
• Coordinate volunteer opportunities and events (Family Picnic, Science Night, Family Dance, Talent Show, Book Fair, Kindergarten BBQ, International Festival)
• Manage after-school programs (Pizza Wednesday, Homework Assistance, Wednesday After School Programs, Theatre Group)
• Send weekly e-blast newsletters and event announcements
• Process donations and PTO Store purchases
• Respond to inquiries and provide support
• Create volunteer schedules and contact lists
• Communicate important school and PTO information
• Improve our website and services
• Comply with legal obligations and San Diego Unified School District requirements
• Maintain organizational records

We do not sell, trade, or rent your personal information to third parties.

We may share your information in the following circumstances:

4.1 With Your Consent

When you explicitly authorize us to share information

4.2 Service Providers

With third-party vendors who perform services on our behalf, such as:

• Website hosting providers
• Email service providers (for weekly e-blasts and communications)
• SignUp Genius (volunteer scheduling platform)
• Payment processors for donations and PTO Store purchases
• Analytics providers

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 School District

• San Diego Unified School District for volunteer clearance and approval processes
• La Jolla Elementary School administration for coordination of school activities and programs
• School staff for event coordination and student safety

4.4 Legal Requirements

When required to comply with:

• Legal obligations
• Court orders or subpoenas
• Government requests
• Protection of our rights, property, and safety of LJES PTO, our members, students, or others

4.5 Emergency Situations

Emergency contact information may be shared with appropriate school personnel, volunteers, or emergency responders during school events, field trips, or emergencies.

5.1 SDUSD Volunteer Requirements

For volunteers working directly with students, we collect and share information with San Diego Unified School District for:

• Annual volunteer application processing
• Background checks and fingerprinting (for certain roles)
• TB clearance verification (valid for 4 years)
• Volunteer Code of Conduct acknowledgment
• Government-issued photo ID verification

This information is handled in accordance with SDUSD policies and California state law.

5.2 Volunteer Records Retention

Volunteer records are retained as required by San Diego Unified School District, typically 4-7 years.

Our website and services are directed to parents, guardians, teachers, and adult community members. We do not knowingly collect personal information directly from children under 13.

6.1 Student Information

• We may collect student names and grade levels from parents for directory, emergency contact, and event coordination purposes
• All student information is collected through parent/guardian consent
• Student information is never shared publicly without explicit parental permission

6.2 Photos and Videos

• Photos or videos of students at PTO events are only taken and shared with explicit parental consent
• Parents may opt out of photography at any time
• We do not identify students by full name in public posts without explicit permission

If you believe we have inadvertently collected information from a child, please contact us immediately at pto@ljespto.org.

Our website may use cookies and similar technologies to:

• Remember your preferences
• Analyze website traffic and usage patterns
• Improve user experience
• Track event registrations and volunteer sign-ups

Types of Cookies We Use:

• Essential Cookies: Required for website operation and navigation
• Analytics Cookies: Help us understand how visitors use our website
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling cookies may limit some website functionality.

8.1 Subscription

When you provide your email address, you may receive:

• Weekly e-blast newsletters
• Event announcements and reminders (Family Events, After-School Programs, etc.)
• Volunteer opportunity notifications through SignUp Genius
• PTO Board Meeting information and minutes
• Emergency or urgent school communications
• Fundraising campaign updates (Annual Auction, Direct Donations)

8.2 Unsubscribing

You may unsubscribe from promotional emails at any time by:

• Clicking the “unsubscribe” link in any email
• Contacting us at pto@ljespto.org
• Updating your preferences in your member account

Note: You may still receive essential communications regarding your membership, volunteer commitments, or events you’ve registered for.

We implement reasonable security measures to protect your personal information, including:

• Secure socket layer (SSL) encryption for data transmission on our website
• Secure password-protected databases
• Limited access to personal information (only authorized PTO Board members and volunteer coordinators)
• Regular security assessments
• Secure third-party payment processors (we do not store credit card information)

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and comply with legal obligations.

Retention Periods:

• Active member information: Duration of membership plus 2 years
• Volunteer records: As required by SDUSD (typically 4-7 years)
• Financial records: 7 years (IRS requirement for non-profit organizations)
• Event photos/videos: Until requested for removal or no longer relevant
• Email communications: Until you unsubscribe or 2 years from last activity

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal retention requirements)
• Opt out of marketing communications
• Object to certain processing of your information
• Request a copy of your data in a portable format
• Withdraw consent for photo/video use

To exercise these rights, contact us at pto@ljespto.org or contact our PTO Presidents:

• Dana Hourani and Sarah Topol
• Email: presidents@ljespto.org

Our website may contain links to or integrate with third-party websites and services, including:

• San Diego Unified School District website (www.sdusd.net)
• La Jolla Elementary School website
• SignUp Genius (volunteer scheduling)
• Payment processors for donations and store purchases
• Social media platforms (Facebook, Instagram)
• Friends of LJES website
  We are not responsible for the privacy practices of these third parties.

We encourage you to review their privacy policies before providing any personal information.

When you interact with our social media pages (Facebook, Instagram), your information is also governed by the privacy policies of those platforms.

We may use publicly available information from social media for:

• Promoting PTO events and activities
• Showcasing school community engagement
• Sharing event photos (with appropriate consent)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to Know: What personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt out of the sale of personal information (Note: We do not sell personal information)
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, contact us at pto@ljespto.org or call (858) 453-2400.

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Changes will be effective upon posting to our website with an updated “Last Updated” date.

We will notify you of significant changes by:

• Email notification to active members
• Posting a notice on our website homepage
• Announcement in our weekly e-blast

Your continued use of our services after changes constitutes acceptance of the updated Privacy Policy.

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

La Jolla Elementary School PTO
Website: www.ljespto.org
Email: pto@ljespto.org
Phone: (858) 453-2400
Address: La Jolla Elementary School, 1111 Marine Street, La Jolla, CA 92037

PTO Presidents:
Dana Hourani and Sarah Topol
Email: presidents@ljespto.org

Volunteer Coordinator:
Email: volunteers@ljespto.org

By using our website, registering for membership, volunteering, or participating in PTO activities, you consent to our Privacy Policy and agree to its terms.