Kiwanis Student Tutoring Program (KSTP)
A program of the Kiwanis Club of Vacaville
Effective Date: May 12, 2026
The Kiwanis Student Tutoring Program ("KSTP," "we," "us," or "our") is a free K-8 summer tutoring program operated by the Kiwanis Club of Vacaville, a California nonprofit organization. This Privacy Policy explains how we collect, use, share, and protect personal information when you interact with our program, our website at kiwanistutoring.org, and our registration system.
This policy applies to:
Parents and guardians who register learners and interact with KSTP
High school student tutors who volunteer with the program
Visitors to kiwanistutoring.org
This policy also describes how we handle information about K-8 learners that is provided to us by their parents or guardians.
By registering for or participating in KSTP, you agree to the practices described in this Privacy Policy.
When you register a learner or sign up as a tutor, we collect:
Names of parents, guardians, learners, and tutors
Mailing addresses
Email addresses
Phone numbers
Learner grade level and school
Tutor school and grade level
Subject preferences and learning needs
Emergency contact information
Any additional information you choose to share during registration or program participation
When you visit kiwanistutoring.org, our hosting platform (Google Sites) may automatically collect:
IP address
Browser type and version
Device information
Pages visited and time spent
Referring website
KSTP serves K-8 learners, including children under the age of 13. We do not collect personal information directly from children. All information about a learner is provided to us by their parent or legal guardian during registration, and all program communications regarding a learner are conducted with the parent or guardian.
Learners themselves do not register on our website, submit forms, or interact with our online systems. During tutoring sessions, tutors may collect informal information (such as the learner's interests or progress notes) as part of the tutoring relationship, but this information is shared with the parent and used only for program purposes.
If you are a parent or guardian and have questions about the information we hold about your child, contact info@kiwanistutoring.org.
We use the information we collect to:
Operate the tutoring program, including matching learners with tutors
Communicate with parents about their child's sessions, schedule, and program updates
Coordinate tutors and provide them with the information needed to support their learners
Send program announcements, reminders for events such as orientation and the celebration party, and operational updates
Respond to questions sent to info@kiwanistutoring.org or our other contact channels
Improve the program based on participant feedback
Comply with legal obligations and protect the safety of program participants
We do not sell personal information. We do not use personal information for advertising. We do not share personal information with third parties for marketing purposes.
By providing a phone number during registration, you consent to receive text messages from KSTP related to program operations. This section describes our SMS practices in detail.
Program announcements and welcome messages
Reminders for orientation, sessions, and the celebration party
Schedule changes, library closures, or weather-related updates
Information about your assigned tutor and first session
Other operational communications related to the tutoring program
You can expect approximately 5 to 10 messages over the course of a program season (typically May through August). Frequency may vary based on the timing of events and any urgent operational updates.
Message and data rates may apply, depending on your mobile carrier and plan. KSTP does not charge for messages, but your carrier may.
You can opt out of SMS communications at any time by replying STOP to any message you receive from us. After opting out, you will receive a confirmation message and no further texts.
Opting out of SMS does not remove you from the program. We will continue to communicate via email if you remain enrolled. To withdraw from the program entirely, contact info@kiwanistutoring.org.
Reply HELP to any KSTP text message, or email info@kiwanistutoring.org.
We use a third-party SMS service provider (currently Pony Express HQ) to send and receive text messages. This provider processes phone numbers and message content solely to deliver our messages and does not use this information for any other purpose. Their privacy practices are governed by their own terms.
Mobile carriers are not liable for delayed or undelivered messages.
We share personal information only in the following circumstances:
We use third-party services to operate the program. These providers receive only the information needed to perform their function:
Google Workspace (Google LLC) for email, calendars, document storage, and program collaboration
Zeffy for online registration and form processing
Google Sites for kiwanistutoring.org hosting
Pony Express HQ for SMS communications
VoIP.ms for our program phone line
These providers are bound by their own privacy policies and our contractual agreements to use information only for the services they provide to KSTP.
Information is shared internally with KSTP leadership, tutor leads, and tutors as needed to operate the program. For example, a tutor receives the name and contact information of the parent and learner they are matched with. All KSTP volunteers are expected to handle participant information confidentially.
When sessions occur at Solano County Library branches, library staff may have general awareness of program participants on site for safety and facility reasons. We do not share registration data with the library system.
As the legal parent organization of KSTP, the Kiwanis Club of Vacaville has access to program participation information for operational and reporting purposes.
We may disclose information if required by law, subpoena, court order, or in response to a verified request from law enforcement or other government authority. We may also disclose information to protect the safety of program participants, staff, or the public.
Sell personal information to any party
Share personal information with advertisers or marketing networks
Provide phone numbers or email addresses to other organizations for their own use
Disclose information about minor participants except as described above
We retain participant information for the duration of program participation and for a reasonable period afterward for program continuity, reporting, and record-keeping. Specifically:
Active program data: retained during the program season and for 12 months after the final session
Aggregate program statistics (number of learners served, hours of tutoring, etc.): retained indefinitely for historical and reporting purposes, with no personally identifying details
Communication records: retained for 12 months after the program season ends
Records required by law or by Kiwanis International: retained as required
You may request earlier deletion of your information at any time by contacting info@kiwanistutoring.org. We will honor deletion requests unless we have a legal obligation to retain the information.
We take reasonable precautions to protect the information we collect:
Registration data is stored in secure, password-protected systems
KSTP staff and volunteers receive guidance on confidential handling of participant information
Access to participant data is limited to those who need it to perform their role
We use reputable service providers with their own security standards
No system is completely secure. If a data breach occurs that affects your information, we will notify you in accordance with California law and applicable federal law.
You have the right to:
Know what personal information we have about you
Access a copy of the information we hold
Correct information that is inaccurate
Delete your information, subject to any legal retention requirements
Withdraw consent for specific uses, such as SMS communications
To exercise any of these rights, email info@kiwanistutoring.org with your request. We will respond within 30 days.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:
The right to know what categories of personal information we collect and how we use them
The right to request deletion of your personal information
The right to opt out of the sale or sharing of personal information (we do not sell or share personal information for advertising)
The right not to be discriminated against for exercising your privacy rights
To exercise CCPA rights, email info@kiwanistutoring.org. We may need to verify your identity before processing the request.
Because parents and guardians provide all learner information, they exercise all privacy rights regarding their child's information. To request access, correction, or deletion of information about a learner, the parent or guardian who registered the learner should contact info@kiwanistutoring.org. We may request reasonable verification before responding.
Our website uses standard web technologies provided by Google Sites, which may include cookies and similar tracking technologies for basic site functionality and analytics. We do not use cookies for advertising. You can control cookies through your browser settings, though some site features may not work properly if cookies are disabled.
kiwanistutoring.org may contain links to other websites, such as kiwanis.org, Solano County Library, our registration partner Zeffy, and others. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies separately.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:
Update the "Effective Date" at the top of this policy
Post the updated policy at kiwanistutoring.org/privacy
For significant changes, notify program participants directly via email or SMS
Continued participation in the program after a policy update constitutes acceptance of the updated policy.
If you have questions about this Privacy Policy, want to exercise a privacy right, or have concerns about how your information is handled, contact us:
Kiwanis Student Tutoring Program, a program of the Kiwanis Club of Vacaville
Email: info@kiwanistutoring.org
Website: kiwanistutoring.org
For questions specifically about how the Kiwanis Club of Vacaville handles information outside of the tutoring program, contact the Kiwanis Club of Vacaville directly.
This Privacy Policy was last updated on May 12, 2026.