Privacy Policy
Who we are
Effective date: October 26, 2026
This policy explains what information ALA Nevada Girls State, Inc. collects through nevadagirlsstate.net and our online forms, how we use it, and who we share it with. We are a 501(c)(3) nonprofit organization (EIN 83-0678681) and a program of the American Legion Auxiliary, Department of Nevada. We run a weeklong civic education program for high school students each June at the University of Nevada, Reno.
In this policy, “we” and “us” mean ALA Nevada Girls State, Inc. “Participants” means students who register for our program.
We do not sell, rent, or trade anyone’s personal information.
Information we collect
We collect only what we need to run the program, and you give us almost all of it directly.
|
When you… |
We collect |
Collected through |
|---|---|---|
|
Register for the session |
Participant’s name, date of birth, school, grade, address, email, and phone; parent or guardian’s name, email, and phone |
Airtable |
|
Complete the Waivers Packet |
Emergency contacts, medical history, insurance, dietary needs, and signed releases (including media release) |
DocuSign |
|
Pay fees or donate |
Name, email, address, amount, and the participant you’re paying for. Payment card details go directly to our payment processor. We never see or store full card numbers. |
Zeffy |
|
Submit assignments or draft legislation |
The participant’s name and the work they submit |
Airtable and Google Forms, Google Docs |
|
Contact us |
Name, email, phone (optional), who you are, and your message |
Airtable |
|
Sign up for session updates |
Email address and name |
Airtable |
|
Apply to volunteer |
Contact information, eligibility, and experience. Accepted volunteers also complete a background check. |
Airtable; University Police Department Northern Command |
|
Update your Unit’s information |
Unit name, contact person, and assigned schools |
Airtable |
|
Visit the website |
Basic usage data such as pages visited, device and browser type, and general location (city or region) |
Google Analytics, through Site Kit |
How we use it
We use the information we collect to:
- Register participants, assign housing, and run the session
- Keep participants safe, including responding to medical needs and emergencies
- Process fees and donations, and send receipts
- Match sponsors, schools, and American Legion Family members with participants
- Communicate with participants, families, schools, volunteers, and supporters
- Screen volunteers who work with minors
- Report program results to the American Legion Auxiliary, funders, and partners, usually as totals (for example, “65 participants from 30 high schools”)
- Understand how people use our website so we can improve it
We don’t use your information for any purpose unrelated to Nevada Girls State.
Who we share it with
We share information only with people and organizations that need it to run the program or keep participants safe:
- The University of Nevada, Reno, which hosts the session. UNR receives what it needs for housing, dining, campus safety, and emergencies.
- The American Legion Auxiliary (Department of Nevada and National Headquarters), for program reporting and for participants selected for ALA Girls Nation.
- Sponsors, such as a school or American Legion Family member paying a participant’s fees. We confirm the participant’s name and payment status with them. Sponsors don’t receive medical or family information.
- Service providers that operate our forms, payments, signatures, email, and website: Airtable, Zeffy, DocuSign, Google, and GoDaddy (our web host). They handle information on our behalf under their own privacy and security policies.
- Medical or emergency personnel, when a participant needs care.
- Authorities, when required by law or to protect someone’s safety.
We do not sell, rent, or trade personal information to anyone, for any reason. Because we don’t sell personal information, there is nothing to opt out of. If that ever changes, we will update this policy first and explain how to opt out.
Participants under 18, photos, and names
Most of our participants are 16 or 17. A parent or guardian signs all registration forms and releases for any participant under 18. Our program is for high school students, and we do not knowingly collect information from children under 13.
Photos. We take photos during the session and may use them on our website, social media, and printed materials, but only for participants whose parent or guardian signed a media release.
Names. On our website, we identify current high school students by first name and last initial only, with their city or school. Once participants have graduated from high school, we may list their full names in our historical records, such as past election results and our list of ALA Girls Nation senators.
Removal requests. If you’d like a photo or name removed from our website, email us and we’ll take it down.
Cookies and third-party tracking
Our website uses a small number of cookies. Some are needed for the site to work. Others come from Google Analytics, which helps us count visitors and see which pages are useful.
Google Analytics, along with the forms and payment pages we embed from Airtable and Zeffy, may collect information about your online activity over time and across other websites. We don’t control how these services use cookies, but each has its own privacy policy. You can block or delete cookies in your browser settings, or use Google’s opt-out tool to stop Google Analytics from collecting your visits.
We don’t use advertising cookies, and we don’t run ads on our site.
Your browser may send a “Do Not Track” signal. Our website doesn’t respond to these signals differently, because there’s no common standard for how to handle them.
Keeping, protecting, and correcting your information
How long we keep it. We keep registration and waiver records for 3 years after each session, payment and donation records as long as tax law requires, and volunteer screening records for 3 years. Medical information is deleted 12 months after the session. We keep historical program records, such as election results and ALA Girls Nation senators, permanently.
Security. Access to participant records is limited to the board members and staff who need it. Our service providers use encryption and other industry-standard protections. No system is perfectly secure, but we take reasonable steps to protect what you share with us.
Your choices. You can ask us to:
- Show you the information we have about you or your child
- Correct information that’s wrong
- Delete your information, unless we need to keep it for legal, tax, or safety reasons
- Stop sending you emails (every update email includes an unsubscribe link)
To make a request, email NevadaGirlsState@gmail.com. We’ll respond within 30 days.
Changes to this policy
If we make a significant change, we’ll update the effective date at the top of this page and post a notice on our home page for at least 30 days. If the change affects how we use information we already have, we’ll also email registered families.
Contact us
ALA Nevada Girls State, Inc.
4030 Bobolink Cir.
Reno, NV 89508
NevadaGirlsState@gmail.com