Privacy Policy
Ashland Food Project
EIN 84-4040278 · A registered 501(c)(3) nonprofit organization
Last Updated: 9/12/2026
1. About This Policy
This Privacy Policy explains what information the Ashland Food Project (“AFP,” “we,” “us,” or “our”) collects when you visit ashlandfoodproject.com (the “Site”) or interact with us through the Site, how we use that information, and the choices you have. By using the Site, you agree to this Policy.
2. Our Core Commitment
The AFP is a small, all-volunteer nonprofit. Our Bylaws prohibit us from selling, leasing, trading, sharing, publishing, or otherwise disclosing your personal information to any third party, and prohibit us from using our communication channels to promote or solicit for any organization or cause other than the AFP itself and the Ashland Community Food Bank. This applies regardless of how worthy another organization’s mission may be. That commitment is enshrined in our governing documents and cannot be changed without a formal amendment to our Bylaws.
3. Information We Collect
A. Information You Provide to Us. We collect information you submit directly through the Site:
Sign-Up Form – first and last name, phone number, email address, street address (house number, street, apt/suite, city, state, ZIP), volunteer interest area (Food Donor, Neighborhood Coordinator, or Support Team), how you heard about us (optional), and any additional information you choose to share.
Contact Form – first and last name, phone number, email address, and the content of your message.
B. Information Collected Automatically. When you visit the Site, our hosting provider and website software may automatically log standard technical information, including your IP address, browser type and version, the pages you view, referring URLs, and timestamps. This information is used to operate and secure the Site.
C. Cookies. The Site uses a small number of cookies that are necessary for the Site to function and for basic analytics about how the Site is used. We do not use cookies for advertising, retargeting, or cross-site tracking. Most browsers let you refuse or delete cookies; doing so will not prevent you from using the Site.
D. Information Handled Through Third-Party Platforms. Donations are processed by PayPal through a link on our Donate page. Payment card and bank information is entered on PayPal’s platform, not on the Site, and is governed by PayPal’s own privacy policy. AFP receives only the information PayPal provides to confirm a donation (typically name, email, and donation amount); that information becomes AFP data and is subject to this Policy.
Donor records are stored in the Neighborhood Operating System (“NOS”), a donor-management application accessed through the Coordinators Login on the Site and hosted at apps.neighborhoodfoodproject.org/ashland/ by the Neighborhood Food Project under a services arrangement with AFP. The donor information stored in the NOS is AFP data and is fully subject to this Policy and to the confidentiality obligations set out in our Bylaws. Access is restricted to authorized AFP Board Members and volunteers acting on AFP’s behalf, each of whom sees only the information needed to perform their AFP role.
4. How We Use Your Information
We use the information you provide only for purposes that further AFP’s mission:
- to respond to your questions and messages;
- to enroll you as a food donor, Neighborhood Coordinator, or Support Team volunteer, and to assign you to a neighborhood;
- to coordinate scheduled pickups and communicate with you about the AFP program;
- to acknowledge and receipt your financial contributions, including for tax-substantiation purposes;
- to keep occasional records of AFP activity, in aggregate and non-identifying form, for reporting and grant purposes; and
- to comply with applicable law.
We do not use your information to send you promotional messages on behalf of any third party.
5. How We Share Your Information
We do not sell, rent, lease, trade, or otherwise disclose your personal information to third parties for their own use.
We share information only in these limited circumstances:
With AFP volunteers – Board Members, committee chairs, Neighborhood Coordinators, District Coordinators, and other volunteers as needed to carry out AFP business. Every AFP volunteer is bound by the confidentiality obligations of our Bylaws.
With the Ashland Community Food Bank, strictly as needed to further AFP’s mission.
With service providers who help operate the Site, process donations, or host our donor records (for example, our web host, PayPal, and the Neighborhood Food Project as operator of the NOS), and only to the extent they need the information to provide those services to us.
When required by law, such as in response to a valid subpoena, court order, or other lawful legal process.
In aggregate, non-identifying form for example, total pounds of food collected in a year for reporting or promotional purposes.
6. Data Security
We take reasonable and appropriate measures to protect the personal information we hold whether on the Site, in the NOS, or in our internal records from loss, misuse, unauthorized access, and disclosure. No method of transmission over the Internet or method of electronic storage is 100% secure, however, and we cannot guarantee absolute security.
7. Data Retention
We retain your information for as long as you remain an active donor, volunteer, or contact of the AFP, and for a reasonable period afterward to satisfy recordkeeping, tax, and legal obligations. You may ask us to remove your information at any time (see Section 8).
8. Your Choices and Rights
You may, at any time:
Access or correct the personal information we hold about you;
Unsubscribe or opt out of AFP communications by contacting us or by following the unsubscribe instructions in any AFP email; and
Request deletion of your personal information from our records, subject to any legal or recordkeeping obligations we must observe.
To exercise any of these choices, email us at info@ashlandfoodproject.com or write to us at the address at the bottom of this Policy.
9. Third-Party Links
The Site links to third-party websites, including PayPal, the Ashland Community Food Bank, Facebook, and current pickup sponsors. This Policy does not apply to those websites, and we are not responsible for their privacy practices. We encourage you to review the privacy policy of any site you visit through a link on ours.
10. Changes to This Policy
We may update this Policy from time to time. When we do, we will revise the “Last Updated” at the top of the Policy and post the updated version on this page.
11. Contact Us
Questions about this Policy or about how we handle your information can be sent to:
Ashland Food Project
2305 Ashland Street, #104-447
Ashland, Oregon 97520
Email: info@ashlandfoodproject.com
Phone: (541) 205-9194