Privacy Policy

Effective date: July 21, 2026

Short Gap Volunteer Fire Company ("Short Gap VFC," "the Company," "we," "us," or "our") respects the privacy of visitors to shortgapvfc.org. This Privacy Policy explains the information that may be collected through the website, how it may be used, and the choices available to visitors.

1. Information you provide

We may collect information you voluntarily submit through contact forms, volunteer-interest forms, event registrations, donations, ticket purchases, or other website features. This may include your name, email address, telephone number, mailing address, message, volunteer interests, emergency-service experience, transaction information, and other information you choose to provide.

2. Emergency communications

This website, its forms, email addresses, and social-media accounts are not emergency reporting systems and are not continuously monitored. Call 911 for emergencies.

3. Automatically collected information

The website may collect standard technical information such as IP address, browser type, device type, referring page, pages viewed, approximate location derived from an IP address, and dates and times of visits. Server logs may be retained for security, troubleshooting, and operational purposes.

4. Matomo analytics and cookies

When enabled, the website uses Matomo Analytics to understand aggregate website traffic and improve content. Matomo may use cookies or similar technologies and may process IP addresses, page views, referrers, device information, and visit activity. The site administrator may configure Matomo to exclude authenticated administrators and apply privacy-focused settings. Analytics remains disabled until the department configures it.

5. Events, Panovents, and third-party widgets

The website may display event, registration, ticketing, donation, raffle, or fundraising features supplied by Panovents or a related event platform. Content may be embedded in this website or opened on another website. Those services may collect information under their own privacy notices and terms. Information submitted directly to a third-party platform is controlled by that platform and the organization operating the related event or transaction.

6. Stripe and payment information

When online payments are enabled, card transactions may be processed by Stripe or another approved payment processor. Short Gap VFC does not intend to receive or store complete payment-card numbers through this website. Payment processors may collect card, billing, identity, fraud-prevention, device, and transaction information under their own privacy policies and legal obligations.

7. How information may be used

• Respond to questions and requests.
• Review volunteer interest and communicate about membership opportunities.
• Administer events, registrations, donations, purchases, and refunds.
• Send transactional or operational messages.
• Maintain website security and prevent spam, fraud, abuse, or unauthorized access.
• Improve website content, accessibility, and performance.
• Meet legal, accounting, insurance, regulatory, or public-safety obligations.

8. Information sharing

We may share information with authorized company officers, members, volunteers, service providers, hosting providers, email providers, analytics providers, payment processors, event-platform providers, accountants, insurers, legal advisers, or government authorities when reasonably necessary. We do not sell personal information.

9. Data retention

Information may be retained for as long as reasonably necessary for the purpose for which it was collected, department operations, transaction records, legal compliance, dispute resolution, security, backups, or recordkeeping. Retention periods may vary by information type.

10. Security

Reasonable administrative and technical safeguards are used, but no website, email, storage system, or internet transmission can be guaranteed completely secure. Do not submit sensitive medical, financial, or emergency information through general website forms.

11. Children’s privacy

This website is intended for a general audience and is not designed to collect personal information from children under 13 without appropriate authorization. A parent or guardian should contact the Company if they believe a child submitted personal information.

12. External links

The site may link to Facebook, Panovents, Stripe, government resources, partner agencies, or other third-party websites. We are not responsible for the privacy, security, content, or availability of third-party services.

13. Your choices

You may choose not to submit optional information. You may request correction or deletion of information you submitted, subject to legal, operational, security, transaction, or record-retention requirements.

14. Policy changes

We may update this policy as website services or legal requirements change. The effective date will be revised when material updates are made.

15. Contact

Questions about this policy may be sent to [email protected] or directed to the department at (304) 726-4388.