Privacy Policy
Effective November 4, 2026
The Cherokee Sheriff’s Foundation runs this website and the Shop with a Cop iPhone app. This policy explains what information we collect, why, who can see it, and how to reach us about it.
Information we collect
Christmas Joy Shop with a Cop applications
- Parent or guardian: name, phone numbers, email and home address.
- Children: name, age and sex.
- Who filed it: the school and counselor, and the name and email of the person who submitted the form.
- The event: assigned store and time, whether the family plans to attend, check-in, and the items and totals recorded while shopping.
Other information
- School counselors: name, email, phone, school and assigned store.
- Event-night volunteers: the name entered when signing in, and the shift and store.
- Dashboard staff: name, email and phone, plus a log of sign-ins and actions that includes IP address and device type.
- Website forms: what you enter on our contact and scholarship forms.
The iPhone app
The app opens this website. It uses your camera to scan check-in passes and item barcodes when you ask it to; those scans are not saved as images. If a volunteer takes a photo of a shelf tag, the photo is sent to be read for the item name and price. The app has no advertising or tracking.
How we use it
We use this information to review applications, schedule families, send event details and reminders, check families in, record shopping, keep the program accountable, and answer questions. We do not sell personal information, use it for advertising, or use analytics or tracking tools on these pages.
Who can see it
- Foundation administrators can see all program records.
- School counselors get a daily summary of applications filed with their link.
- Event-night volunteers can look up families who have checked in that day, by name or check-in code.
- Anyone with a family’s private link can see that family’s pass and details, so please don’t forward those emails.
We use these service providers to run the program, and they handle information only for that purpose:
- Supabase: database and server functions
- Vercel: website hosting
- GitHub: encrypted nightly backups, which GitHub can’t read
- Resend: sending email
- Cloudflare Turnstile: the “not a robot” check on application forms
- Anthropic: reading shelf-tag photos
- UPCitemdb: product names for scanned barcodes (barcode numbers only)
- Google Fonts: website fonts, which share your IP address with Google
- Anedot: donations, which are handled on Anedot’s secure forms
We may also disclose information if the law requires it.
How we protect it
- Information is encrypted in transit and stored encrypted by our hosting provider.
- Program records can only be opened by an administrator who signs in with a password and a code sent to their email.
- Dashboard sessions end after an hour without activity and after 12 hours at most.
- Family, counselor and volunteer links are long, random and private.
- Views, changes, exports, printing and emails are recorded in an activity log.
No system is perfectly secure, and email is not a fully private channel. Please tell us right away if you think something has gone wrong.
How long we keep it
We keep records from past seasons for program history and accountability, and we don’t currently have a fixed deletion date. Encrypted backups are kept for 30 days. You can ask us to delete a record at any time, as described below.
Children
Applications are filled out by a parent, guardian or school staff member, not by children. The website and app are not intended for children to use on their own. If you believe a child gave us information directly, contact us and we will remove it.
Your choices
You can ask to see, correct or delete information about you or your child. Email us and we will respond. We may need to confirm who you are first, and we may keep what the law requires.
Changes
If this policy changes, we will post the new version here with a new effective date.
Contact
Cherokee Sheriff’s Foundation
P.O. Box 122, Ball Ground, GA 30107
info@cherokeesheriffsfoundation.org