PRIVACY POLICY
Eternal Smiles is committed to safeguarding your personal information in accordance with data protection law. This statement explains how we collect, store, and use personal information from grant applicants for the purpose of awarding and managing grants, as well as monitoring, evaluating, researching, and learning about what Eternal Smiles funds and how we fund it.
1. Who We Are
In this Privacy Statement, “Eternal Smiles,” “we,” or “our” means the Eternal Smiles Foundation, a charitable company registered in Texas, EIN 99-4193342. Eternal Smiles is the “data controller” of your personal information. This means that we are responsible for deciding how we hold and use personal information about you.
2. What Personal Information We Collect and How We Use It
Your personal data, or personal information, is any information about you from which you can be identified directly or indirectly.
A. The Initial Application for an Eternal Smiles Grant
We collect the following information during the pre-application stage:
- Child’s information: Name, date of birth, race, ethnicity, gender, address, school information, dentist information, general health information, dental clearance, student essay, wellness information, letter of recommendation, photos of teeth.
- Parent/guardian information: Name, address, phone number, email, custodial parent information, employment information, tax/income information, transportation, medical authorization.
- Household details: Number of adults and children living in the home, employment status.
We use this information to assess eligibility, process applications, and manage grants.
B. When You Are an Eternal Smiles Grant Holder
Once a grant is awarded, we collect additional information for managing the grant, such as:
- HIPAA release for payment to dental providers.
- Annual and end-of-grant reports.
- Post-award issue records.
- Survey responses.
- Progress photos of the child’s teeth.
This information is used for grant administration, monitoring progress, and research purposes.
C. Where You Agree to Hear More From Us
With your consent, we may contact you about events and updates. You can opt out at any time.
3. How We Share Your Information
We may share your personal data with:
- Within Eternal Smiles: Staff processing and managing grants.
- Outside Eternal Smiles: Funding partners, external reviewers, advisors, partner organizations, and third-party service providers.
4. How We Look After Your Information
We implement appropriate security measures to protect personal data from loss, unauthorized access, alteration, or disclosure.
5. How Long We Keep and Use Your Information
We retain personal information only as long as necessary and securely erase it when no longer needed.
6. Contact Us
If you wish to contact us regarding this statement or discuss how we handle your personal data, please email us at info@eternalsmiles.org.
