GCA Public Policies

Privacy Policy

WHAT KIND OF INFORMATION DOES GLOBAL CHILD ADVOCATES COLLECT?

We may collect personal information from you, such as your name, email address, postal address, phone number, credit card information, etc., when you donate online or contact us with a question or concern. We maintain a record of your donation as needed to process your online donation.

HOW DOES GLOBAL CHILD ADVOCATES USE MY INFORMATION?

We may use your personal information in the following ways:

  • To process and fulfill your online donation request

  • To communicate with you and to send you information by email, postal mail, telephone as needed in order to process your online donation

  • To help us address problems with and improve our site design

  • To protect the security or integrity of our website and mission

  • To contact you if necessary

DOES GLOBAL CHILD ADVOCATES SHARE MY INFORMATION?

We do not share your information. We will only use the information to process your online donation request.

HOW DOES GLOBAL CHILD ADVOCATES USE COOKIES?

Our website uses "cookies," which are small data files that are stored on your computer when you visit a website. Cookies enable you to donate on our website.

You can set your browser not to accept cookies or to notify you when you are sent a cookie, giving you the opportunity to decide whether or not to accept it. If you do not accept cookies, however, you will not be able to access your account information or make donations on our website.

HOW DO I KNOW MY PERSONAL INFORMATION IS SECURE?

We do our best to provide you with a safe and convenient online experience. We have in place certain physical, electronic, contractual, and managerial safeguards to protect the security and privacy of your personal information.

When you enter your personal information on our website, we use Secure Sockets Layer (SSL) technology to protect your information as it is transmitted to us. To make sure you are accessing our secure server before you submit personal financial information, look at the lower left-hand corner of your browser. If you see an unbroken key or a closed lock (depending upon your browser), then SSL is active. To double-check for security, look at the URL or Location line of your browser. If you have accessed a secure server, the first characters of the address in that line should change from "http" to "https."

WHAT IS "PHISHING"?

"Phishing" is a scam designed to steal your personal information. If you receive an email that looks like it is from us asking you for your personal information, do not respond. We will never request your password or user name through email.

WHAT ABOUT LINKS TO OTHER WEBSITES?

For your convenience and information, our website may contain links to other sites, which may have privacy policies that differ from our own. We are not responsible for the content or practices of any linked site. We recommend that you review the privacy policy of any site that you access through our sites.

HOW DO I CONTACT YOU?

For questions about our privacy policy, to make choices about receiving promotional communications, to update your personal information, or to place an order, you can contact Global Child Advocates by email, telephone, or postal mail.

Global Child Advocates
1450 W. Hwy 290 #815
Dripping Springs, TX 78620

accounting@globalchildadvocates.org

Refund Policy

Refunds: All transactions are fully refundable (minus a 3% processing fee) up to 30 days.

Note: Your refund request will be processed instantly. However, it may take 2-3 business days for it to display on your credit card statement.

Conflict of Interest Policy

Purpose:

The purpose of this policy is to protect the integrity and credibility of Global Child Advocates (GCA) by ensuring that all decisions and actions are made in the best interest of the organization and the children and families we serve.

Policy:

  1. All board members, employees, and key volunteers must avoid any actual or perceived conflicts of interest that could harm GCA’s mission or reputation.

  2. A conflict of interest occurs when an individual’s personal interests, family relationships, or outside activities could improperly influence their judgment or actions on behalf of GCA.

  3. Individuals must disclose any potential or actual conflicts of interest in writing to their supervisor, manager, or the Board Chair as soon as they arise.

  4. The Board of Directors will review all disclosures of potential conflicts of interest. Where appropriate, the Board may require the individual to recuse themselves from related discussions, decisions, or votes.

  5. Any related-party transactions must be approved in advance by the Board of Directors to ensure they are fair, reasonable, and in GCA’s best interest.

  6. GCA requires annual signed statements from all board members and senior staff confirming that they have read and understand this policy and disclosed any potential conflicts.

  7. Failure to disclose a conflict of interest may result in disciplinary action, up to and including removal from the board or termination of employment.

Commitment:

GCA is committed to transparency, integrity, and accountability in all areas of our work. We expect everyone involved with GCA to act honestly and in good faith, always putting the mission and those we serve first.

Whistleblower Policy

Purpose:

Global Child Advocates (GCA) is committed to the highest standards of integrity and accountability. This policy encourages staff, volunteers, board members, and partners to speak up about any suspected misconduct, fraud, abuse, or violations of law or policy, without fear of retaliation.

Policy:

  1. Reporting Concerns

    Anyone who reasonably believes that GCA resources are being misused, or that an illegal, unethical, or unsafe practice has occurred, is encouraged to report their concern promptly.

  2. How to Report

    Reports can be made to a supervisor, manager, the Executive Director, or the Board Chair. Reports can also be made confidentially through GCA’s online reporting form at https://globalchildadvocates.org/report.

  3. Confidentiality

    Reports will be kept as confidential as possible. Information will be shared only as needed to investigate and address the concern.

  4. No Retaliation

    GCA strictly prohibits retaliation against anyone who makes a report in good faith. Anyone found to have retaliated against a whistleblower will face disciplinary action, up to and including removal or termination.

  5. Investigation

    All credible reports will be reviewed promptly. If needed, GCA leadership and the Board will take appropriate corrective action.

  6. False Reports

    Any intentional misuse of this policy by making false or malicious allegations may result in disciplinary action.

Commitment:

GCA values transparency and accountability at every level. We are committed to providing a safe environment where everyone feels supported in raising concerns to help protect our mission and the children and families we serve.

Records Retention and Destruction Policy

Purpose:

Global Child Advocates (GCA) is committed to maintaining complete, accurate, and secure records that support our mission and comply with legal, regulatory, and contractual obligations. This policy outlines how long GCA keeps records and how they are properly destroyed when no longer needed.

Policy:

  1. Retention Periods

    GCA will retain records according to applicable laws, regulations, and best practices. Key guidelines include:

    • Governing Documents, Board Minutes, and Policies: Permanently

    • Financial Records (including tax returns, audits, financial statements): 7 years

    • Grant and Contract Documents: 7 years after completion

    • Donor Records: 7 years after last donation

    • Personnel Records: 7 years after termination

    • Program and Case Files: 7 years after program completion or case closure

    • Electronic Communications (emails, digital files): As applicable to content category

  2. Secure Storage

    Records will be stored securely to protect confidentiality and integrity. Access is limited to authorized staff and board members as appropriate.

  3. Destruction

    When records reach the end of their required retention period, they will be destroyed securely. Paper documents will be shredded or incinerated; electronic files will be permanently deleted.

  4. Litigation Hold

    If litigation, audit, or investigation is pending or reasonably anticipated, relevant records will not be destroyed, even if they have passed their normal retention period.

  5. Responsibility

    The Executive Director is responsible for implementing this policy and ensuring staff and board comply with its requirements.

Commitment:

GCA values accountability and transparency. This policy ensures we maintain only what is needed, protect sensitive information, and use our resources wisely.